GDPR

Hello!

On April 27, 2016, the General Data Protection Regulation – commonly known as GDPR (or RODO in Polish) – came into force. Accordingly, we need to inform you about several important matters.

1. Data Controller

The controller of your personal data is Futerkon sp. z o.o., registered in Warsaw at ul. Tarnowiecka 13/U4B, 04-174 Warsaw, entered in the National Court Register for the city of Warsaw – Praga Południe under KRS number 0001085100, NIP 1133123624, and REGON 527627722. You can contact us via email at: organizator@futerkon.pl

2. Purposes and Legal Grounds for Processing

Your personal data will be processed for the following purposes:

• Organization of the Futerkon Convention: (Includes event execution, accommodation, badges, participant lists, etc.).
  • Personal data of individual participants: Based on the necessity to perform the contract concluded by accepting the Convention Regulations (Art. 6(1)(b) GDPR).
  • Image/Likeness captured during the Convention: Based on the Administrator’s legitimate interest in promoting the Convention (Art. 6(1)(f) GDPR).
• Compliance with Statutory Obligations: (e.g., tax regulations).
  • Based on the necessity to fulfill legal obligations regarding tax and accounting laws (Art. 6(1)(c) GDPR).
• Establishment, Exercise, or Defense of Legal Claims: (e.g., complaints or legal disputes).
  • Based on legitimate interest (Art. 6(1)(f) GDPR).
• Promotional Information: (Promoting Futerkon for current and future years).
  • Using email or phone for the Organizer’s promotion: Based on your voluntary consent (Art. 6(1)(a) GDPR) or legitimate interest for non-electronic marketing (Art. 6(1)(f) GDPR).
  • Promoting sponsors/partners via email or phone: Based strictly on voluntary consent (Art. 6(1)(a) GDPR).
• Statistical Purposes: (e.g., website visit/click counters).
  • Based on legitimate interest (Art. 6(1)(f) GDPR) to improve our operations through statistical data.

3. Data Collection and Scope

If we did not obtain your data directly from you, we received it from a participant who is your employer or associate. We specifically collect:

• Full name and nickname;
• Contact details (phone number, email, instant messenger handles);
• Payment data (card numbers, accounts, and other data necessary for accounting);
• Tax ID (NIP) and invoice details;
• T-shirt size;
• Information regarding food allergies.

4. Participation and Necessity

By choosing to participate in the event, we enter into a contract where we undertake to organize and manage the event for you. Providing your data is voluntary but necessary to participate. Failure to provide data (or providing false data) will prevent your participation without the possibility of a refund – please read the Regulations!

5. Data Sharing

Your data will be shared with:

• CKS Ossa Sp. z o.o. (owner of the Ossa Conference & Training Center) to provide accommodation, catering, and fulfill their legal obligations.
• Service Providers necessary for the Convention and company operations (e.g., banks, payment operators, accountants, or subcontractors).
• Other Participants: Your nickname will be visible in the room reservation system and printed on your badge/convention materials.

6. Data Retention

We keep your data only as long as necessary:

• Financial data: 5 years (for Tax Office requirements).
• Claims data: Up to 6 years from the end of the year the claim became due.
• Health data (allergies): Minimum 2 months after the event.
• Contact data: 5 years.
• Other data: Deleted immediately after the Convention ends.

Note: Your nickname and image may remain in commemorative event materials.

7. Your Rights

You have the right to request access to your data, correction, a copy, or deletion. While we may not always be able to fulfill every request (e.g., due to legal retention laws), we will provide a detailed explanation.

• Contact: organizator@futerkon.pl or pasterz@futerkon.pl

8. Final Provisions

• We strive to keep your data secure and confidential.
• You bear all consequences of providing false data (participation, financial, or legal).
• If you believe we are processing data unlawfully, please talk to us. You also have the right to lodge a complaint with the PUODO (Polish Personal Data Protection Office).
• Data is not transferred outside the European Economic Area (EEA).
• For matters not covered here, Polish Civil Code and EU law (GDPR) apply.