Your film and your information.

This notice covers free film submissions through the Rome AI Festival website. VIA — Visual Innovation Awards organises the festival and handles your submission information. Contact info@viagroup.ai about your entry or personal data.

What we collect and why

We use your film title, credits, contact details, category, runtime, synopsis, AI process, tool declarations and screener link or uploaded video to process and review your entry and organise the festival. We record the choices you make on the form, assign an entry reference and may add private review notes or a selection decision. We use your email to send your receipt, personal return link and information about your entry. Optional discounts and job offers are covered by the separate choice below.

We process the required entry information to administer your submission under the festival rules. We use technical request data, including IP addresses, to protect the form and prevent abuse. We send optional discounts and job offers only with your consent. You can submit a film without opting in.

Where your entry goes

Cloudflare hosts the form and checks requests for abuse. Google services store submission records and uploaded files in private Drive folders and deliver submission emails. Festival staff and authorised reviewers can access the information needed to assess entries. Authorised administrators can export entry records for festival administration. A film link is stored as a link. The video it points to stays with the service you chose.

Screenings and the public library

The submission rules explain festival screening and promotion permissions. Ongoing public library publication requires a separate invitation and your permission. If approved, the library may display your film, title, filmmaker credit, award and synopsis. Your private contact details and internal review notes do not appear in the library.

How long we keep submissions

We keep unsuccessful entries while we complete selection, notify filmmakers and resolve any outstanding questions about their entries. We remove them from active submission records once those steps are complete. We keep records for selected films as needed to administer the selection and any agreed screenings or archive permissions. We may retain information where needed to meet a legal obligation or resolve a dispute.

Website statistics

We use aggregate counts to understand how people discover the festival and use its website. These statistics include page requests, featured film detail opens, country, broad device and browser categories, and referral source categories. For registered campaign links, we count visits by campaign source, medium and name. The private entry records the campaign so a resumed upload can be attributed. We count each completed submission once using a hashed entry reference. The statistics system stores these counts on Cloudflare for up to 180 days. It does not store IP addresses, full browser identifiers, full referral addresses, or personal browsing histories, and does not set analytics cookies. Known crawlers are counted separately. We honour browser Do Not Track and Global Privacy Control signals for these statistics.

Return links and your choices

Keep your personal return link private. Return links expire after 30 days. Upload recovery may keep an entry reference and limited upload token in your browser so an interrupted upload can continue.

To ask for access, correction, deletion, withdrawal, restriction or to object to processing, contact info@viagroup.ai with your entry reference. You can also raise a concern with your data protection authority. The VIA privacy policy provides more information about VIA’s handling of personal data.