TERMS AND CONDITIONS

ZagrebDox - ZagrebDox Terms and Conditions

ARTICLE 1 / General Provisions

ZagrebDox is an international documentary film festival taking place in Zagreb every February and/or March and lasting at least 8 days, organized by FACTUM.

The Festival aims to offer viewers and film experts an insight into contemporary documentary film production, at the same time providing a place where film professionals can meet and share their creative ideas for future projects.

ZagrebDox is focused on encouraging cooperation throughout southeastern Europe and enabling mutual contacts and recognition of world, European, regional and local documentary production.

ARTICLE 2 / Program

Festival program consists of a competition program, an official program, retrospective programs and special thematic programs.

The competition program consists of international and regional programs.

1.     International Competition Program includes films from all over the world, excluding those competing in the Regional Competition Program.

2.     Regional Competition Program is intended for the films produced or co-produced in the following countries: Albania, Austria, Bosnia-Herzegovina, Bulgaria, Montenegro, Croatia, Italy, Kosovo, Macedonia, Hungary, Serbia, Slovenia and Romania.

ARTICLE 3 / Conditions for submission

The films for the competition programs can be submitted by directors, producers, distributors and national film authorities entitled and authorized for representation and submission of films.

Documentary films of all running times, topics, style and production technologies can be submitted.

On submitting a film, the applicant accepts that the film can be selected for any of the competitions or for another program section.

The film formats acceptable for ZagrebDox is DCP. Video files or any other formats will not be accepted as screening formats. The delivered DCPs have to have English subtitles, unless the film is in English.

Only films released after January 1st of the previous year (2019) can participate in the competition program. Participation in the competition section of ZagrebDox requires a first screening in Croatia (the film must be a Croatian premiere).

Films that have been submitted to ZagrebDox for consideration in previous years are not eligible.

ENTRY DEADLINES:

·         October 15, 2019 for films released after January 2019

·         November 15, 2019 for films in production

(Please note that films in production must be finished no later than January 2020)

Factum reserves the right to invite films outside the specified deadlines.

The films must be submitted online, on ZagrebDox’s website and an online screening link (with English subtitles) must be entered into the submission form, identical to the final screening copy of the film (for the released films)

When submitting online links please note that it is the submitters responsibility to make sure the film can be downloaded for the use by the ZagrebDox team and that the password remains valid until the end of ZagrebDox.

The submission form consists of a checklist showing all the information needed for the film to be taken into consideration.

When submitting online links please note that it is the submitters responsibility to make sure the film can be downloaded for the use by the ZagrebDox team and that the password remains valid until the end of ZagrebDox.
All submitted film must have English subtitles and time-coded dialogue lists.

By filing the submission form the applicant guarantees the accuracy of the submitted data.

There is no submission charge.

ARTICLE 4 / Authorisation

By submitting a film to the Festival, i.e. filing the submission form, the applicant confirms and warrants that he/she is entitled to submit the film to ZagrebDox and has authorization and consent from the owners of copyright and related rights, any trademarked content and/or other subject matter of intellectual property on the content included within the submitted film.

Furthermore, by submitting a film to the Festival, i.e. filing the submission form, the applicant guarantees that all ZagrebDox screening rights are cleared, declares to be the owner of the rights in the work submitted and that he/she is authorized to grant rights of usage and/or to transfer it to third parties.

ZagrebDox, Factum, its representatives, authorized persons and/or employees shall not be held responsible for any unauthorized inclusion of any content in the film that might be the basis for third parties` claims.

The applicant shall defend and fully indemnify ZagrebDox, Factum, all of its representatives, authorized persons and/or employees against all claims, losses, damages, liabilities, and expenses arising out of or in connection with claims by third parties in relation to the submitted film.

Factum reserves the right to, at any time prior to or during ZagrebDox, disqualify and exclude from ZagrebDox any Film that is subject to third parties` claims.

The applicant obliges not to withdraw the film from ZagrebDox after announcement of the official program of ZagrebDox, which is usually 45 days before the beginning of ZagrebDox. In case the film is withdrawn, ZagrebDox and Factum reserve the right to claim damages.

Directors, producers and distributors of the awarded films shall commit to mentioning the award and ZagrebDox in official and promotional materials as well as during the film’s distribution.

Directors, producers, distributors of films in program of ZagrebDox may use ZagrebDox logo and the text "official competition", “official selection” or “Winner ZagrebDox 2019” for publicity purposes. The file will be sent to you in digital form.

Factum reserves the right to write its own texts for the festival catalogue, programs, flyers and other promotional materials.

ARTICLE 5 / Sending the Films

Factum prefers receiving screening copies through online transfers via Factum FTP server.

Only when absolutely necessary, Factum will accept mail or courrier delivery. In that case, films must be sent to the following address:

ZAGREBDOX

Factum
Nova Ves 18/3
10 000 Zagreb
Croatia

The deadline for having the screening copies in Zagreb is February 1st, 2020.

All costs of incoming mail shall be born by the ZagrebDox, while all costs of returning mail shall be born by receiver.

Senders should clearly specify on their shipments: "No commercial value.”

Please, do not estimate the package value higher than 10 EUR.

If a shipment is being sent by special delivery, it must be specified on it that the sender will cover the expenses of the delivery and import fees.

All the applicants of selected films will be contacted about shipping instructions from Factum. Questions concerning shipping instructions should be directed to submissions@zagrebdox.net.

Factum shall be responsible for storing and safekeeping of film copies only from the moment of receipt of a mail to the moment of its sending.

In case a film copy is lost or damaged after being received by Factum, Factum shall cover only the cost of material – to this end, the cost of the material in the country of origin should be specified.

ARTICLE 6 / Selection and Screenings

Festival director/Head Programmer selects the films for the official competition and official program. He/she also decides on the screening timetable. In his/her selection work, the Director/Head Programmer may be assisted by advisors of his/her choice.

Festival director/Head Programmer chooses the section in which the film will be presented.

Festival director selects the selectors for other special programs and retrospectives.

The number of films in each program will depend on the running time of individual films.

Only films which are selected shall receive an official acceptance letter. Notification of definitive selection (with indication of the section) will be sent to the applicant by the end of January 2020 at the latest.

Factum is not obligated to give feedback and comment on the selection process.

Each selected film will be shown not more than three times during ZagrebDox. In case a film receives an award, it will be shown three more times together with other awarded films.

Submitters of films selected for ZagrebDox are obliged to inform Factum about any screenings and broadcasting dates in Croatia scheduled for a date prior to the end of ZagrebDox. If any other screening/broadcasting event becomes known, the film accepted for ZagrebDox will be immediately disqualified and excluded from the official program. In that case, ZagrebDox and Factum reserve the right to claim damages.

For the purpose of promotion of films from the official program and ZagrebDox itself, ZagrebDox may screen award-winning/or other films prior or after the Festival. In case a film is selected, the applicant will be contacted in order to discuss the conditions.

During the Festival, the film can be viewed by accredited professional guests and accredited media representatives in ZagrebDox video bar, the digital video library of the Festival. Factum is entitled to digitize the submitted production for this purpose.

All screeners shall remain in ZagrebDox archives in order to be used for non-circulating use, documentation, educational and cultural purposes, which rights are hereby granted to Factum. For easier storage, films can also be stored in a digital data base.

ARTICLE 7 / AWARDS

Official awards of ZagrebDox are:

Big Stamp Award  – for Best Film in International Competition Program
Big Stamp Award  – for Best Film in Regional Competition Program
Little Stamp Award – for Best Film in Competition Program of a young author of up to 35 years of age
Audience Award – for Best Film in Competition Program by audience choice

Official awards consist of a statue, a diploma and a cash prize (subject to availability of funds) in the amount that shall be determined by Factum subject to the available budget.

Special awards can be given by Factum, Festival director, expert bodies, professional organizations, NGOs, media, etc.

ARTICLE 8 / Juries

When evaluating films, each jury shall follow their own criteria and shall abide by Jury Rules and ZagrebDox Terms and Conditions.

The winner of the Audience Award is selected on the basis of the average rating given by the audience after each screening.

ZagrebDox Director proposes the members of the jury for each category.

International Jury– presents the Big Stamp Award for the best film in International Competition Program. It is composed of three acclaimed international experts for documentary film.

Regional Jury– presents the Big Stamp Award for the best film in Regional Competition Program. It is composed of three acclaimed international experts for documentary film.

Young Jury– presents the award for the best film of a young author of up to 35 years of age. It is composed of three acclaimed international experts for documentary film.

Special juries– present the awards in special categories.

ARTICLE 9 / Press Materials and Shipments

Along with the submission form, the following materials must be submitted:

·         HQ file of the film

·         HQ file of trailer

·         a brief synopsis of the film in English

·         at least 3 photographs from the film (of the quality suitable for press)

·         a film's subtitle list in English with time codes (in text, srt or subs format), if available

·         the director's photos, biography and his/her year of birth (in order to qualify for Best Film of a Young Author Award),

·         promo material (press packages, posters, etc.)

By filling in the submission form, the applicant authorizes ZagrebDox and/or Factum to use and publish all the above specified materials and information in the ZagrebDox catalogue, programs, flyers, other promotional materials, on the internet and in press for promotional purposes.

Factum is entitled to publish a trailer or use extracts from a film of up to 3 minutes of running time for promotional purposes.

The materials sent for the pre-selection will not be returned.

Factum reserves the right to reject film copies of low technical quality that could cause problems during screening, without any compensation or liability to the applicant.

In case additional and/ or screening materials are not delivered by the deadline, Factum reserves the right to exclude the film from the official program.

ARTICLE 10 / Accommodation and Accreditations

Subject to availability of funds, Factum may invite the director or a representative of a film and cover their travel and/or accommodation expenses.

The authors of all films shown at ZagrebDox are invited to take part in ZagrebDox. If they apply on time (one month before the beginning of ZagrebDox), Factum will ensure all necessary accreditation and promotion of their film, subject to available funds.

ARTICLE 11 / Personal data protection pursuant to Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) (hereinafter referred to as : the Regulation)   

For the purpose of processing and handling the applicant`s application pursuant to this By-law, participation at ZagrebDox, promotional purposes from this By-law, the purpose from art. 10. of this By-law, and for the purpose of keeping its own records on movies that were competing or were shown on ZagrebDox, Factum processes the following personal data:

-              personal data contained in the photographs from the film that are delivered with the application

-              personal data of the film`s director (name and surname, contact phone and address, photograph, biography - the content and scope determined by the applicant and year of birth) 

-              personal data of the producer (name and surname, production company, contact phone and address for the producer and the production company)

- personal data of the distributor (name and surname, distribution company, contact phone and address for the distributor and the distribution company)

-              name and surname of the screenwriter, cameraman, editor, music composer for the film.

Factum collects a minimum of data necessary for the selection process and fulfilment of obligations pursuant to this By-law, and Factum`s legitimate interest to keep its own records on movies that were competing or were shown on ZagrebDox, organization of which represents one of the main business activities of Factum.

Every collection of data is based on the legitimate interest and the business purpose, and personal data processing is being performed lawfully, fairly and in a transparent manner with respect to legitimate interest in relation to the data subject`s right.

Factum processes the data because it is necessary in order to achieve the business relation with the applicant (necessary for the performance of a contract or in order to take steps at the request of the data subject prior to entering into a contract), or for the purposes of the legitimate interests pursued by Factum when conducting the selection process and other actions pursuant to this By-law. In certain cases, should the need occur, consent to the processing of personal data may be requested form the data subject (e.g. if the data subject`s accommodation so request etc.).

Factum collects personal data directly from the applicant. Should the applicant deliver personal data of third persons to Factum, the applicant guarantees to Factum that the applicant is processing third persons` data lawfully and in accordance with the Regulation and that the applicant has regulated the processing of their data with third persons as well the right to transfer the personal data to Factum and that the applicant has informed third persons of all the rights based on personal data legislation. The applicant shall compensate Factum for all damages and all costs that may occur to Factum due to the breach of the stated guarantee.

Factum processes personal data with care and by applying adequate technical and organisational measures to ensure that the processing is in accordance with the Regulation, and to protect the personal data from manipulation, loss, destruction, threat or unauthorized access.  All processed personal data has an adequate level of protection, pursuant to internal systems of management and security.

Personal data shall be stored for the period of 10 (ten) years from the date Factum received it form the applicant, after that period the personal data shall be erased.

Data subject is entitled to, at any moment, demand information from Factum in relation to his/her personal data in Factum`s possession, as well demand alterations or updates of personal data. Prior to accessing the data, Factum shall, for every request, identify the individual submitting the request and its justification. Should Factum be legally obliged to deny the request, it shall be done so, and the data subject shall be informed of the reasons. Factum cannot erase personal data if they are necessary for performing contractual or legal obligations. 

Factum shall not transfer personal data to neither third persons nor third countries nor international organisations. 

Every data subject whose personal data is processed by Factum has the following rights:

a)            Right of access : the data subject shall have the right to obtain confirmation as to whether or not personal data concerning him/her are being processed, and, where that is the case, access to the personal data and the following information :  (a) the purpose of the processing; (b) the categories of personal data concerned; (c) the recipients or categories of recipient to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organisations; (d) where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period; (e) the existence of the right to request from the controller rectification or erasure of personal data or restriction of processing of personal data concerning the data subject or to object to such processing; (f) the right to lodge a complaint with a supervisory authority; (g) where the personal data are not collected from the data subject, any available information as to their source;  (h) the existence of automated decision-making, including profiling, referred to in Article 22. paragraphs 1. and 4. and, at least in those cases, meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for the data subject.

b)           Right to rectification:  the data subject shall have the right to obtain from the controller without undue delay the rectification of inaccurate personal data concerning him/her and the right to have incomplete personal data completed.

c)            Right to erasure (‘right to be forgotten’) : the data subject shall have the right to obtain from the controller the erasure of personal data concerning him or her without undue delay and the controller shall have the obligation to erase personal data without undue delay where one of the following grounds applies : (i) the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; (ii) the data subject withdraws consent on which the processing is based and where there is no other legal ground for the processing;  (iii) the data subject objects to the processing and there are no overriding legitimate grounds for the processing; (iv) the personal data have been unlawfully processed; (v) the personal data have to be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject; (vi) the personal data have been collected in relation to the offer of information society services.

d)           Right to restriction of processing : the data subject shall have the right to obtain from the controller restriction of processing where one of the following applies : (i) the accuracy of the personal data is contested by the data subject, for a period enabling the controller to verify the accuracy of the personal data; (ii) the processing is unlawful and the data subject opposes the erasure of the personal data and requests the restriction of their use instead; (iii) the controller no longer needs the personal data for the purposes of the processing, but they are required by the data subject for the establishment, exercise or defence of legal claims; (iv) the data subject has objected to processing pending the verification whether the legitimate grounds of the controller override those of the data subject.

e)            Right to data portability :  the data subject shall have the right to receive the personal data concerning him or her, which he or she has provided to a controller, in a structured, commonly used and machine-readable format and have the right to transmit those data to another controller without hindrance from the controller to which the personal data have been provided, where: (i) the processing is based on consent or on a contract; and (ii) the processing is carried out by automated means. In exercising his/her right to data portability pursuant to this item, the data subject shall have the right to have the personal data transmitted directly from one controller to another, where technically feasible and legal.

f)            Right to object and automated individual decision-making: the data subject shall have the right to object at any time to processing of personal data concerning him/her. At the moment of receiving the objection, the controller shall cease to process the data subject`s personal data, unless it proves the existence of convincing legitimate reasons for the processing that overcome the interests, rights and freedoms of the data subject or in order to submit, realize or defend legal claims. If the data subjects does not find the controller`s reaction satisafactory, he/she is entitled to file the objection to the national body (AZOP). The data subject shall have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning him or her or similarly significantly affects him or her.

In order to realize his/her rights, the data subject can contact a contact person appointed by the controller Marina Burić, marina.buric@zagrebdox.net

ARTICLE 12 / Factum

The organizer of ZagrebDox is Factum, a non-profit NGO.

ZagrebDox is supported by the Department of Education, Culture and Sports of the City of Zagreb, Croatian Audiovisual Centre and sponsors.

Factum

Nova Ves 18/3
10 000 Zagreb
Hrvatska/ Croatia

Tel: +385 1 4854 821
Fax: + 385 1 4854 823

mail: info@zagrebdox.net
web: www.zagrebdox.net

ARTICLE 13 / Final Provisions

By filing the submission form all applicants acknowledge and agree to these Rules.

These Rules are written in Croatian and English. In case of any discrepancies between the two versions, as well as for interpretation purposes, the Croatian version shall prevail.

The provisions not included in these Rules shall be considered directly by Factum in accordance with the Statute of Factum.

Croatian law shall apply to all relations between the applicant and Factum and to all issues not governed by these Rules. In case of any dispute, the competent court in Zagreb shall have exclusive jurisdiction over all issues related to ZagrebDox. The ZagrebDox Director shall have the discretionary right to decide on and solve the cases not specified in these Rules.

Questions concerning regulations and/or submission forms should be directed to submissions@zagrebdox.net.