Privacy policy

Processing of personal data of event participants

1. Who we are and how to find us

We are SOFTWARE MANSION and we process your personal data in accordance with the following Privacy Policy.

• We operate as Software Mansion spółka akcyjna (joint stock company) based in Kraków (address: ul. Zabłocie 43b, 30-701 Kraków, Poland), entered in the register of businesses kept by the District Court for Kraków-Śródmieście in Kraków, XI Commercial Division of the National Court Register under KRS number 0000961952, NIP 6793131302, REGON 364909814.

We are the controller of your personal data.

• You can reach out to us for information, or to exercise your other rights granted to you under GDPR, by writing to legal@swmansion.com.
2. Why we process your personal data

We process your personal data in order to ensure your participation in the event held by us, and to document the event with photos and video recordings.

The legal basis for processing your data is your consent (Art. 6(1)(a) of GDPR), given when you register for the event, and Art. 6(1)(f) of GDPR (processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party). These legitimate interests are:

• running the event – e.g. printing badges, tracking attendance and sending you essential information about the event,
• security – detecting, investigating and preventing security incidents, fraud, abuse or misuse of the event,
• evaluation – analysing attendance and collecting feedback (e.g. through anonymous surveys or aggregated data) to improve future events,
• legal claims – establishing, exercising or defending legal claims connected with the event.

You can withdraw your consent at any time (without affecting the lawfulness of processing carried out before the withdrawal) by writing to legal@swmansion.com.

3. Which data is subject to processing

We process the following personal data items:

1. first name(s) and surname,
2. email address,
3. university/school and year,
4. dietary and (sometimes) other preferences regarding the elements of our event,
5. any other personal data provided by you in the registration form for the event,
6. technical data from the registration website (IP address, date and time of connection, device and browser parameters, approximate location),
7. your image in photos and video recordings taken at the event.
4. Who we disclose your personal data to

We process personal data in an IT system partially based on cloud computing solutions belonging to external providers. This applies to email hosting, server hosting, as well as application software. Whenever such processing involves transferring your data outside EEA (Where GDPR laws do not apply), it is done in accordance with legal instruments provided for by GDPR, ensuring adequate protection of your rights and freedoms. Detailed information on this subject you can find in privacy policies posted by suppliers on their websites. If you wish, you can obtain a set of useful links from us. The current list of our subprocessors is available at swmansion.com/privacy/subprocessors.

5. How long your personal data will be kept and maintained

Your personal data will be processed not longer than it is necessary for ensuring your safe and uninterrupted participation in the event. We keep photos and video recordings of the event for as long as they serve to document it, or until you withdraw your consent. If you wish to stay in touch with us longer, please let us know.

6. How you can take advantage of your rights

We make every effort for you to be satisfied with our cooperation. Please do remember that you have numerous rights and privileges which enable you to influence our way of processing your data. In some cases it is possible to prevent us from processing your data altogether. These would be as follows:

• the right to access your personal data (regulated by Art. 15 of GDPR) Read more

Article 15

Right of access by the data subject

1. The data subject shall have the right to obtain from the controller confirmation as to whether or not personal data concerning him or her are being processed, and, where that is the case, access to the personal data and the following information:
   1. the purposes of the processing;
   2. the categories of personal data concerned;
   3. 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;
   4. where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period;
   5. 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;
   6. the right to lodge a complaint with a supervisory authority;
   7. where the personal data are not collected from the data subject, any available information as to their source;
   8. the existence of automated decision-making, including profiling, referred to in Article 22(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.
2. Where personal data are transferred to a third country or to an international organisation, the data subject shall have the right to be informed of the appropriate safeguards pursuant to Article 46 relating to the transfer.
3. The controller shall provide a copy of the personal data undergoing processing. For any further copies requested by the data subject, the controller may charge a reasonable fee based on administrative costs. Where the data subject makes the request by electronic means, and unless otherwise requested by the data subject, the information shall be provided in a commonly used electronic form.
4. The right to obtain a copy referred to in paragraph 3 shall not adversely affect the rights and freedoms of others.
• the right to correct your data (regulated by art. 16 of GDPR) Read more

Article 16

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 or her. Taking into account the purposes of the processing, the data subject shall have the right to have incomplete personal data completed, including by means of providing a supplementary statement.

• the right to have your data erased (regulated by Art. 17 of GDPR) Read more

Article 17

Right to erasure (‘right to be forgotten’)

1. 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:
   1. the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed;
   2. the data subject withdraws consent on which the processing is based according to point (a) of Article 6(1), or point (a) of Article 9(2), and where there is no other legal ground for the processing;
   3. the data subject objects to the processing pursuant to Article 21(1) and there are no overriding legitimate grounds for the processing, or the data subject objects to the processing pursuant to Article 21(2);
   4. the personal data have been unlawfully processed;
   5. 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;
   6. the personal data have been collected in relation to the offer of information society services referred to in Article 8(1).
2. Where the controller has made the personal data public and is obliged pursuant to paragraph 1 to erase the personal data, the controller, taking account of available technology and the cost of implementation, shall take reasonable steps, including technical measures, to inform controllers which are processing the personal data that the data subject has requested the erasure by such controllers of any links to, or copy or replication of, those personal data.
3. Paragraphs 1 and 2 shall not apply to the extent that processing is necessary:
   1. for exercising the right of freedom of expression and information;
   2. for compliance with a legal obligation which requires processing by Union or Member State law to which the controller is subject or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
   3. for reasons of public interest in the area of public health in accordance with points (h) and (i) of Article 9(2) as well as Article 9(3);
   4. for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) in so far as the right referred to in paragraph 1 is likely to render impossible or seriously impair the achievement of the objectives of that processing; or
   5. for the establishment, exercise or defence of legal claims.
• the right to limit processing of your data (regulated by Art. 18 of GDPR) Read more

Article 18

Right to restriction of processing

1. The data subject shall have the right to obtain from the controller restriction of processing where one of the following applies:
   1. 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;
   2. the processing is unlawful and the data subject opposes the erasure of the personal data and requests the restriction of their use instead;
   3. 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;
   4. the data subject has objected to processing pursuant to Article 21(1) pending the verification whether the legitimate grounds of the controller override those of the data subject.
2. Where processing has been restricted under paragraph 1, such personal data shall, with the exception of storage, only be processed with the data subject's consent or for the establishment, exercise or defence of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the Union or of a Member State.
3. A data subject who has obtained restriction of processing pursuant to paragraph 1 shall be informed by the controller before the restriction of processing is lifted.
• the right to raise objection against processing of your data (regulated by Art. 21 of GDPR) Read more

Article 21

Right to object

1. The data subject shall have the right to object, on grounds relating to his or her particular situation, at any time to processing of personal data concerning him or her which is based on point (e) or (f) of Article 6(1), including profiling based on those provisions. The controller shall no longer process the personal data unless the controller demonstrates compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defence of legal claims.
2. Where personal data are processed for direct marketing purposes, the data subject shall have the right to object at any time to processing of personal data concerning him or her for such marketing, which includes profiling to the extent that it is related to such direct marketing.
3. Where the data subject objects to processing for direct marketing purposes, the personal data shall no longer be processed for such purposes.
4. At the latest at the time of the first communication with the data subject, the right referred to in paragraphs 1 and 2 shall be explicitly brought to the attention of the data subject and shall be presented clearly and separately from any other information.
5. In the context of the use of information society services, and notwithstanding Directive 2002/58/EC, the data subject may exercise his or her right to object by automated means using technical specifications.
6. Where personal data are processed for scientific or historical research purposes or statistical purposes pursuant to Article 89(1), the data subject, on grounds relating to his or her particular situation, shall have the right to object to processing of personal data concerning him or her, unless the processing is necessary for the performance of a task carried out for reasons of public interest.
• the right to have your data transferred to another administrator (regulated by Art. 20 of GDPR) Read more

Article 20

Right to data portability

1. 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:
   1. the processing is based on consent pursuant to point (a) of Article 6(1) or point (a) of Article 9(2) or on a contract pursuant to point (b) of Article 6(1); and
   2. the processing is carried out by automated means.
2. In exercising his or her right to data portability pursuant to paragraph 1, the data subject shall have the right to have the personal data transmitted directly from one controller to another, where technically feasible.
3. The exercise of the right referred to in paragraph 1 of this Article shall be without prejudice to Article 17. That right shall not apply to processing necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
4. The right referred to in paragraph 1 shall not adversely affect the rights and freedoms of others.
7. A formal complaint to supervisory authorities

According to Art. 77 of GDPR you have the right to file a complaint to a supervisory body, especially in the member country of residence, employment or the country where the alleged violation of GDPR-regulated data processing rules has occurred. In Poland, the supervisory body is the President of the Office for Personal Data Protection. A complaint can be filed by traditional mail to the following address: ul. Stawki 2, 00-913 Warszawa, or by email: kancelaria@uodo.gov.pl. You can also obtain more detailed information (including current phone numbers) at the following web address: https://uodo.gov.pl/.

8. Is submitting personal data necessary to conclude contract with us

We do not sign any contract. However, entering your data is necessary for you to take part in the event.

9. How your personal data gets obtained

Personal data is obtained directly from you. Technical data from the registration website is collected automatically, and photos and video recordings are taken at the event.

10. Automated processing and profiling

We do not process your data in an automated way and we do not conduct data profiling as understood by GDPR.