Privacy Policy of EdCamp Ukraine NGO

Last updated on: March 28, 2025

EdCamp Ukraine NGO is committed to protecting your personal data and gathers the minimum required amount. This Privacy Policy is designed to answer your questions regarding the processing of your personal data. Please take a moment to review it.

This Privacy Policy answers the following questions:

Who are we

What this Privacy Policy covers

What data we collect and why

Who we share your data with and why

How we protect and store your data

Do we use cookies

Your data-related rights

How this Privacy Policy is updated

Who are we

EdCamp Ukraine NGO’s office is located at: 11 Kulykivska St., floor 1, Kharkiv 61002, Ukraine. Hereinafter, EdCamp Ukraine will be referred to as "we" and "our".

We are the Owner of your personal data which means that we determine what, for what purpose and how your personal data will be processed.

If you have any questions, please send us an email to for@edcamp.ua. Please make sure to include 'personal data’ or 'privacy' in the subject line of the email.

You can also send us a letter at 11 Kulykivska St., floor 1, Kharkiv 61002, Ukraine. 

What this Privacy Policy covers

Our Privacy Policy covers the website, questionnaires for participation in events, research, surveys in paper or digital (including reflection forms, attendance forms, competition applications etc.), our social network pages on Facebook, Instagram, X, Telegram messenger, YouTube video hosting, Mixcloud service, Google platform (including the use of Google Forms), communication services like MyOwnConference, Zoom, and other digital platforms.

What data we collect and why

The data we process via the above-mentioned website, questionnaires, social networks, messenger, services, platforms, digital platforms, and video hosting is divided into two categories: technical information and data provided by visitors.

Technical information. When you visit our website, some data is collected automatically. We need technical data to operate, maintain, and improve our website. This includes data such as IP address, geolocation, device type, browser type, cookies, and data about your interaction with the website — the session ID.

Data provided by third parties. We can get data from the following sources: social networks, including Facebook, Instagram, and other; messengers, including Telegram; YouTube video hosting; Mixcloud service; Google platform and other digital platforms, communication services such as MyOwnConference, Zoom, and others.

Data that you provide us include:

• ● Visitors: all persons who visit our website and other data collection resources,
• ● Partners: visitors who filled in the partnership form and became our partners,
• ● Volunteers: visitors who filled in the volunteer form and became our volunteers,
• ● Job applicants: visitors who apply for our job openings,
• ● Benefactors: visitors who decided to make a charitable contribution,
• ● Participants of professional development programs, including those that allow receiving a certificate of completion,
• ● Visitors who registered for our professional development programs,
• ● Experts: visitors who join in the role of experts to certain projects/activities of the organization,
• ● Participants of events: visitors who were selected for our events.

Data provided by visitors. We collect technical information only. If you fill out a feedback form, we will receive your name, phone number, email, and your questions.

Data provided by partners. This includes your name, phone number, and additional information that you may leave in the “Your message” section. Depending on our further communication, we may also keep your first and last name, name of the legal entity, registration number, address, and other information necessary for entering a contract.

Data provided by volunteers. This includes your name, phone number, and additional information that you may leave in the “Your message” section.

Data provided by job applicants. This includes your full name, email, phone number, and other information you may provide in your resume or CV.

Data provided by benefactors. This includes your name, email, phone number, amount and type of donation.

Data provided by participants of professional development programs, including those that allow receiving a certificate of completion. This includes your full name, email, phone number, certification information, feedback, and other information included in the applicable form.

Data provided by experts. This includes your full name, email, phone number, education / degree, place of work, and other information included in the applicable form.

Data provided by participants of events. This includes your full name, email, phone number, place of residence, region, employer, position, you social media profile link, information on your educational activities, date of birth, Nova Post branch, address, link to a personal blog or page, and other information included in the applicable form.

Summary of the types of personal data we collect:

When	Why	What data	Legal basis	Term of storage
Partners
When you fill out the partnership form on our website	To communicate with you	Name, phone number, additional information you	Legitimate interest	Until the end of contract + 3 years/1 year from the last communication
When entering a contract	To execute the contract	Full name, name of the legal entity, registration number, address, additional information required for entering the contract	Contract execution	Until contract termination + 3 years
Volunteers
When you fill out a volunteer form	To communicate with you	Name, phone number, additional information you may leave in the “Your message” section	Public interest	Until the moment of termination of volunteering + 3 years
Job applicants
When you are applying for a job opening	To communicate with you	Name, phone number, email, additional information you may provide in your resume or CV	Contract execution	Until the end of employment + 3 years/1 year from the date of the interview
Benefactors
When you make a charitable contribution	To check the receipt of the contribution	Phone number, email, amount of the donation, type of the donation	Contract or program execution	Contract execution + 3 years. Some financial data may be retained longer, as required by the law
Professional development program participants
When you participate in professional development programs	Administrative support	Full name, email, phone number, certification information, feedback, and other information included in the applicable form	Contract or program execution	Until the end of the contract + 3 years
Experts
You have joined a project / an activity of the organization as an expert	Project improvement	Full name, email, phone number, education / degree, position, and other information included in the applicable form	Public interest	Until the expertise is completed + 3 years
Participants of events
When you take part in our events	Administrative support	Full name, email, phone number, place of residence, region, employer, position, social media link of employer, date of birth, Nova Post branch, address, link to a personal blog or page, and other information included in the applicable form, audio/video recording and photos from the event you participate in	Contract or program execution   A consent form for audio, video, and photo recording of the event	Contract execution + 3 years/until the consent is revoked (for audio, photo, or video recording)
Data provided by third parties
When you accept cookies	Marketing	Name, photo, comments, other data that may be collected from Facebook, Instagram, Telegram, MixCloud, YouTube, X	Consent	Defined in the policies of Facebook, YouTube, Instagram,  Telegram, X, MixCloud
When you comment on our posts on social media	Analytics	Name, photo, comments, other data that may be collected from Facebook, Instagram, Telegram, MixCloud, YouTube, X	Legitimate interest	Defined in the policies of Facebook, YouTube, Instagram,  Telegram, X, MixCloud
When you submit information to us via Google platform, including Google Forms, or via other digital platforms	Administrative support, marketing, analytics, statistics	Name, gender, email, phone number, place of residence, region, disability or IDP status, data on your education/degree, data on professional qualification and experience, employer, position, employer’s social media links, date of birth, Nova Post branch, link to a personal blog, other information that can be collected through Google Forms   For persons under 18 years old–additionally to the information mentioned above: full name and phone number of mother/father or another legal representative	Consent   Consent of mother/father or other legal representative – in case information is given by person under 18 years old	Until the end of contract + 3 years/1 year from the last communication or until consent revocation
Data collected automatically
When you use our website	Website operations	Required cookies	Legitimate interest	Up to 1 year
You agree to cookies	Analytics, statistics	Cookies	Consent	Up to 1 year

Data processed based on your consent (for persons under 18 years old, based on mother’s/father’s/other legal representative’s consent) are being processed during contract execution, during your interaction with our website, and 36 months after or until you withdraw your consent.

You can exercise your right to delete your data. In this case, your data will be deleted from our servers within 30 days of your request.

Regarding the processing of audio, photo and video materials from our events with your participation, please note the following: 

• ● Our use of such materials is free of charge, we will not pay any remuneration for this,
• ● By participating in our events, you acknowledge that you do not have the copyright in any of the above materials with your participation and hereby waive any moral or other rights to review and approve them or the use for which they may be made,
• ● We may transfer and distribute the audio, photo, and video materials with your participation to third parties at our discretion in order to promote our activities,
• ● Even if we cease (including because of your revocation of the relevant consent) to process audio, photo, and video materials posted on the internet, they still may be found on the internet afterwards due to having been distributed online, in particular by digital platforms and social media (this is beyond our control),
• ● Also, if such materials have been used in printed publications prior to the termination of processing by us, it will not be possible to remove them from such printed publications.

What we share your data with and why

By default, your data is stored on servers, cloud storage in Germany (Frankfurt). We use your data to communicate with you, to execute contracts, and for other purposes mentioned herein or in your consent.

We may transfer data to our employees, contractors, or partners to perform the contract. We also transfer your data on the following grounds:

Consent. We transfer your personal data based on your explicit consent.

Compliance with the law. We will disclose your personal data to third parties to the extent that it is necessary:

1. to comply with a government request, court order, or applicable law,
2. to prevent unlawful use of our website,
3. to protect against claims of third parties,
4. to help prevent or investigate fraud.

Transfer to third parties. We share your personal data with third parties based on a contract for processing on our behalf, which concerns technical and organizational measures to protect your personal data. We may share your data with specific companies (including donors and partners), consultants, and contractors hired to provide certain services on our behalf or which we perform joint activity with, including those listed in the “Who Supports Us” section on our website. 

We will ask for your consent if the transfer of data is not included in your consent, not a part of your contract execution or another purpose for which you submitted the respective data.

How we protect and store your data

By default, your data is stored on AWS servers and cloud storage in Germany (Frankfurt). We take care of your data and use non-disclosure agreements and encryption technologies to protect it.

Do we use cookies

We use cookies to improve our website functionality. By using cookies, we obtain technical information specified in the section What data we collect and why and the Cookie Policy.

If you wish to disable cookies, instructions for managing your browser settings can be found via these links:

Internet Explorer	Vivaldi	Microsoft Edge
Chrome	Opera	Safari
Firefox

Your Data-related Rights

As a subject of personal data, you have the following rights:

• The right to access information. You can request an explanation of the processing of your personal data.
• The right to portability. You can request all the data you provided to us, as well as request the data transfer to another owner.
• The right to restrict processing. You can partially or completely prohibit us from processing your personal data.
• The right to withdraw consent. You can withdraw your consent at any time.
• The right to file a complaint. If your request is not approved, you may file a complaint with a regulatory authority.
• The right to get your data deleted. You can send us a request to delete your personal data from our systems. We will delete it unless otherwise required by law.

To exercise your rights, please email us at for@edcamp.ua.

If your request has not been satisfied, you may file a complaint with the Ombudsman for Human Rights in Ukraine by e-mailing at hotline@ombudsman.gov.ua or by writing a letter to 21/8 Instytutska St., Kyiv 01008, Ukraine.

How this Privacy Policy is updated

This Privacy Policy and legal relations covered by it are regulated by the Law of Ukraine “On Protection of Personal Data.” Existing laws and requirements for the processing of personal data are subject to change. In this case, we will publish a new version of the Privacy Policy on our website.

© This document was prepared by Avitar law firm