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Privacy Policy

Foundation Women in Data and AI Women in Big Data Poland Version 1.0 — effective as of 1 September 2026

The privacy of people who take part in our events, use our programs, and contact us is important to us. In this document, we explain what data we collect, why we collect it, the legal basis for processing, who we share it with, how long we keep it, and what rights you have.

This policy applies to the womeninbigdatapoland.org website and to the Foundation’s entire activity, including events, mentoring programs, communications, cooperation with partners, and accepting donations.

1. Who is the controller of your data

The controller of your personal data is:

Foundation Women in Data and AI, operating under the brand Women in Big Data Poland 44/4 Mieszczańska Street, 50-201 Wrocław, Poland KRS 0001229132, NIP 8982331919, REGON 544294121

General contact: poland@womeninbigdata.org

Data protection matters: privacypoland@womeninbigdata.org

We have not appointed a Data Protection Officer because we are not legally required to do so. All personal data protection matters are handled by the Foundation’s Management Board at privacypoland@womeninbigdata.org.

2. Terms used in this document

  • Foundation, we, us — the Foundation Women in Data and AI.
  • You, your — any person whose data we process: an event participant, speaker, mentor, volunteer, donor, person contacting us, or a person representing a partner or contractor.
  • Service — our website at womeninbigdatapoland.org.
  • Events — conferences, workshops, training sessions, meetups, mentoring sessions, and other meetings that we organize or co-organize.
  • WBD Global — Women in Big Data, an organization based in the United States with which we cooperate as a regional partner while maintaining program autonomy.
  • GDPR — Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of personal data.
  • ECA — the Electronic Communications Law of 12 July 2024.

3. Where we get your data from

We may obtain your data:

  • directly from you — through registration forms, surveys, email correspondence, program applications, and conversations during events,
  • from your employer or the organization that registers you for an event or indicates you as a contact person,
  • from publicly available sources, such as LinkedIn, company websites, and public registers (KRS, CEIDG), when we establish professional contact with potential partners, speakers, or sponsors,
  • from co-organizers and event partners when registration is handled on their side.

4. Purposes, legal bases, and scope of processing

Below, we describe the main areas of our activity, indicating the scope of data and the legal basis for processing.

4.1. Event registration and participation

The scope of data may include: first and last name, email address, job title, company or organization name, LinkedIn profile URL, level of professional experience, areas of skills and interests, as well as any other information you voluntarily provide in the form. The scope of mandatory fields varies depending on the event and is always indicated in the form.

Tools: Google Forms and Evenea.

Legal basis:

  • Article 6(1)(b) GDPR — taking steps at your request and enabling your participation in the event, for required data,
  • Article 6(1)(f) GDPR — our legitimate interest in adapting the program, level, and format of the event to the participant group, for optional data.

Attendance lists and access to the event venue

We keep attendance lists in paper and electronic form. Some events take place in company offices which, for security reasons, require us to provide a list of the names of people entering the building in advance.

In such cases, we share only the data necessary to allow you access to the venue, and the host processes that data as a separate controller for access control purposes. We inform participants about this in the event description.

Legal basis: Article 6(1)(b) and 6(1)(f) GDPR.

Sharing data with event sponsors and partners

We share participant lists with sponsors or event partners only if you give separate, explicit consent in the registration form. Consent is entirely voluntary, and refusing it does not affect your ability to participate in the event.

The consent wording always specifies the name of the entity and the scope of the data being shared.

Legal basis: Article 6(1)(a) GDPR.

4.2. Image, photos, recordings, and livestreams

We document our events with photography and video. We may also conduct livestreams; if a livestream is planned, we clearly inform participants before the event.

Where we publish materials: LinkedIn, Facebook, Instagram, YouTube, the Service, and the Foundation’s informational and reporting materials.

Who we share materials with: co-organizers, event partners and sponsors, institutions supporting the event (for example, the City of Wrocław), and WBD Global for event coverage in their channels.

Legal basis: your consent — Article 6(1)(a) GDPR and Article 81 of the Polish Copyright Act. In the case of group or panoramic shots in which you appear only as part of a larger whole, the legal basis may also be Article 6(1)(f) GDPR — our legitimate interest in documenting and promoting our statutory activity; you may object to such processing.

If you do not want to be photographed or recorded, please mention it at on-site registration — you will receive a marker (sticker) that signals this to the photographer. You may also request removal of specific material featuring your image at any time by writing to privacypoland@womeninbigdata.org.

We record speakers’ presentations and may make them publicly available; the scope of use of the recording is agreed with each speaker individually before the event.

Photos and recordings are produced for us by external photography providers and volunteers acting on our behalf and bound by confidentiality obligations.

4.3. Surveys and research

After events, we send evaluation surveys and also conduct research and polls within our community. We publish results only in aggregated and anonymized form — individual persons cannot be identified in publications, reports, or materials.

We use Google Forms for surveys. Completing a survey is voluntary.

Legal basis:

  • Article 6(1)(a) GDPR — consent expressed by completing the survey,
  • Article 6(1)(f) GDPR — our legitimate interest in evaluating and improving our own activities.

4.4. Event communication and newsletter

Scope of data: first and last name, email address.

We send information about our initiatives, events, and programs to people who subscribed to the newsletter. We may also send information about future editions and related initiatives to people who previously participated in our events.

Legal basis:

  • Article 6(1)(a) GDPR — your consent to receive communications, together with Article 398 of the Electronic Communications Law concerning electronic marketing messages,
  • Article 6(1)(f) GDPR — our legitimate interest in informing participants of previous events about future initiatives.

Subscribing to the newsletter is a separate, voluntary decision — we do not add people to the mailing list solely because they registered for an event. Every message contains a link that allows immediate unsubscribe; you can also contact us at privacypoland@womeninbigdata.org. After unsubscribing, we keep your address only on a suppression list so that we do not send you another message by mistake.

4.5. Community groups and social channels

We plan to launch a communication group for our community, for example on WhatsApp, Slack, or Discord. Joining such a group is fully voluntary.

Please note that in some of these tools, your phone number or profile name may be visible to other group members, and the provider of the tool processes data under its own rules as a separate controller.

Legal basis: Article 6(1)(a) GDPR.

4.6. Mentoring and development programs

We run Virtual Speed Mentoring sessions, and in the future we plan to launch a longer mentoring program.

The scope of data may include: first and last name, email address, job title, company name, LinkedIn profile, description of professional experience, development goals, and in future editions also a CV.

Legal basis:

  • Article 6(1)(b) GDPR — performance of your participation in the program,
  • Article 6(1)(a) GDPR — for data provided voluntarily, including a CV.