Personal Data Processing Policy

Choral Fest Costa Rica for Peace

Last updated: June 20, 2026

At Choral Fest Costa Rica for Peace, we understand that every person who contacts us, participates in our activities or shares information with our organization deserves respect, clarity and protection.

This Personal Data Processing Policy explains how Asociación Pro Paz Choral Fest, operating as Choral Fest Costa Rica for Peace, collects, uses, stores, shares and protects personal data in connection with its festival, educational, artistic, cultural and communication activities.

This policy applies to information collected through our website, forms, emails, WhatsApp messages, social media, participation processes, concerts, workshops, meetings and other official communication channels.

1. Data Controller

The data controller is:

Asociación Pro Paz Choral Fest
Operating as Choral Fest Costa Rica for Peace
Costa Rica
Email: info@choralfestcostarica.org
WhatsApp: +506 8389 5037

As data controller, Choral Fest Costa Rica for Peace determines the purposes and means by which personal data are processed in relation to its activities.

2. Legal Framework

The processing of personal data is guided by the applicable laws of Costa Rica, including:

Law No. 8968, Law on the Protection of the Person in Relation to the Processing of Personal Data.
Executive Decree No. 37554-JP, Regulation to Law No. 8968.

These regulations establish principles, rights and obligations related to the collection, use, storage, transfer and protection of personal data in Costa Rica.

3. Scope of This Policy

This policy applies to personal data related to:

Choir directors, singers, musicians and participants.
Choirs, schools, universities, churches, cultural institutions and organizations.
Parents, guardians, chaperones and accompanying persons.
Volunteers, collaborators, suppliers, sponsors and institutional partners.
Members or representatives of Asociación Pro Paz Choral Fest.
Website visitors and people who contact us through forms, email, WhatsApp or social media.
People who participate in concerts, workshops, meetings, cultural exchanges or festival-related activities.

4. Personal Data We May Collect

Depending on the relationship with Choral Fest Costa Rica for Peace, we may collect the following categories of personal data:

Identification Data

Full name
Identity document number, when required
Nationality
Date of birth, when necessary
Gender, when voluntarily provided or required for organizational purposes

Contact Data

Email address
Phone number or WhatsApp number
Country and city of residence
Postal or physical address, when necessary

Artistic and Professional Data

Choir name
Institution or organization
Role, such as conductor, singer, teacher, representative, volunteer or sponsor
Artistic background or musical information voluntarily provided
Repertoire or choir profile information

Festival and Logistics Data

Participation requests
Number of participants
Travel dates and schedules, when provided
Accommodation or transportation needs
Dietary needs, allergies or special requirements, when voluntarily shared
Emergency or coordination information, when necessary

Administrative and Payment Data

Information necessary to issue receipts, invoices or administrative records
Payment confirmation details
Billing information, when applicable

Choral Fest Costa Rica for Peace does not store credit card information in its own systems when external payment gateways or third-party payment services are used.

Images, Audio and Audiovisual Material

Photographs
Videos
Audio recordings
Images or promotional materials voluntarily sent by participants, choirs or institutions

Website and Technical Data

IP address
Browser type
Device information
Pages visited
Cookies or similar technologies, depending on browser settings and website configuration

5. Purposes of Data Processing

Choral Fest Costa Rica for Peace may process personal data for the following purposes:

Festival Organization

Reviewing participation requests
Confirming participation of choirs or individuals
Organizing concerts, workshops, rehearsals, meetings and cultural activities
Preparing programs, schedules, credentials and internal coordination documents

Communication

Responding to inquiries
Sending information about the festival
Sharing updates, confirmations, reminders or logistical instructions
Contacting directors, participants, institutions, suppliers or partners

Travel and Logistics

Coordinating accommodation, internal transportation, meals, tours or related services
Sharing necessary information with authorized providers involved in festival logistics
Supporting participants before, during and after the festival

Administrative and Legal Management

Managing payments, receipts, invoices, refunds or balances
Keeping basic organizational records
Complying with applicable legal, tax, accounting or association-related obligations

Promotion and Documentation

Promoting the festival’s mission of peace through choral music
Publishing photographs, videos or recordings from public festival activities
Preparing reports, social media posts, press materials, highlight videos, institutional memories or promotional content

Security and Compliance

Protecting participants and the organization
Responding to competent authorities when legally required
Preventing misuse, fraud, security incidents or violations of festival policies

6. Legal Grounds for Processing

Depending on the situation, Choral Fest Costa Rica for Peace may process personal data based on:

The informed consent of the data subject.
The preparation or performance of a participation, service or collaboration relationship.
Compliance with legal, tax, accounting or administrative obligations.
The legitimate interest of the organization in managing, documenting, promoting and protecting its festival and related activities.
The protection of participants, volunteers, staff, minors or institutional interests, when applicable.

7. Data Sharing and Recipients

Personal data may be shared only when necessary and appropriate with:

Hotels, transportation providers, travel agencies or tourism service providers.
Technology providers, such as hosting, email, forms, cloud storage or communication platforms.
Payment, billing or administrative service providers.
Festival collaborators, staff, volunteers or authorized representatives.
Sponsors, partners or institutions, only when necessary for coordination or agreed communication.
Public authorities, when required by Costa Rican law.

Personal data will not be sold.

When information is shared with third parties, Choral Fest Costa Rica for Peace will seek to ensure that such sharing is limited to what is necessary and handled with appropriate confidentiality and data protection measures.

8. International Data Transfers

Because Choral Fest Costa Rica for Peace welcomes international choirs and participants, some information may be received from or shared with people or service providers located outside Costa Rica.

Some digital tools, cloud services, communication platforms or email systems may also store or process information outside Costa Rica.

When this occurs, Choral Fest Costa Rica for Peace will seek to use providers and practices that offer reasonable standards of protection.

9. Photos, Videos and Public Event Recordings

Choral Fest Costa Rica for Peace is a cultural and public-facing event. During concerts, workshops, ceremonies, rehearsals, meetings or related activities, photographs, videos and audio recordings may be taken.

These materials may be used for:

Website content
Social media
Press and media communication
Promotional materials
Festival reports
Institutional memory
Educational or cultural documentation

These uses are connected to the mission of promoting peace, cultural exchange and choral music.

If a person has a specific concern regarding the use of their image, they may contact us at:

info@choralfestcostarica.org

10. Children and Youth Participants

Choral Fest Costa Rica for Peace may include children’s choirs, youth choirs, school choirs or educational groups.

When personal data related to minors is collected or shared, it should be provided by parents, legal guardians, teachers, choir directors or authorized institutional representatives.

Information related to minors will be used only for appropriate artistic, educational, logistical, safety or organizational purposes.

11. Data Retention

Personal data will be kept only for as long as necessary to fulfill the purposes for which it was collected, including:

Festival organization
Communication with participants
Administrative records
Legal, accounting or tax obligations
Institutional memory and documentation

When information is no longer needed, it may be deleted, anonymized or securely archived.

12. Security Measures

Choral Fest Costa Rica for Peace applies reasonable technical, administrative and organizational measures to protect personal data against:

Unauthorized access
Loss or destruction
Improper use
Unauthorized modification
Unnecessary disclosure

No digital system is completely risk-free. However, we are committed to handling personal data with care, responsibility and respect.

13. Rights of Data Subjects

In accordance with Costa Rican data protection principles, data subjects may request:

Access to their personal data
Correction of inaccurate or outdated data
Deletion or cancellation of personal data, when applicable
Objection to certain uses of their data
Withdrawal of consent, when processing is based on consent
Information about how their data are being processed

To exercise these rights, please contact:

info@choralfestcostarica.org

The request should include:

Full name of the data subject
Identity document number, when necessary
Clear description of the request
Contact information to receive a response

Choral Fest Costa Rica for Peace may request additional information to verify the identity of the person making the request.

14. Cookies and Similar Technologies

Our website may use cookies or similar technologies to:

Improve browsing experience
Support website functionality
Measure site performance
Understand visitor behavior
Remember preferences
Improve communication and content

Visitors may configure their browser to block or delete cookies. However, some parts of the website may not function properly if cookies are disabled.

15. Changes to This Policy

Choral Fest Costa Rica for Peace may update this policy to reflect changes in its activities, website, legal requirements or organizational practices.

Any updated version will be published on this page with a revised “Last updated” date.

16. Contact

For questions, comments or requests related to personal data processing, please contact:

Choral Fest Costa Rica for Peace
Asociación Pro Paz Choral Fest
Email: info@choralfestcostarica.org
WhatsApp: +506 8389 5037
Costa Rica

We receive personal information with responsibility, because every person who joins this festival is part of a human encounter built on respect, trust and peace.

Nuestros aliados por la paz

Nuestros Compañeros: