Privacy notice EdCamp Ukraine NGO

Last update: 10.11.2021

EdCamp Ukraine NGO do our best to take care of your personal data. This Privacy Notice is written to help you understand what your personal data is collected, stored and used, and what happens to it when you use our website.

In this Privacy Notice we answer the following questions:

Who are we?

What is the Privacy Notice covered by?

What data do we collect and why?

Do we share data with third parties?

How do we protect and where do we store your data?

Do we use cookies?

What rights do I have regarding my data?

How do we update the Privacy Notice?

Who are we?

Non-Governmental Organisation «EdCamp Ukraine» is registered at: Kulykvska Str 11, 1st Floor, Kharkiv 61002, Ukraine. Hereinafter, NGO «EdCamp Ukraine» will be referred to as "we" and "our ''.

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

If you have any questions, you can contact us by sending an email to [email protected]. Please, pay attention: put “personal data” or “privacy” in the topic of the letter.

You can also send us a letter at the address: Kulykvska Str 11, 1st Floor, Kharkiv 61002, Ukraine. 

What is the Privacy Notice covered by?

Our Privacy Notice applies to all data collected through the website, questionnaires for participation in events (in particular, reflective forms), our social networks Facebook, Instagram, Telegram, Twitter, messenger Telegram, video hosting YouTube, service Mixcloud.

What does this Privacy Notice cover?

The data we process is divided into two categories: technical information and data that is provided to us.

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, UTM parameters, geolocation, device type, browser type, cookies, and data about your interaction with the website - session ID.

Data provided by third parties. These include data that we can get from social networks Facebook, Instagram, Telegram, Twitter, messenger Telegram, video hosting YouTube, service Mixcloud.

Data are provided to us by the following data subjects:

• visitors - all persons who visit our Website and other data collection resources;
• partners - visitors who have filled in the partnership form and become our partners;
• volunteers - visitors who have filled in the form of volunteering and become volunteers;
• job applicants - visitors who apply for our vacancies;
• benefactors - visitors who have decided to make a charitable contribution;
• participants of courses and certification programs - visitors who have registered for our courses or training programs;
• experts - visitors who join in the role of experts to certain projects / activities of the organization;
• participants of events - visitors who have been selected for our events.

Data provided by visitors. We collect only technical information. If you fill out the feedback form, we also receive information about your name, phone number, e-mail, and questions that interest you.

Data provided by partners. Such information includes your name, phone number, and additional information that you can leave in the "Your message" field. Depending on our further communication, we may also keep name and surname, name of the legal entity, registration number, address, and other information necessary for the conclusion of the contract.

Data provided by volunteers. Such information includes your name, phone number, and additional information that you can leave in the "Your message" field.

Data provided by job applicants. These include your first and last name, email, phone number, and other information you may provide in your resume.

Data provided by benefactors. These include your name, email, phone number, amount and type of contribution.

Data provided by participants of courses and certification programs. These include your first and last name, email, phone number, certification information, feedback.

Data provided by experts. These include your first and last name, email, phone number, education, place of work.

Data provided by participants of events. Such data include your name, surname and patronymic, e-mail, telephone number, place of residence, region, place of work, position, vocation to the place of work on social networks, birthday, New Post Office, address, vocation on a personal blog.

Once again, briefly about what personal data we process and why:

When you:	Why	What data	Legal basis	Term
Partners
You fill out the feedback form on the Website	To communicate with you	Name Phone number Additional information you can leave in the "Your message" field	Legitimate interest	Until the end of contract + 3 years or 1 year from the last communication
To conclude a contract	To perform the contract	ПІБ / Найменування юридичної особи, РНОКПП/ ЄДРПОУ, Адреса, Інша інформація, необхідна для укладення договору.	Виконання договору	До закінчення строку дії договору  + 3 роки
Volunteers
You fill out a volunteer form	To communicate with you	Name and Surname, name of the legal entity registration number Address Other information required for the conclusion of the contract.	Performance of the contract	Until the end of contract + 3 years
Job applicants
You are applying for a vacancy	To communicate with you	Name Phone number Email Additional information you can provide in your resume	Performance of the contract	Until the end of employment + 3 years or 1 year from the date of the interview
Benefactors
You make a charitable contribution	To check the receipt of the contribution	Phone number Email The amount of the contribution Type of contribution	Performance of the contract	Until the end of contract + 3 years. Some financial data may be stored longer as required by law
Participants of courses and certification programs
You participate in courses or certification programs	Administrative support	Name Email Phone Certification information Feedback	Performance of the contract	Until the end of contract + 3 years
Experts
You have joined the projects / activities of the organization as an expert	Project improvement	Name Email Phone number Education Job	Public interest	Until the completion of the examination + 3 years
Participants of events
You take part in our events	Administrative support	Name Email Phone Place of residence Region Job Position Vocation to work in social networks Birthday Nova Poshta Office Call for a personal blog	Performance of the contract	Until the end of contract + 3 years
Data provided by third parties
You have given consent for cookies	Marketing	Name Photo Comments Other data that can be collected from Facebook, Instagram, Telegram, MixCloud, YouTube, Twitter	Consent	Визначено у Політиках Facebook, YouTube, Instagram,  Telegram, Twitter, MixCloud
You comment on our posts on social networks	Analytics	Name Photo Comments Other data that can be collected from Facebook, Instagram, Telegram, MixCloud, YouTube, Twitter	Legitimate interest	Defined in the Policies Facebook, YouTube, Instagram, MixCloud
Data collected automatically
You use our Website	Work of the Website	Necessary 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 we are processing during the performance of the contract, while your interaction with our service and 36 months after or until you withdraw your consent.
However, 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.

Pay your attention. We knowingly do not process the personal data of users under the age of 18 without consent from legal representative(s). If you are such a user, or you are the legal representative of the user, please let us know by email [email protected]. 

Do we share data with third parties?

By default, your data is stored on servers, HOSTiQ cloud storage and documents in Ukraine. We do not plan to transfer your data to other countries. We use your data to communicate with you, and the performance of the contract.

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 transfer your personal data to third parties based on a public offer/ terms of service for processing on our behalf, subject to technical and organizational measures to protect your personal data. We may transfer your data to certain companies, consultants, and contractors hired to provide certain services on our behalf. 

We will ask for your consent unless the transfer of data is part of the performance of a contract.

How do we protect and where do we store your data?

By default, your data is stored in Ukraine. We take care of your data and use non-disclosure agreements and encryption technologies to protect it.

Do we use cookies?

We use cookies necessary for the functioning of the website. Using cookies, we receive the technical information specified in clause 3 and our Cookie Policy.

If you want to disable cookies, then you can find instructions for managing your browser settings at these links:

Internet Explorer	Vivaldi	Microsoft Edge
Chrome	Opera	Safari
Firefox

What rights do I have regarding my data?

You, as subjects of personal data, 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 and request to transfer data to another controller.
• The right to restrict processing. You may partially or completely prohibit us from processing your personal data.
• The right to file complaints. If your request was not satisfied, you could file a complaint to the regulatory body.
• The right to be forgotten. You can send us a request to delete your personal data from our systems unless there is a legal requirement to keep it.
• The right to withdraw consent. For data that you have previously consented to, you can always withdraw your consent, and we will stop processing it.

To exercise your rights, write us an email at [email protected].

If your request was not satisfied, you can file a complaint to the regulatory body — Ukrainian Parliament Commissioner for Human rights by email [email protected] or by letter to 21/8, Instytutska street, Kyiv 01008, Ukraine.

How do we update the Privacy Notice?

This Privacy Notice and the relationships falling under its effect are regulated by the GDPR and 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 Notice on our website.

© This document was prepared by a law firm «Avitar»