Legal & Privacy Information

Privacy Policy

Effective Date: 15 November 2025
Version: 1.0
Document Owner: International Music Association Inc.

This Privacy Policy explains how International Music Association Inc. (“IMA”, “we”, “us”, “our”) collects, uses, stores, and protects personal data in relation to the Pehlivanian International Conducting Competition 2026 (“Competition”). IMA is a nonprofit corporation registered in the U.S. State of Nevada, operating internationally.

International Music Association Inc.
EIN: 39-2513741
17022 East Rand Drive, Fountain Hills, Arizona 85268, USA
Email: [email protected]

1. Personal Data We Collect

• Identity data (name, date of birth, nationality)
• Contact data (email, phone, address)
• Application data (CV, videos, portfolio materials)
• Passport or ID information (if required)
• Payment confirmation data
• Photos and video recordings
• Technical and analytics data (cookies, IP address)
• Survey & Feedback Data

2. How We Collect Data

• Online application forms (Gravity Forms)
• Contact forms (Contact Form 7)
• Email communication
• Uploaded documents
• Website analytics
• Event photography and videography
• Uploaded documents stored on HostGator servers

3. Legal Basis & Purposes

• Application review (contract)
• Communication and logistics (legitimate interest)
• Payment processing (legal obligation)
• Promotion and archive media (consent)
• Website security and analytics (legitimate interest)

4. Data Sharing

Data may be shared with:

• IMA staff and administrators
• Jury members (application review only)
• IT and hosting providers (HostGator)
• Payment processors (e.g., PayPal, Banks)

5. International Transfers (EU → USA)

We follow EU Standard Contractual Clauses and apply encryption and strict access controls.

6. Data Retention

• Application materials — up to 3 years
• Passport / ID documents — up to 12 months
• Payment records — 7 years
• Photos and videos — indefinitely (unless consent withdrawn)
• Analytics data — 26 months

7. Your Rights

• Access your data
• Correct inaccuracies
• Request deletion
• Restrict or object to processing
• Data portability
• Withdraw consent

8. Security

We use encryption, firewalls, secure hosting, and restricted staff access.

9. Cookies

See our Cookie Policy for details on site cookie usage.

10. Updates

We may update this Privacy Policy occasionally to remain compliant with legal requirements. The latest version will always be published on this website.

Contact

Email: [email protected]

Cookie Policy

Effective Date: 15 November 2025
Version: 1.0

1. What Are Cookies?

Cookies are small files that help the site function and improve user experience.

2. Types of Cookies We Use

• Essential: Required for site functionality
• Functional: Saves preferences
• Analytics: Helps us understand site usage

3. Cookies We Control

• Session cookies
• Preference cookies
• Security cookies

4. Third-Party Cookies

• Gravity Forms
• HostGator security tools
• Google reCAPTCHA
• Analytics services

5. Cookie Choices

You may accept, reject, or customize your cookie preferences.

6. Managing Cookies in Browsers

You can delete or block cookies in your browser settings.

7. Updates

Updates will be posted here.

Contact

Email: [email protected]

Website Terms & Conditions

Effective Date: 15 November 2025
Version: 1.0

1. Website Ownership

Owned by International Music Association Inc.
Email: [email protected]

2. Permitted Use

• Browsing site content
• Submitting applications
• Contacting organizers

3. Restricted Use

• No harmful uploads
• No unauthorized access
• No disruption of website functionality

4. Accuracy of Information

Content may change without notice.

5. Intellectual Property

All content is protected. Permission required for reuse.

6. Application Data

Applicants must provide accurate information.

7. External Links

We are not responsible for third-party websites.

8. Data Protection

Personal data is processed according to our Privacy Policy.

9. Payments

Processed securely via PayPal or compliant banking systems.

10. Liability

We do not guarantee uninterrupted site availability.

11. Governing Law

Nevada (USA) law applies; GDPR applies to EU users.

12. Updates

Changes take effect once published.

Contact

Email: [email protected]

Media & Photography Consent Policy

Effective Date: 15 November 2025
Version: 1.0

1. Media Capture

Photos and videos may be taken during Competition events.

2. Purpose of Use

• Documentation
• Archives
• Social media
• Public relations
• Livestream or broadcast

3. Legal Basis

Use of identifiable media requires your consent.

4. Rights You Grant

You grant IMA a non-exclusive right to use recordings worldwide without royalties.

5. Withdrawal of Consent

Email [email protected]. Past publications cannot be revoked.

6. No Sale of Images

IMA never sells participant images or recordings.

7. Livestreaming

Some sessions may be streamed publicly.

8. Updates

Updates will appear on this page.

Data Protection Summary for Applicants

Version: 1.0
Effective: 15 November 2025

1. Data Controller

International Music Association Inc.
Email: [email protected]

2. Data Collected

• Identification and contact details
• Application materials and video links
• Passport information (if required)
• Photos and video recordings
• Payment confirmations

3. Why We Use Your Data

• Application review
• Competition planning
• Participant communication
• Media and documentation (if consented)

4. Storage

HostGator servers, PayPal, and secure cloud systems.

5. Retention

• Applications — 3 years
• Passport data — 12 months
• Payment data — 7 years
• Photos/videos — indefinitely

6. GDPR Rights

• Access
• Rectification
• Erasure
• Restriction
• Objection
• Portability
• Withdraw consent