>Privacy Policy

Privacy Policy

Innovation Archipelago

1. Who we are and how to find us

The administrator of your personal data is the Kraków City of Startups Foundation, based in Kraków, entered into the register of associations, other social and professional organizations, foundations, and independent public healthcare institutions of the National Court Register maintained by the District Court for Kraków-Central in Kraków, XI Economic Division of the National Court Register, under the KRS number: 0000540402, identified by REGON: 36062967300000 and NIP: 6762484057 (“Administrator”). Our headquarters is located at ul. Dolnych Młynów 3/1 (31-124 Kraków, Poland). For all matters concerning the processing of personal data by the Administrator, you can contact us via email: kontakt@kms.org.pl

2. How and why we process your personal data

RECRUITMENT AND EVENT ORGANIZATION

We process your personal data for the purpose of conducting and organizing an event named Innovation Archipelago (“Event”).

We may process personal data of Event participants particularly for the purposes of conducting registration for the Event, verifying Event participants, carrying out the Event, verifying attendance at the Event, documenting the course of the Event, providing surveys and evaluations regarding the Event, sending information and materials related to the Event, creating documentation summarizing the Event, and responding to questions and concerns regarding the Event.

The legal basis for the processing of your personal data is Article 6(1)(a) of the Regulation of the European Parliament and of the Council (EU) 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (“GDPR”) (“the data subject has given consent to the processing of their personal data for one or more specific purposes”). Consent can be withdrawn at any time (without affecting the lawfulness of processing based on consent before its withdrawal).

Sometimes we may also contact you after the Event ends. The legal basis for processing your personal data in this case is Article 6(1)(f) GDPR (processing is necessary for the purposes of the legitimate interests pursued by the administrator). This legitimate interest is to inform about the Administrator’s activities, particularly by inviting you to participate in subsequent events organized by the Administrator and informing about the Administrator’s activities.

3. What personal data we process

We may process the following categories of personal data:

  • data of candidates related to recruitment for the Event:
    • first and last name,
    • email address,
    • phone number,
    • position or function held,
    • full name of the represented company or organization,
    • other data indicated in the application form or documents attached to it,
  • data of Event participants:
    • first and last name,
    • email address,
    • phone number,
    • position or function held,
    • full name of the represented company or organization,
    • image (captured in photos or videos from the Event),
    • information that the participant shares about themselves during the Event,
    • responses to questions included in surveys concerning the Event.
  • data of persons making complaints in connection with recruitment or participation in the Event:
    • first and last name,
    • email address,
    • other data contained in the complaint and documents attached to it.
  • data of persons contacting the Administrator:
    • first and last name,
    • email address,
    • phone number,
    • other personal data that may be provided by the sender in the message content and attached documents or provided during a phone conversation.

4. To whom we disclose your personal data

Candidates’ and participants’ data and those contacting us are processed in an information system, part of which is in the so-called public cloud. External service providers involved in the processing of your personal data include (i) the hosting provider, which stores data on a server, and (ii) the mailing system provider, where your data is stored.

Your personal data may also be disclosed to:

  • persons conducting the Event,
  • persons responsible for the organization, logistics, and security during the Event,
  • co-organizers of the Event,
  • partners and patrons of the Event,
  • marketing agency,
  • accounting office,
  • providers of systems and tools for organizing the Event.

5. How long we will process your personal data

Your personal data collected in connection with your recruitment to participate in our Event is stored for the duration of the recruitment and then for the purposes of considering complaints and claims related to participation in recruitment for the period of limitation of claims specified by relevant regulations.

Your personal data collected in connection with your participation in our Event is stored for the duration of the Event and then for the purposes of preparing summary materials of the Event, considering complaints, and claims related to participation in our Event for the period of limitation of claims specified by relevant regulations.

Personal data provided to us through the communication means you choose will be stored no longer than necessary to respond to you, and after that time may be stored in case of potential claims for the period of their limitation specified by relevant regulations.

Processing of your personal data based on consent, as the sole legal basis, lasts until the consent is withdrawn.

6. How we enable you to exercise your rights

We make every effort to ensure you are satisfied with our cooperation. Remember, however, that you have many rights that allow you to influence the way we process your personal data and, in some cases, to stop such processing. These rights include:

  • the right of access to personal data (regulated in Article 15 GDPR),
  • the right to rectification of data (regulated in Article 16 GDPR),
  • the right to erasure of data (regulated in Article 17 GDPR),
  • the right to restriction of processing (regulated in Article 18 GDPR),
  • the right to object to processing (regulated in Article 21 GDPR),
  • the right to data portability (regulated in Article 20 GDPR).

To exercise any of the rights described above, please contact us by email, using the address through which we contacted you, or at: kontakt@kms.org.pl

7. Complaint to the supervisory authority

According to Article 77 GDPR, you have the right to lodge a complaint with a supervisory authority, particularly in the member state of your habitual residence, your place of work, or the place of the alleged infringement, if you believe that the processing of personal data relating to you infringes the GDPR regulations.

In Poland, the supervisory authority is the President of the Personal Data Protection Office. More detailed information (including current phone numbers and email addresses) can also be obtained on the website of the Office for Personal Data Protection at: https://uodo.gov.pl/

If you want to contact another supervisory authority responsible for data protection – visit the website of the European Data Protection Board: https://edpb.europa.eu/about-edpb/about-edpb/members_en

8. Is providing data necessary to enter into a contract with us

We collect your personal data to the extent necessary to organize the Event. Failure to provide the required personal data may unfortunately prevent your participation in the recruitment for the Event or participation in the Event itself.

Providing selected personal data when contacting us, through the communication channel you choose, is entirely voluntary but necessary to respond to your inquiry.

9. Where we get your personal data from

We obtain personal data of candidates and participants in our Event and those contacting us from themselves.

10. Automated processing and profiling

Your personal data processed in connection with recruitment or participation in our Event are not processed in an automated manner nor subjected to profiling.

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