Documentary Film Festival for Young Audiences LET'S DOC

Rules and Terms
Rules and Terms of 3rd Documentary Films Festival for Young Audiences LET’S DOC (22-29.03.2025)
1. ORGANISATION, DATES
1.1 The organizer of the Festival is Andrzej Wajda Centre for Film Culture with its office at Aleje Ujazdowskie 20/4, 00-478 Warsaw, registered in the Register of Cultural Institutions, maintained by the Office of the City of Warsaw under the number RIK/02/2018, with the tax identification number NIP 1132989037, (hereinafter referred to as the "Organizer").
1.2 During the Festival the Organizaer will conduct the competition (hereinafter: “Competition”) shall be held in accordance with the rules set forth in these rules (hereinafter: “Rules”) and Terms and in accordance with generally applicable laws.
1.3 The Competition is held during and as part of the LET'S DOC Documentary Film Festival for Young Audiences taking place from March 22-29, 2025 in Warsaw (hereinafter: "the Festival").

2. FESTIVAL SECTIONS
2.1 COMPETITION:
a. Young Docs 10+
b. Young Docs 14+

2.2 PANORAMA:
c. Polish Backyard
d. The Best Of

3. FILM SELECTION AND SCREENINGS
3.1 The organizer shall appoint a Selection Committee.
3.2 The programmer representing the Selection Committee will contact the Distributor/Producer of the film selected for the Competition, whose email address is provided on the FilmFreeway platform by December 6, 2024.
3.3 The decision of the Selection Committee is irrevocable.
3.4 The film screenings take place in Kinoteka cinema in Warsaw. The Distributor/Producer, by submitting the film to the FilmFreeway platform, agrees to grant a free license for cinema screening. Films in Competition Section have one cinema screening. If the film is awarded a prize, the Distributor/Producer agrees to an additional cinema screening.
3.5 The Distributor/Producer must confirm the film's participation in the Festival up to seven days after receiving an email from the Organizer. The Distributor/Producer submitting the film confirms that they are authorized to do so and has all rights to grant license for the film screening.
3.6 The organiser may admit films to the competition from outside the entries made via the FilmFreeway.com platform.

4. SCREENING COPY
4.1 The Distributor/Producer declares that the film is free from legal defects and limitations on its use during the Festival, in particular it does not infringe the copyrights or personal rights of third parties.
4.2 The Distributor/Producer must provide all the following film materials by January 13:

a. Film
- open DCP file, MP4 overview file, Dialogue list with TCs (English and Original Language),

b. Promotional materials
- film description, trailer (with English dialogue list, if exists), stills, poster,
- fact sheet: title/title org/director/operator/producer/country and year of production, duration/festivals/awards.

4.3 The Distributor/Producer agrees that the Organizer may use film excerpts (trailer or up to 2 minutes from feature and up to 30 seconds from short film) for promotional purposes.

5. AWARDS
5.1 The awards are:
a. Lynx Award Young Docs 10+
- Main prize: 1000 EUR
- special mention: in-kind prize up to 1000PLN worth
b. Lynx Award Young Docs 14+
- Main prize: 1000 EUR
- special mention: in-kind prize up to 1000PLN worth
c. European Children Film Association Award
- in-kind prize up to 1000PLN worth
d. Andrzej Wajda Centre for Film Culture Special Award for the best Polish film in competition
- a voucher for film production services worth up to 10 000 PLN
e. School Audience Award
- in-kind prize up to 1000PLN worth
f. Audience Award
- in-kind prize up to 1000PLN worth
g. European Film Club – Warsaw Film Nest Award
- in-kind prize up to 1000PLN worth
5.2 Prior to the Festival, the Organizer will appoint the jury members:
a. Jury of the Young Docs 10+ competition
b. Jury of the Young Docs 14+ competition
c. ECFA Jury (European Children Film Association).
d. EFC (European Film Club) Warsaw Film Nest jury.

5.3 The Jury will get acquainted with the Films during the screening in Kinoteka cinema or in the form of online screener protected by password. The Jury of the Young Docs 10+ competition, the Young Docs 14+ competition and the Jury of the European Film Club will agree and present the verdict during the closing gala of the festival. The winning Films are selected taking into account criteria such as: originality of approach to a given topic, highest possible artistic level, social value, educational value, attractiveness for young viewers, appropriate form and content for young viewers. The winning Film in the Audience Award will be determined by an audience poll.

5.4 All the awards (apart from the Special Award) go to the film director. In case there are two or more directors, they share the award and the prize distribution is up to them. Prizes are not transferable to third parties. Prizes in kind are not exchangeable for cash.

5.5 The prizes will be handed over to the Distributors/Producers of the winning Films (or persons designated by the Distributor/Producer) during the Festival Closing Gala at the Kinoteka in Warsaw. In the absence of the Distributor/Producer or person authorized by him, the prize will be sent by mail. The Distributor/Producer undertakes to hand over the received award to the respective director or producer and to provide them with the contents of the Rules and Terms.

5.6 If the Organizer fails to contact the Distributor/Producer of the winning Film and deliver the prize to the Distributor/Producer within 30 days of the announcement of the winning Films, the prize shall be forfeited and remain the property of the Organizer.

5.7 In the event that the prize income will be subject to tax, the prize will be increased in the amount corresponding to the income tax due and the Organizer will be the payer of the tax. The additional amount does not go to the prize winner.

5.8 In the event that the Organizer or any member of the jury receives information (after or before the awarding of the prize indicated in the Regulations) that the Film violates the law or the provisions of these Regulations, the Organizer of the Contest shall have the right to:
a. withhold the award or presentation of the prize until the situation is clarified;
b. decide not to award the prize,
c. demand the return of the prize already awarded.

6. DEADLINES
31.10.2024 – deadline for film submissions
06.12.2024 – selection results
13.12.2024 – film distributor/producer’s confirmation of film participation
13.01.2025 – film materials delivery deadline
7. PERSONAL DATA PROTECTION

7.1 In accordance with art. 13 and 14 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46 / EC (Journal of Laws UE L 119/1, as amended), hereinafter referred to as GDPR, we inform that the Administrator of personal data processed in connection with the organization of the Festival, including persons indicated in the film application form for the LET’S DOC Festival and data provided during account registration on the server. Andrzej Wajda Centre for Film Culture is the Organizer, with headquarters located at: Aleje Ujazdowskie 20/4, 00-478 Warsaw, e-mail address for contact in matters related to the protection of personal data: daneosobowe@ckf.waw.pl.
7.2 The Administrator has appointed a Data Protection Inspector, supervising the correctness of personal data processing, who can be contacted in any matter regarding the processing of your personal data by the Administrator by e-mail to: daneosobowe@ckf.waw.pl or in writing to the address of the Administrator's registered office.
7.3 The personal data of Festival Participants, including people submitting audiovisual works as part of Competitions and users of the LET'S DOC website, will be processed for the following purposes:
a) keeping records (submissions and selection of works), preparing and organizing the LET’S DOC Festival, in connection with submitting your work in the LET'S DOC Festival and acceptance the Selections Terms & Conditions of LET'S DOC Film Festival for the selection of the Festival- in relation to art. 6 clause 1 lit. b) GDPR. We will process your data provided in the application form for the period necessary to organize and conduct the Festival, including the selection of winners under the given categories of Competitions for the period necessary to organize and conduct the Festival, and in terms of achieving statutory objectives, i.e. documenting previous editions of the festival, contributing to promoting cinematography as an international art, including for historical purposes in connection with art. 6 clause 1 lit. f) GDPR until the Administrator's activity ends.
b) disseminating, informing and advertising the Festival in the media (press, TV, radio, Internet), documenting the Festival and publications about the Administrator's activities in connection with the Administrator's statutory activity, as well as for information and confirmation of the implementation of the sponsorship agreement concluded - in connection with the protection of the Administrator's legitimate legal interest, in accordance with art. 6 clause 1 lit. f) GDPR. For this purpose, we will process your image, name and surname or artistic nickname until you submit a reasoned objection or request to limit the processing of your personal data. The Administrator informs that the Festival will be documented in the form of photos and videos on which images and voice recordings of Festival Participants may appear,
c) contacting you in matters related to the organization of the Festival and selection of audiovisual works (as part of competitions), answering your questions, requests or complaints - in order to protect the Administrator's legitimate interests, in connection with art. 6 clause 1 lit. f) GDPR - we will process your data in the form of name and surname, name and contact details or the content of your requests / requests until we answer you and settle the matter, no longer than 2 years from the end of the calendar year, in which we have done your business,
d) protection of the Administrator's legitimate interests, i.e. for archiving and statistical purposes, as well as pursuing any claims arising in connection with the submission of works by the State to Competitions and taking part in the Festival. Your data will be stored until the possible claims cease to exist and for the implementation of the abovementioned purposes, transferring data to other entities authorized by law (implementation by the Administrator of obligations imposed by law) - in accordance with art. 6 clause 1 lit. c) GDPR, i.e. in particular on the basis of tax law, the Act on accounting, social security (e.g. for tax settlements, or related to accounting and reporting).
7.4 We obtained your data directly from you (e.g. when submitting your work on FilmFreeway) or from a person authorized to submit an audiovisual work for the organized Festival.
7.5 Categories of relevant personal data - we process your personal data to the extent necessary to implement the above. purposes for which we obtained data. These are such data as: name and surname, artistic nickname, date of birth and contact details (email address, telephone number).
7.6 Any person to whom we process personal data in the abovementioned for purposes has the right to request the Administrator to access the content of his personal data, receive a copy of it, the right to rectify it, delete or limit processing, the right to object to the processing. In addition, you have the right to withdraw your consent at any time, as long as the processing takes place on the basis of your consent without affecting the lawfulness of the processing that was carried out on the basis of consent before its withdrawal and the right to transfer data, as long as the processing of personal data takes place in an automated manner.
7.7 You have the right to lodge a complaint to the supervisory body - the President of the Office for the Protection of Personal Data, when the Administrator violates the provisions on the protection of personal data.
7.8 The recipients of your personal data, depending on the purpose of processing, may be: entities authorized by law to obtain personal data on the basis of legal provisions (e.g. ZUS, Tax Office, UODO), entities / persons cooperating with the Administrator as part of their statutory activities and commissioned cooperation agreements, i.e. co-organizers of the Festival, providers of technical and organizational services (e.g. as part of providing IT services), hosting, cloud (cloud computing), legal, auditing and consulting, accounting), as well as agencies, advertising companies, banks, companies providing courier and postal services, sponsors (sponsors) of the Festival in a given year - in the scope of sharing the image, recordings, names (first and last name, artistic nickname) and information about the awards received, participants of the Competitions 7.9 All persons and cooperating entities receive access to your personal data on the basis of appropriate authorizations and orders for the processing of personal data, including concluded contracts for entrusting or sharing personal data.
7.10 Providing personal data is voluntary, but necessary to participate in the Festival.
7.11 Your personal data will not be transferred to third countries, i.e. outside the European Economic Area (EEA).
7.12 Your data will not be subject to profiling (automated decision-making without human intervention).

8. FINAL CLAUSES
8.1 Submitting the film implies acceptance of the Festival rules and terms.
8.2 If any of Festival’s Rules & Terms are broken, the Organizer reserves the right to withdraw the film from the competition.
8.3 The Organizer reserves the right to change the date and place of the festival in unexpected cases, about which it will immediately inform the distributors/producers of the participating films.
8.4 In case of any doubts regarding Rules and Terms, the Polish version is binding. The Polish version is available on Organizer’s website: www.ckf.waw.pl