Privacy Policy
1. Introduction
Polish Go Association ('us', 'we', or 'our') operates the egc2025.pl website (the 'Service'). This Privacy Policy (the 'Policy') outlines how we collect, use and protect personal data in accordance with the General Data Protection Regulation (GDPR). It applies to personal data provided by individuals registering for European Go Congress 2025 organized in Warsaw from July 19th to August 3rd, asking a question and visiting the Service’s website. The Policy also describes the individuals’ rights associated with the processing of personal data.
2. Data Controller
The Controller of personal data provided by you is Polish Go Association with its registered office at Synów Pułku 1/15 Street, 01-354 Warsaw, under the number KRS: 0000176948, NIP: 9512110044, REGON: 001237566. The Controller can be reached by sending an email to [email protected] or via EGC 2025 Helpdesk System , ticket type "Data Protection".
3. Data Collection
We collect the following personal data: first name, last name, e-mail address, telephone number, birthdate , gender, country, photos taken during EGC.
4. Purpose of Data Collection
Your personal data will be processed for the following purposes:
Registering participants and visitors for the congress:
- Contractual necessity (Article 6(1)(b) GDPR)
- Legitimate Interests (Article 6(1)(f) GDPR)
Contacting participants and visitors as part of organizational efforts preceding the congress:
- Contractual necessity (Article 6(1)(b) GDPR)
Fulfilling tax and accounting obligations (including those related to maintaining and storing accounting and tax documentation):
- Legal obligation (Article 6(1)(c) GDPR)
Archiving documents and information related to congress registration:
- Legitimate Interests (Article 6(1)(f) GDPR)
Compiling statistics and reports and archive the number of congress participants for the internal needs of the Controller:
- Legitimate Interests (Article 6(1)(f) GDPR)
Establishing, exercising or defending legal claims related to organizing the congress:
- Legitimate Interests (Article 6(1)(f) GDPR)
Using materials for marketing, promotional and informational purposes related to future editions of the Congress and other events organized by the Polish Go Association , in traditional and digital media format (including photo & video coverage):
- Consent (Article 6(1)(a) GDPR)
- Legitimate Interests (Article 6(1)(f) GDPR)
- Consent (Art. 81 Act of February 4, 1994 on Copyright and Related Rights)
Signing up for the congress newsletter:
- Consent (Article 6(1)(a) GDPR)
Ensuring the proper functioning of the Service’s features:
- Legitimate Interests (Article 6(1)(f) GDPR)
5. Data Retention
The Data Controller only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing. In the case of processing for the purpose of pursuing or defending against claims - the data will be processed until the claims expire in accordance with the generally applicable provisions of Polish law. If the basis for processing is a legitimate interest - the data will be processed until an objection is submitted. Where the basis for processing is consent until it is withdrawn. The data subject has the right to withdraw consent at any time. Withdrawal of consent does not affect the lawfulness of the processing that was made on the basis of consent before its withdrawal.
6. Data Sharing
Access to your personal data is provided to the Polish Go Association staff responsible for carrying out the Congress and to other authorized staff according to the “need to know” principle (for example tournament referees). Where necessary, we may also share your information with service providers for the purposes of organizing the event (activities linked to management, follow-up and promotion of the Congress, including web-streaming, photos, audio-visual recording). The recipients of your personal data may also be entities and authorities that have the right to receive your data, but only in justified cases and in compliance with applicable provisions of law.
We may share personal data with:
- Europeangodatabase.eu for registering results of EGC 2025 tournaments
- Digitalocean.com providing IT services for us
- Mailjet.com ( Paris HQ, 43 rue de Dunkerque, 75010 Paris) as email provider
- (Karol) in connection with the fulfillment of tax obligations if required
Additionally, we may share personal data in form of photo & video coverage with:
- Third-party partners such as event sponsors and media organizations
- IT tools providers in order to inform about and promote the Congress through widely used communication channels, including the social media (for example Meta, Google)
7. Data Subject Rights
Due to the processing of personal data, you have the right to access data, right to rectify data, right to erase data, right to restrict the processing of data, right to object to the processing of data, right to transfer data, and the right to file a complaint with the Chairman of the Personal Data Protection Office. You are entitled to these rights in the scope provided for in generally applicable provisions of law, in particular provisions of the GDPR.
In addition, pursuant to Article 21 of the GDPR, with respect to processing which takes place pursuant to Article 6(1)(f), you are also entitled to object to processing performed by the Controller in this respect. To exercise the above-mentioned rights, simply contact us by e-mail or by post (contact details are provided in point 2).
8. Information about required/voluntary submission of Data
Your submission of personal data is voluntary, but is necessary for the purposes mentioned in point 4.
9. Consent for use of Photo and Video materials
Pursuant to Article 81(2) of the Copyright Law, a photograph or film depicting persons who are part of a mass event or gathering does not require consent to disseminate an image. Consequently, they also do not contain personal data, so they do not fall under the GPDR rights of Individual on photo.By participating in or attending our tournaments, you consent to the collection and use of your image for the purposes described in this Policy. Images may be taken for legitimate interests such as promoting future events, documenting the event or providing media coverage. We ensure that such use does not override your privacy rights. Photos will be used for promotional materials, our social media, our website, press releases, and other marketing activities related to EGC 2025 events.
Exception:
The tournaments winners and participants of European Go Championships will sign dedicated consent for usage of Photos and Video materials.
10. Transfer of data
Some of your personal data recipients may store data on servers located in the United States. The basis for data transfer is the standard contractual clauses approved by the European Commission in Article 46(2)(c) of the GDPR.
11. Special categories of personal information
We do not collect special category information about you.
12. Policy Updates
This policy may be updated. We will notify participants of any changes.
13. Effective Date
This policy is effective as of [registration opening date].