Information Clause

General Information

In accordance with Article 13 of Regulation (EU) 2016/679 of the European Parliament and of the Council of April 27, 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 (General Data Protection Regulation, hereinafter "GDPR"), we inform you about the processing of your personal data in connection with your role as a volunteer at CMS Conf.

Purpose and Scope

This document applies to natural persons who are volunteers at CMS Conf organized by the Controller, and fulfills the information obligation indicated in Articles 13 and 14 of the GDPR.

This Information Clause provides detailed information about the processing of personal data of individuals who volunteer at CMS Conf, including registration, volunteer management, communication, and volunteer-related activities.

Information on Controller

Detailed information about the data controller can be found in our Privacy Policy.

Information on Data Protection Officer

For matters related to data protection, you can contact the data protection team. Detailed information about the data controller and data protection team can be found in our Privacy Policy.

You can contact the data protection team by sending an email to: hello@cmsconf.com or by sending correspondence to our registered office address: Openweb s.c., Data Protection Team, Starowiejska 16 lok. 2, 81-356 Gdynia, Poland.

Information About the Purposes, Legal Basis and Period of Personal Data Processing

Categories of Personal Data Processed

We process the following categories of personal data for volunteers:

• Identification data: First name, last name, date of birth, title
• Contact data: Email address, phone number, mailing address
• Professional data: Job title, company name, skills, previous volunteer experience (optional)
• Registration data: Registration date, volunteer role, availability, shift preferences, dietary preferences, accessibility requirements
• Volunteer activity data: Assigned tasks, completed shifts, performance feedback, training records
• Image and voice data: Photographs and video recordings taken during the event
• Communication data: Correspondence, instructions, feedback
• Technical data: IP address, device information, browser type (for online registration and access)

Image and Likeness Rights

By participating in CMS Conf as a volunteer, you acknowledge and agree that:

• You may be photographed and/or recorded (audio and video) during the event
• The Organizer, Openweb s.c., and any entities resulting from the transformation of Openweb s.c.'s conference organization activities into another form (such as a company, organization, or foundation) have the right to use, process, reproduce, and disseminate your image and likeness
• Your image and likeness may be published in all media, including but not limited to websites, social media, print publications, television, radio, and online platforms
• Your image and likeness may be used in all fields of exploitation, including advertising, promotion, marketing, and commercial purposes
• Your image and likeness may be used for promotion of future events organized by Openweb s.c. and any entities resulting from the transformation of Openweb s.c.'s conference organization activities
• This consent is granted without time limitation and without the need for additional approval or compensation

The rights granted above extend to:

• Openweb s.c. and its current operations
• Any future entities that may result from the transformation, reorganization, or restructuring of Openweb s.c.'s conference organization activities, including but not limited to companies, organizations, foundations, or other legal entities
• All partners, sponsors, and service providers authorized by the Organizer for promotional purposes

If you do not wish to be photographed or recorded, you must inform the Organizer in writing before the event begins. However, please note that this may limit your ability to fully participate as a volunteer, as photography and recording are integral parts of event documentation and promotion.

Information on Personal Data Recipients

Your personal data may be shared with the following categories of recipients:

• Event coordinators and supervisors: Staff members responsible for volunteer management and coordination
• Service providers: Companies providing technical services necessary for event organization (registration platforms, communication tools, email services, hosting providers)
• Venue operators: If required for volunteer access management and logistics
• Photographers and videographers: For event documentation and promotion purposes
• Legal and regulatory authorities: When required by law or to protect our rights

Personal data may be shared with trusted cooperating entities, only for the purposes of fulfilling the purposes of processing, providing services or exercising the rights of data subjects.

Personal data may be made available to data recipients authorized by law, only to the extent and for the purpose of exercising their right under the law.

Information About Transfer of Personal Data Outside the European Economic Area

As a general rule, we do not transfer personal data outside the European Economic Area. However, for technical and technological reasons, where appropriate, we may use services to support our operations offered by providers outside the European Economic Area and using ICT infrastructure located outside the European Economic Area.

In this case, we will ensure that appropriate technical and organizational security measures are applied in connection with the transfer of personal data outside the European Economic Area, including:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions by the European Commission
• Other appropriate safeguards as provided for in GDPR

If you would like more information about the specific safeguards applied to transfers of your personal data, please contact us.

Information About Exercised Rights of Data Subjects

We provide all possible and available technical and organizational measures so that data subjects can exercise their rights without obstacles. Therefore, we ask you to send all notifications and requests regarding the exercise of rights to the Data Protection Team.

In justified cases, due to the proper identification of the person, we may ask you to provide additional information or deliver necessary documents confirming your identity.

Under GDPR, you have the following rights:

• Right of access - You can request information about what personal data we process about you and receive a copy of your data
• Right to rectification - You can request correction of inaccurate or incomplete data
• Right to erasure - You can request deletion of your data in certain circumstances (note: this may affect your ability to volunteer at the event)
• Right to restriction of processing - You can request restriction of data processing
• Right to data portability - You can request transfer of your data in a structured format
• Right to object - You can object to processing based on legitimate interests
• Right to withdraw consent - If processing is based on consent, you can withdraw it at any time
• Right to lodge a complaint - You can lodge a complaint with the supervisory authority: President of the Personal Data Protection Office (Urząd Ochrony Danych Osobowych - UODO), ul. Stawki 2, 00-193 Warsaw, Poland, email: kancelaria@uodo.gov.pl, website: https://uodo.gov.pl

We will respond to your request within one month. If your request is complex or we receive multiple requests, we may extend this period by an additional two months, and we will inform you of any such extension.

Right to Object to Direct Marketing

When personal data is processed for direct marketing purposes, you have the right to object at any time to processing of personal data concerning you for such marketing, which includes profiling to the extent that it is related to such direct marketing. If you object to processing for direct marketing purposes, the personal data shall no longer be processed for such purposes.

You can exercise this right by contacting us at hello@cmsconf.com.

Right to Freely Express or Withdraw Consent for Data Processing

Every data subject has the general right to freely express or withdraw consent for the processing of personal data. In cases where personal data is processed on the basis of granted consent, we will provide the possibility to withdraw it at any time.

Withdrawal of consent will have immediate effect from the moment of this action and will not affect the lawfulness of processing based on consent before its withdrawal. The withdrawal of consent does not affect the processing of data that took place before its withdrawal.

Withdrawal of consent does not entail any negative consequences, except that it may prevent us from providing certain services that require consent (e.g., marketing communications).

Obligation to Provide Personal Data

Provision of personal data is required in order to:

• Properly identify you as a volunteer
• Fulfill the volunteer agreement and coordinate your activities
• Receive important event-related communications and instructions
• Fulfillment of legal obligations (e.g., tax, accounting, volunteer records)

Failure to provide required data (such as name, email address, availability) will prevent you from participating as a volunteer at the event.

Providing additional data (such as skills, previous experience, special requirements) is optional and allows us to better match you with appropriate volunteer roles.

Automated Decision-Making and Profiling

With respect to data subjects, in connection with the fulfillment of the indicated purposes of processing, no automated decisions will be made that may affect the individual situation of the data subject.

No profiling activities will be undertaken with respect to data subjects in connection with the fulfillment of the indicated purposes of processing.

Restrictions Related to Exercise of Personal Data Subject Rights

The rights indicated above and the manner in which they are exercised may be subject to restrictions in justified cases. This will be the case if the restriction is due to:

• The obligations indicated in the law, to which we are obliged
• Direct result of the legal basis for data processing
• Protection of the rights and freedoms of other individuals
• Legal claims or proceedings

In such a case, we will provide appropriate information with the reasons for our decision and explain the possibility of lodging a complaint with the supervisory authority.

Rules for Changing and Updating the Document

According to our needs and applicable privacy principles, we may change, supplement and adapt this Information Clause at any time.

We will inform you of any significant changes by email or by posting appropriate information on our website. Continued participation as a volunteer after such changes constitutes acceptance of the modified Information Clause.

Contact

If you have any questions about this Information Clause or the processing of your personal data in connection with your role as a volunteer at CMS Conf, please contact us. Detailed contact information can be found in our Privacy Policy.

For data protection matters, you can also contact the data protection team. Detailed information about the data protection team can be found in our Privacy Policy.