FREELENS Foundation Germany e.V.
Alter Steinweg 15
20459 Hamburg, Germany
info@hamburgportfolioreview.de
www.hamburgportfolioreview.de
Represented by the FREELENS Foundation Germany e.V.
Web Design and Development by David Kern - info@david-kern.de

Legal Notice

Information pursuant to Section 5 DDG

Hamburg Portfolio Review (HPR)
A project hosted by

FREELENS Foundation Germany e.V.
Alter Steinweg 15
20459 Hamburg
Germany

Phone: +49 (0)40 300664-17
Email: info@hamburgportfolioreview.de

Represented by:
Paula Kern

Register Entry

FREELENS Foundation Germany e.V. is registered in the Register of Associations.

Register Court: Amtsgericht Hamburg
Registration Number: VR 21443

Responsible for Editorial Content pursuant to Section 18 (2) MStV

Heike Ollertz
Alter Steinweg 15
20459 Hamburg
Germany

Consumer Dispute Resolution

We are neither willing nor obliged to participate in dispute resolution proceedings before a consumer arbitration board.

Liability for Content

We prepare and maintain the content of this website with due care. However, we cannot guarantee that all information is complete, accurate or up to date at all times.

As the provider of this website, we are responsible for our own content in accordance with applicable law.

Where we become aware of unlawful content or a specific infringement of rights, we will take appropriate action in accordance with applicable legal requirements.

External Links

This website contains links to external websites operated by third parties. We have no control over the content of those websites and do not adopt such third-party content as our own.

Responsibility for the content of linked websites lies with their respective providers or operators.

If we become aware of unlawful content on a linked website, we will review the relevant link and remove it where legally required and technically possible.

Copyright

Unless otherwise stated, the content and works created for this website are protected by German copyright law.

Any reproduction, editing, distribution, publication or other use beyond what is permitted by law requires the prior consent of the respective rights holder.

Downloads and copies of content from this website are permitted only where expressly provided or where permitted by applicable law.

Copyrights and other intellectual property rights relating to photographs, artworks and other third-party material remain with their respective rights holders. Such material is credited wherever required.

If you believe that content published on this website infringes your copyright or other rights, please contact us at info@hamburgportfolioreview.de. We will review the matter and, where appropriate, remove or restrict access to the content concerned.

Privacy Policy

Last updated: 18 September 2026

The Hamburg Portfolio Review (HPR) takes the protection of personal data seriously. This Privacy Policy explains how personal data are processed when you visit our website, contact us, apply for the Hamburg Portfolio Review, participate in HPR activities, appear in the HPR Archive or use the protected HPR member area.

Personal data are processed in accordance with the General Data Protection Regulation (GDPR), the German Federal Data Protection Act (BDSG), the Telecommunications Digital Services Data Protection Act (TDDDG) and other applicable data protection laws.

1. Controller

The controller responsible for the processing of personal data in connection with the Hamburg Portfolio Review is:

FREELENS Foundation Germany e.V.
Alter Steinweg 15
20459 Hamburg
Germany

Represented by: Paula Kern

Phone: +49 (0)40 300664-17
Email: info@hamburgportfolioreview.de

2. General Legal Bases for Processing

Depending on the respective processing activity, we process personal data on one or more of the following legal bases:

• Article 6 (1) (a) GDPR where you have given your consent;

• Article 6 (1) (b) GDPR where processing is necessary to perform an agreement with you or to take steps at your request prior to entering into an agreement;

• Article 6 (1) (c) GDPR where processing is necessary to comply with a legal obligation;

• Article 6 (1) (f) GDPR where processing is necessary for our legitimate interests or those of a third party and those interests are not overridden by your rights and freedoms.

Where processing is based on consent, you may withdraw that consent at any time with effect for the future.

3. Visiting Our Website

When you access our website, technical information may automatically be transmitted by your browser to the server on which the website is hosted.

This may include:

• IP address;

• date and time of access;

• requested page or file;

• referrer URL;

• browser type and version;

• operating system;

• device information;

• HTTP status information.

These data are processed to make the website technically available, maintain its stability and security, identify technical problems and protect the website against misuse or attacks.

The legal basis is Article 6 (1) (f) GDPR. Our legitimate interest lies in the secure, stable and efficient operation of the HPR website.

Server log data are deleted when they are no longer required for these purposes unless further storage is necessary to investigate a security incident or to comply with a legal obligation.

4. Cookies, Local Storage and Similar Technologies

Our website may use cookies, session storage or comparable technologies where these are technically necessary to provide requested functions, for example to maintain a login session, protect the member area or remember privacy settings.

Where storage of or access to information on your device is strictly necessary to provide a service expressly requested by you, this is carried out in accordance with Section 25 (2) TDDDG.

Any technologies that are not technically necessary, in particular analytics, marketing or tracking technologies, will only be used where legally required after you have given your consent. The legal basis for subsequent processing of personal data is generally Article 6 (1) (a) GDPR.

You may withdraw any consent you have given at any time through the privacy or cookie settings provided on the website.

5. Contacting Us

If you contact us by email or through another communication channel, we process the information you provide, including your contact details and the content of your message, in order to respond to your enquiry.

Depending on the nature of the enquiry, processing is based on Article 6 (1) (b) GDPR or Article 6 (1) (f) GDPR.

Correspondence is deleted when it is no longer required for the purpose for which it was collected, unless legal retention requirements apply or continued storage is necessary for the establishment, exercise or defence of legal claims.

6. Applications and Open Calls

Applications for the Hamburg Portfolio Review may be submitted through the external application platform Picter, operated by Picter GmbH.

As part of an application, personal data may include:

• name and contact details;

• country and address details;

• professional information and biography;

• curriculum vitae;

• project descriptions and statements;

• photographs and other submitted works;

• image metadata;

• website and social media links;

• other information voluntarily provided as part of the application.

We process these data to administer the Open Call, verify eligibility, organise the selection process, enable the jury or selection team to assess submissions, communicate with applicants and organise the Hamburg Portfolio Review.

The legal basis is Article 6 (1) (b) GDPR.

Picter also processes personal data in connection with the operation of its platform under its own data protection responsibilities. Applicants should therefore also review Picter's current Privacy Policy when creating an account or submitting an application.

Data required for the selection process may be made available to authorised HPR staff members, jury members and other persons directly involved in the selection and organisation of the respective HPR edition.

Application material that is not selected for publication or inclusion in the HPR Archive will not be published by HPR unless the applicant has separately agreed to such use.

7. Selected Participants and HPR Activities

If you are selected to participate in the Hamburg Portfolio Review, we may process additional data necessary to organise your participation, including:

• contact and scheduling information;

• professional profile information;

• biography;

• profile photograph;

• submitted photographic projects;

• project titles and descriptions;

• information required to organise portfolio review sessions;

• correspondence relating to the event;

• photographs, video or documentation produced in connection with HPR activities.

These data are processed to organise and carry out the Hamburg Portfolio Review and the associated programme and to communicate about HPR and its participants.

The legal basis is Article 6 (1) (b) GDPR and, where applicable, Article 6 (1) (f) GDPR. Where a particular form of publication requires consent, processing is based on Article 6 (1) (a) GDPR.

8. HPR Archive

HPR maintains a photographic and documentary archive of past editions of the Hamburg Portfolio Review.

For selected participants, this archive may include:

• name;

• year of participation;

• professional information;

• project titles and descriptions;

• selected photographs;

• photographic credits;

• information about HPR events, talks or reviews;

• other material documenting the respective HPR edition.

The purpose of the archive is to document the history and activities of the Hamburg Portfolio Review, preserve the photographic projects presented through HPR and provide a professional research resource relating to contemporary photography.

The processing is based on the rights granted in connection with participation in HPR and, where applicable, Article 6 (1) (f) GDPR. HPR has a legitimate cultural, documentary and organisational interest in preserving a record of its activities and past editions.

Public archive entries may be retained on a long-term basis for these purposes.

Private contact details such as personal email addresses, telephone numbers or private postal addresses are not published as part of the public HPR Archive unless this has been expressly agreed.

If you believe that an archive entry contains inaccurate personal information or raises particular privacy concerns, you may contact us at info@hamburgportfolioreview.de.

9. Protected HPR Member Area

The HPR member area is a protected professional network for invited former and current HPR photographers, reviewers and authorised HPR administrators.

There is no public registration.

Account and Profile Data

To provide the member area, we may process:

• name;

• email address and login information;

• professional profile details;

• profile photograph;

• voluntarily supplied professional or contact information;

• account settings and permissions.

The minimum data necessary to operate an account are required in order to provide access to the member area. Additional profile information is voluntary.

Directory Visibility

Member profiles are private by default.

A member must actively agree before their basic professional profile becomes visible to other members in the protected HPR directory.

Where directory visibility is based on consent, the legal basis is Article 6 (1) (a) GDPR.

Consent can be withdrawn at any time in the relevant profile settings. Withdrawal applies to future processing and does not affect the lawfulness of processing carried out before withdrawal.

Connections and Contact Details

Email addresses and telephone numbers are not disclosed to another member merely because that person has access to the HPR member area.

Contact details become visible to another member only where the person concerned has accepted that member's connection request and has chosen to make the relevant details available.

A connection can be revoked at any time.

Private Messages

Private messages may only be exchanged between accepted connections.

We process message content, sender and recipient information and related technical metadata only to provide and secure the messaging function, resolve technical problems, comply with legal obligations and address misuse where necessary.

Private messages are not publicly accessible.

Collections, Research and Project Editing

Where members create research collections, save projects or edit their own project information, we process the information necessary to provide these functions.

Such content remains associated with the respective account unless the member intentionally shares or publishes it through a function provided for that purpose.

Legal Bases

Account administration and functions expressly requested by members are processed on the basis of Article 6 (1) (b) GDPR where applicable.

The secure administration of the member area, prevention of misuse, maintenance of technical functionality and operation of the professional HPR network may also be based on Article 6 (1) (f) GDPR.

Optional directory visibility and voluntary sharing of contact information are based on Article 6 (1) (a) GDPR where consent is requested.

10. Recipients of Personal Data

Personal data are accessible only to persons who require access for the respective purpose.

Depending on the processing activity, recipients may include:

• authorised employees and administrators of FREELENS Foundation Germany e.V. and HPR;

• HPR jury members and reviewers where required for selection or participation;

• technical hosting and IT service providers;

• providers used for application, communication or event administration;

• press, funding or cooperation partners where this is necessary for HPR-related communication and permitted under the applicable participation terms;

• public authorities or other recipients where disclosure is required by law.

Service providers acting on our behalf receive personal data only where necessary and, where required, are bound by data-processing agreements in accordance with Article 28 GDPR.

11. Data Transfers Outside the European Economic Area

Where service providers process personal data outside the European Economic Area or make such data accessible from a third country, we ensure that the requirements of Articles 44 et seq. GDPR are met.

Depending on the country and provider, this may be based on an adequacy decision of the European Commission, appropriate contractual safeguards such as the European Commission's Standard Contractual Clauses, or another legally recognised transfer mechanism.

12. Storage and Deletion

We store personal data only for as long as necessary for the purposes for which they were collected.

In particular:

• website and security data are retained only for the period required for technical operation and security;

• correspondence is retained until the matter has been concluded, subject to applicable retention requirements;

• application data are retained for the duration necessary to administer the relevant HPR edition and any related legal or organisational requirements;

• selected participant information and material forming part of the HPR Archive may be retained on a long-term basis for archival and documentary purposes;

• member account and profile data are retained while the account remains active;

• connection data, private messages, collections and other member-area content are retained until they are deleted, the account is closed or continued retention is no longer necessary, subject to legal retention obligations and technically necessary backup cycles.

Where statutory retention obligations apply, the relevant data will be retained for the required period and will not be used for unrelated purposes.

13. Account Closure

Members may request closure of their HPR member-area account by contacting:

info@hamburgportfolioreview.de

Account closure results in the deletion or anonymisation of personal data associated with the account where there is no legal basis or legitimate reason requiring continued storage.

Closing an account does not automatically require the deletion of material lawfully retained as part of the public HPR Archive or documentation of past HPR editions. Requests concerning such material will be assessed separately in accordance with applicable data protection, copyright and other legal requirements.

14. Your Rights

Subject to the conditions set out in the GDPR, you have the right to:

• obtain information about personal data processed about you under Article 15 GDPR;

• request correction of inaccurate data under Article 16 GDPR;

• request deletion of personal data under Article 17 GDPR;

• request restriction of processing under Article 18 GDPR;

• receive certain personal data in a portable format under Article 20 GDPR;

• object to processing based on Article 6 (1) (e) or (f) GDPR under Article 21 GDPR;

• withdraw consent at any time with effect for the future where processing is based on consent.

To exercise your rights, contact:

info@hamburgportfolioreview.de

15. Right to Lodge a Complaint

You also have the right to lodge a complaint with a data protection supervisory authority.

The supervisory authority responsible for our organisation is:

The Hamburg Commissioner for Data Protection and Freedom of Information
Ludwig-Erhard-Str. 22
20459 Hamburg
Germany

Email: mailbox@datenschutz.hamburg.de

You may also contact another competent supervisory authority in accordance with Article 77 GDPR.

16. Automated Decision-Making

We do not use solely automated decision-making, including profiling, within the meaning of Article 22 GDPR to decide who is selected for the Hamburg Portfolio Review or who may use the HPR member area.

Selection decisions are made by people involved in the HPR selection process.

17. Security

We use appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

Access to administrative systems and the protected HPR member area is restricted according to the respective roles and permissions.

18. Changes to this Privacy Policy

We may update this Privacy Policy where our services, technical systems or legal requirements change.

The current version is always available on the HPR website. The date of the most recent update is shown at the beginning of this Privacy Policy.

Terms & Conditions

Hamburg Portfolio Review

These Terms & Conditions apply to applications for and participation in the Hamburg Portfolio Review (HPR), unless different or additional conditions are expressly stated for a particular edition or Open Call.

The Hamburg Portfolio Review is hosted by:

FREELENS Foundation Germany e.V.
Alter Steinweg 15
20459 Hamburg
Germany

Email: info@hamburgportfolioreview.de

1. Eligibility

The Hamburg Portfolio Review is open to photographers aged 18 or over from anywhere in the world, subject to any additional eligibility requirements stated in the respective Open Call.

Participation in the Open Call is free of charge unless expressly stated otherwise.

Applicants are responsible for ensuring that the information provided in their application is complete and accurate.

There is no legal entitlement to selection or participation in the Hamburg Portfolio Review.

2. Submission Period and Requirements

Applications must be submitted within the submission period specified for the respective Open Call and through the designated application platform.

Applications received outside the stated submission period may not be considered.

The applicable Open Call specifies the permitted number of projects and images, file requirements and any other technical or organisational conditions.

HPR may reject applications that are incomplete, submitted after the deadline or do not comply with the stated requirements.

3. Submitted Works

Photographic works submitted for the selection process should not contain visible watermarks, signatures, logos or other identifying markings unless otherwise stated in the respective Open Call.

Applicants must provide the information and metadata requested as part of the submission process.

By submitting a work, the applicant confirms that they are the author or otherwise hold all rights necessary to submit the work and grant the rights described in these Terms.

Submitted works must not unlawfully infringe the copyright, privacy, personality, trademark or other rights of third parties.

Where required by applicable law, applicants are responsible for obtaining the necessary permissions or authorisations relating to identifiable persons, protected works, private property or other third-party rights depicted or included in their submissions.

4. Authenticity, Manipulation and Artificial Intelligence

HPR is committed to transparency regarding the origin and creation of photographic works.

AI-generated images are not eligible as reportage or documentary photography.

For artistic, experimental or other free-form photographic practices, digital manipulation or generative processes must be clearly disclosed where relevant.

HPR may ask applicants to identify submitted works using the following categories:

• A — Authentic Photography

• M — Manipulated Photography

• G — Generated Image

Applicants must not deliberately misrepresent generated or materially manipulated content as authentic documentary photography.

HPR reserves the right to request additional information about the production process where this is relevant to the assessment of a submission.

A submission may be excluded if information about its creation has been deliberately misrepresented.

5. Selection Process

Submissions are reviewed by persons appointed by HPR for the respective selection process.

Selection is based on the photographic and curatorial criteria of the Hamburg Portfolio Review and the particular focus of the respective edition.

Selection decisions are made independently as part of the curatorial and professional assessment process.

Applicants will be informed of the result in accordance with the schedule published for the respective Open Call.

Selection does not create any entitlement to a specific reviewer, review slot, exhibition format, publication, event or other programme element unless expressly confirmed by HPR.

6. Copyright

Copyright and all other intellectual property rights in submitted photographic works remain with their respective rights holders.

Submitting work to HPR does not transfer ownership of the copyright to HPR or FREELENS Foundation Germany e.V.

7. Use of Submitted Works During the Selection Process

By submitting an application, the applicant grants HPR the non-exclusive right to reproduce and make the submitted material available internally to the persons involved in administering and assessing the Open Call, including authorised HPR staff and members of the selection process.

This use is limited to what is necessary to administer and evaluate the application.

Works by applicants who are not selected will not be publicly published by HPR solely on the basis of their application unless separate permission has been obtained.

8. Use of Works by Selected Participants

If an applicant is selected for the Hamburg Portfolio Review, the participant grants HPR and FREELENS Foundation Germany e.V. a non-exclusive, royalty-free right to use selected submitted works for purposes directly connected with the Hamburg Portfolio Review.

This includes, in particular, the right to reproduce, display and communicate the works:

• on HPR and FREELENS websites;

• within the HPR Archive;

• in exhibitions and screenings;

• in printed HPR materials;

• in HPR newsletters;

• on HPR and FREELENS social media channels;

• in presentations, lectures and documentation relating to HPR;

• in press and public-relations material relating to HPR;

• in audiovisual documentation and reporting about HPR.

This licence applies without territorial restriction and for as long as reasonably required for HPR's ongoing documentation, archive and communication about the respective edition and the history of the Hamburg Portfolio Review.

The licence is non-exclusive. Participants remain free to publish, exhibit, license or otherwise use their works elsewhere.

No unrelated commercial exploitation of a participant's photographic work is permitted under this licence.

Any use outside the purposes described above requires a separate agreement with the relevant rights holder.

9. Press, Funding and Cooperation Partners

For reporting, documentation and public relations directly related to the Hamburg Portfolio Review, HPR may provide selected images and the corresponding credits to media organisations, funding bodies and cooperation partners.

Such material may be used only in connection with editorial reporting or communication about HPR, the relevant HPR edition, its programme or the participant concerned.

This permission does not include independent commercial exploitation of the photographic works.

Where a partner wishes to use a work for a purpose unrelated to HPR, separate permission from the rights holder is required.

10. Credits

HPR will identify photographers by name in connection with the use of their works in accordance with the credit information supplied by the participant and applicable copyright law.

Participants are responsible for providing accurate and complete credit information.

11. HPR Archive

Selected participants and projects may become part of the long-term HPR Archive.

The archive documents past editions of the Hamburg Portfolio Review and serves as a cultural, professional and research resource.

Archive entries may include the participant's name, year of participation, professional biography, project title and description and selected photographic works.

The inclusion of selected works in the HPR Archive is covered by the rights granted under these Terms.

12. Third-Party Use and Unauthorised Reproduction

HPR takes reasonable technical and organisational measures to protect the content made available through its services.

However, material published online, presented publicly or shown in exhibitions may potentially be copied, photographed, recorded or otherwise used unlawfully by third parties.

HPR cannot accept responsibility for independent unlawful acts by third parties outside its control, except where liability cannot lawfully be excluded.

If HPR becomes aware of unauthorised use affecting material published through HPR, it will assess what reasonable action can be taken within its area of responsibility.

13. HPR Member Area

Access to the protected HPR member area is by invitation only and may be provided to current or former HPR photographers, reviewers and other authorised persons.

Members must keep their login credentials confidential and must not provide access to unauthorised third parties.

Members may use the protected network only for lawful professional and HPR-related purposes.

Members must not upload, publish or send content that unlawfully infringes copyright, personality rights, privacy rights or other rights of third parties, or content that is unlawful under applicable law.

HPR may restrict or suspend access where this is reasonably necessary to protect the service, other members, third-party rights or the security of the platform, or where a member materially breaches these Terms.

Profile visibility, connections, private messages and other personal data within the member area are governed by the HPR Privacy Policy.

14. Technical Availability

HPR aims to provide its website, application-related services and member area reliably and securely.

However, uninterrupted or error-free availability cannot be guaranteed. Temporary restrictions may occur due to maintenance, technical faults, security measures or circumstances outside HPR's reasonable control.

Where technically possible and reasonable, HPR will seek to minimise such interruptions.

15. Changes, Suspension or Cancellation

HPR may make reasonable changes to the schedule, format, selection procedure or programme where this becomes necessary for organisational, technical, legal or other substantial reasons.

HPR may also suspend or cancel an Open Call, event or part of the programme where continuation is impossible or unreasonable due to circumstances outside its reasonable control.

Where such changes materially affect participants, HPR will communicate them as soon as reasonably possible.

16. Data Protection

Personal data submitted in connection with an application or participation in HPR are processed in accordance with the HPR Privacy Policy and applicable data protection law.

Where applications are submitted through a third-party platform such as Picter, the privacy information of that provider also applies to processing carried out under that provider's own responsibility.

17. Liability

HPR and FREELENS Foundation Germany e.V. are liable in accordance with applicable statutory law.

Nothing in these Terms excludes or limits liability where such exclusion or limitation is prohibited by law.

18. Governing Law

These Terms are governed by the laws of the Federal Republic of Germany.

Mandatory statutory protections applicable to participants under the law of their country of residence remain unaffected where they cannot lawfully be excluded.

19. Severability

If an individual provision of these Terms is or becomes invalid or unenforceable, the remaining provisions remain unaffected to the extent permitted by law.

The invalid or unenforceable provision will be replaced by the applicable statutory rule.

20. Contact

Questions regarding applications, participation or these Terms may be sent to:

Hamburg Portfolio Review
FREELENS Foundation Germany e.V.
Alter Steinweg 15
20459 Hamburg
Germany

Email: info@hamburgportfolioreview.de