This Information comprises the basic principles of personal data processing by ACOMWARE s.r.o., as concerns personal data of the persons taking part in the conferences organised by ACOMWARE.
Your personal data administrator is ACOMWARE s.r.o., with its registered office at Prague 4 – Pankrác, Budějovická 778/3, Postal Code 140 00, Company ID No..: 25047965, registered in the Commercial Register kept by the Municipal Court in Prague, Section C, Insert No. 92586 (hereinafter as “ACOMWARE”). The data administrator’s contact details can be found here.
Below you will learn how our Company will process your personal data. When processing your personal data we follow the so-called General Data Protection Regulation, (i.e. Regulation (EU) No.2016/679, hereinafter also as the “Regulation”).
In this part, you will learn what types of your personal data we will process. Personal data include all information on an identified or identifiable natural person (also called as the “Data Subject”); identifiable natural person is a natural person who can be directly or indirectly identified, mainly with reference to a certain identifier, for example the name, ID number, location data, network identifier or one or more special characteristics of the physical, physiological, genetic, psychic, economic, cultural or social identity of such natural person. We usually receive the personal data that we will process about you directly from you or within data storing on our web page or during organization of a certain event (e.g. your photographs).
Personal data of a conference participant (hereinafter as the “Participant”) to be processed by ACOMWARE include the data provided by such persons (usually name and surname of the Participant, his/her telephone number, date of birth, e-mail, employer, employer’s address, job with the employer), specification of the conference for which the Participant has registered, picture and sound-picture records from the conference public spaces or presentations submitted by the Participants; and in the case of paid events the Participant’s ID number, tax ID number, place of business, invoiced and paid (or due) sums, account number and data on the actual performance. Regarding the communication with the Participant, in addition to the content of such communication ACOMWARE may also store the time of its communication with the Participant and the IP address. In the case of e-mail communication, the common data related with the messages sent together with such messages is stored in the client e-mail interface.
Registration for conferences is ensured either via the website of the given conference (by filling in the form) or by means of an e-mail registration.
In relation to contacting the potential speakers at the conferences or potential Participants, our Company may store the names and surnames of such persons, their telephone number and e-mail address (which shall not be used for sending of any unsolicited business messages without a prior consent of the affected person, unless offers for participation in similar events are sent to the registered Participants), information on their employer and job position and the content of communication with them. For the case that an addressed person asks us not to contact him/her, we will maintain a database of persons who refused to be contacted, with their basic data.
The Participants themselves are the source of processing of the Participants’ personal data (so it concerns the data provided by them), and some data is obtained independently by ACOMWARE (e.g. by taking pictures or via video news) or within communication with the Participants (e-mails). The source of data for contacting the potential Participants include either these persons or the data published about them or data on entrepreneurs and their employees obtained from third parties.
We would like to note that pictures and video news are also usually taken and made during the conferences.
In this part we are providing a list of purposes for which we will use (process) your personal data. The data is usually used for various purposes. The means of processing, the processing time and so on are usually based on the determined purposes of processing. In the cases set forth in Regulation (EU) No. 2016/679, we may process your data also for other purposes than as listed below; however, it concerns extraordinary and limited cases that the Regulation subjects to the fulfilment of other conditions.
The primary purpose of a Participant’s personal data processing is organization of the given conference. In this respect, personal data will be further used to record and duly perform the contractual relations of ACOMWARE, for statistical purposes, to further develop the services of ACOMWARE, i.e. those related with the organised conferences, for debt collection and protection of ACOMWARE’s rights and the rights of third parties (e.g. other contractual partners), mainly against any illegal activities. The data (mainly those obtained within communication with the Participant, such as the IP address and time of communication) will also be used to ensure the IT security of ACOMWARE. The basic identification data of the Participant and the data on their participation at the conference will be used for the purpose of direct marketing (i.e. for sending of offers of similar products and services of ACOMWARE via e-mail, over the phone or by mail).
The Participant’s personal data will also be used by ACOMWARE with the aim to fulfil its legal obligations, mainly the regulations governing book-keeping and taxes and the regulations concerning personal data protection.
Usual pictures are taken and video news made at the conferences. We may also reasonably refer about our conferences in media and within the promotion of ACOMWARE.
Every personal data processing must be legal – on the grounds of one of the legal bases for processing listed in the Regulation. Similarly as with the purpose, each data may be processed on the grounds of more legal bases for processing. In the case that no legal reason is further applicable, we will stop processing your data. The possible legal reasons for processing are listed in Article 6 of the Regulation. We would like to inform you that if we process your personal data on the basis of your consent, you may recall such consent at any time (to do so, please contact us using the below contact details). By recalling the consent legality of such processing based on the consent established before the consent recalling shall not be affected.
The legal base for processing the personal data of the Participants is the need to perform the Agreement on Participation at the Conference (including data recovery) – ensuring the Participant’s participation at the conference, justified interests of ACOMWARE (given mainly by the intent to maintain records on the contractual relations and to protect their rights against any illegal activities, including IT security, processing for statistical purposes, other development of the services provided by ACOMWARE, publishing of data in the news about the conference and promotion and the intention of performing direct marketing) and of third parties (mainly other contractual partners participating in preparation of the particular conference) and fulfilment of the legal requirements (mainly preventing offences, fulfilment of the requirements according to the personal data protection regulations (particularly, Act No. 110/2019 Coll. and the Regulation), book-keeping, and fulfilling of the obligations ensuing from the tax regulations).
In individual cases. personal data may also be processed on the basis of a consent (e.g. using of personal e-mail addresses for sending of business notifications other than concerning services similar to those of ACOMWARE). We would like to notify you that if the legal reason for personal data processing comprises your consent, such consent may be recalled at any time for free via the below contacts. By recalling the consent, legality of such processing based on the consent established before the consent recalling shall not be affected.
The right to raise an objection is your very important right. It allows you to ask for a review of the processing performed based on our justified interest in the case that your particular situation justifies such review – i.e. when the processing itself is admissible, but there are some particular reasons on your part why you do not want such processing to be carried out. However, the option to raise an objection does not apply to all cases of processing, e.g. it is not possible to use it provided that we process your data that is necessary to perform an agreement or when such processing is required by the law. The right to raise an objection is included in Article 21 of the Regulation.
If the legal reason for the Participant’s personal data processing is the justified interest of ACOMWARE (it mainly concerns data processing for the purpose of IT security, for statistical purposes and further development of the services provided by ACOMWARE and protection of the rights of ACOMWARE and third parties, direct marketing or disclosure of conference news), the Participant has the right to raise an objection against such personal data processing for the reasons concerning his private situation. In this case, ACOMWARE will not further process his/her personal data if there are no serious justified reasons for such processing that would outweigh the Participant’s interests or his/her rights and freedom or unless such processing is carried out to determine, perform or defend any legal claims. An objection against processing may be filed by the Participant with the use of the contact details provided below or best to the following e-mail address osobni.udaje@acomware.cz. In your e-mail, please describe the particular situation that leads you to believe that ACOMWARE should not process your data.
In the case of data processing for the purpose of direct marketing (sending of marketing messages), it is always possible to raise an objection, so you do not have to provide any reasons why you do not wish to receive the marketing messages any more. The best way to raise an objection in such case is to unsubscribe from receiving messages by clicking on the link that is usually comprised in the message for such purpose. In case you decide to contact us over the phone, please inform the operator that you wish to unsubscribe.
We would like to inform you that in the above cases parallel personal data processing is sometimes carried out for other purposes justifying further processing of your data by ACOMWARE.
Our Company cannot process your data for an unlimited period, but such processing is limited for the period when we really need your data. We strive to limit the length of such period in the way that it duly takes into account your and our interests. Sometimes it is difficult to determine this period or it is inappropriate due to security reasons to notify the exact length of such period, so below we are listing some criteria according to which we decide in determining the length of your personal data processing.
Personal data will be processed for a reasonable period with regard to the purpose of such processing. For the purpose of conference where participation is free of any charge, ACOMWARE will store an overview of the participants for approximately 4 years from the date when such conference was held. However, if meanwhile the Participant takes part in another conference, the period for his/her data processing will start running again.
For the purpose of any conference with paid participation, to maintain a database of agreements and the received performance and for the purpose of book-keeping, ACOMWARE will record basic data of the Participants (name, surname, date of birth, ID number, tax ID number, specification of the conference where they participated, specification of the company they represented, specification of the amounts paid, etc.) for the period of approximately 10 years from the end of the year when such conference took place.
If data on Participants is processed within any conference news, the period of publishing such data is not limited. The same applies to the pictures and video records made or the presentations provided at the conference.
Contact details of the Participants for the purpose of sending business messages (offers to participate in other conferences) will be processed by ACOMWARE for the period until the Participant expresses his/her disagreement with obtaining such messages. However, even in such case ACOMWARE will process the basic data on why it sent business messages to the given Participant for a period reasonable to evidence justification of sending such messages.
When processing personal data for other purposes, determination of the data processing period by ACOMWARE is based on the following facts: (i) length of the limitation period; (ii) probability of raising legal claims; (iii) usual procedures at the given market; (iv) probability and significance of the risks involved; and (v) any recommendations from the supervisory authorities.
One of our obligations as the personal data administrators is to process exact data or to supplement any incomplete data with regard to the circumstances. If you inform us of any change in your personal data, you will help us to fulfil such obligation duly.
In the case of a change in the data provided by the Participant, we would like to kindly ask you to send us information of such change.
For the purpose of data updating, ACOMWARE may be contacted as follows, mainly via e-mail at osobni.udaje@acomware.cz.
We may process data on our potential, current or past partners also for the purpose of the so-called direct marketing, which typically includes sending of e-mails or telephone contacts to offer similar products or services you bought from us in the past, i.e. mainly offers for participation in other conferences or for our related products and services. Sending of offers is not limited in time, unless you express your wish for us to stop sending such offers to you – in such case, we will comply with your request. However, we will still process the basic data on our communication for a reasonable period to be able to evidence why we used to send such offers to you. We will not transfer your data to any third parties for the purpose of sending you offers (except for our subcontractors – the processors who will carry out processing directly for us).
The Participant acknowledges that under Section 7 of Act No. 480/2004 Coll. ACOMWARE will send business messages to his/her address (including e-mails), he/she will be contacted by means of unsolicited direct mailing comprising business messages and by means of unsolicited telemarketing comprising business messages concerning the products, business and services of ACOMWARE. Sending of such newsletters will be carried out in reasonable intervals, usually not more frequently than once per 14 days.
The user may refuse receiving of such messages e.g. at the address of ACOMWARE’s registered office or by means of the following e-mail address osobni.udaje@acomware.cz. Unless the Participant explicitly determines otherwise, such refusal will not affect sending of other types of messages than those that the Participant negated.
Nowadays, processing is mostly carried out by computers, so we will usually process your data in our computer system (e.g. in our CRM system within the Gmail application, as concerns e-mails, and in our accounting system, as regards the data needed for invoicing, etc.). This does not prevent processing of documents in files, such as the system for storing hard copies of the agreements.
ACOMWARE will process personal data mainly in its computer systems and the computer systems of its processors. Documents will be processed by ACOMWARE in its file system. Provision of the processed data by the Participant is voluntary (but without provision of certain data participation at the conference will not be permitted and in some cases some data is subsequently required by the law, mainly the book-keeping regulations).
Not all personal data processing is carried out by our Company alone. We sometimes hire third parties, the so-called personal data processors. We strive to choose such processors that are sufficiently reliable.
ACOMWARE may disclose personal data to third parties only in cases when it is required or allowed for by the legal regulations or based on the Participant’s consent. ACOMWARE discloses personal data only in the usual extent to the processors or other recipients – suppliers of external services (usually programming or other supporting technical services, suppliers of computer systems, server services and e-mail distribution services and providers of archiving services), operators of (back-up) servers or operators of the technologies used by ACOMWARE that process such personal data for the purpose to ensure functionality of the provided services; to the persons helping ACOMWARE in organising conferences, i.e. the organization services provider or the person ensuring the premises. We may also disclose your personal data in the necessary extent to our legal, economic and tax advisers and auditors that process data for the purpose of providing consultancy services. Personal data concerning debtors may also be disclosed to the company providing debt insurance services or the collection agencies with the aim of debt collection. Personal data of the Participants may also be provided to the company providing the conference insurance services or any related liability insurance to ACOMWARE. At the request or in the case of any suspicion of illegal acting, personal data may be also handed over to public administration authorities. If a conference is co-organized by another person, personal data may also be disclosed to such person.
While the principle of free movement of persons in the EU applies under the Regulation, the Regulation limits personal data transfers in countries out of the EU. Our Company does not usually transfer personal data to foreign countries outside the EU. However, your personal data may be processed in the computer system the servers of which are located outside the EU, even though we do our best to avoid such situations. With regard to the systems usually used in enterprising, it would concern the system used by servers located in the United States of America. In such case, we would select as the contractual partner a company that fulfils the conditions concerning secure data transfers between the EU and USA, as approved by the European Commission, the so-called Privacy Shield.. In the event that we decide to transfer your personal data into a country outside the EU, we will notify you in an appropriate manner, if needed.
Every personal data processing brings about certain risks. They may differ with regard to the extent of the processed data and the way of its processing. We are listing some recommended procedures below that can help you better protect your data:
A natural person has the right to ask our Company as the personal data administrator to:
(i) That we process with his/her consent; or
(ii) That we process to perform an agreement of which such natural person is a party of to perform any measures accepted before signing any agreement at his/her request,
in a structured, commonly used and machine-readable form; the natural person has the right to provide such data to another administrator under the terms and with the limitations set forth in Article 20 of the Regulation; and
When we receive such request, we will inform the applicant about the measures taken without undue delay, and in any case within one month from the date of the request delivery. In the case of need, it is possible to extend the period for two more months, with regard to the complexity and number of such requests. In certain cases defined in the Regulation, our Company is not obliged to satisfy the above request or any part thereof. It will mainly concern the case when such request is clearly unjustified or unreasonable, mainly because it is repeated. In such cases we may (i) require a reasonable fee taking into account the administrative costs related with the provision of the required information or notification or with the required acts; or (ii) refuse to satisfy the request.
If we receive the above request, but we have reasonable doubts concerning the applicant’s identity, we may ask for provision of supplementary information needed to verify his/her identity.
We will store the information on your rights exercised in relation to our Company and on the way we dealt with your request for a reasonable period (usually 3 years) for the purpose of evidencing such facts, for statistical purposes and to improve our services and protect our rights.
If you believe that ACOMWARE is processing your personal data in an unauthorized way or otherwise breaches your rights, you may file a complaint with the supervising authority (i.e. the Office for Personal Data Protection) or you have the right to ask for judicial protection.
In the case of any comments and questions concerning personal data protection and to contact as concerns exercising of your legal rights, you may use the following contacts:
ACOMWARE s.r.o.
Prague 4 – Pankrác, Budějovická 778/3, Postal Code 140 00
e-mail: osobni.udaje@acomware.cz
Tel.: 724 383 132
Data box ID: xbbi32q
Terezie Charvátová
Event Manager
E-mail: terezie.charvatova@acomware.cz
Phone +420 724 383 132
