Privacy policy
Last updated December 11, 2024
1. Privacy Statement
This Privacy policy applies to the event management system sf-conference (referred to as the "System"), the website www.sf-conference.com presenting the System's offer (referred to as the "Website") and the demo version of the System demo.sf-conference.com (referred to as the "Demo Version"). In order to collectively refer to the Website, System and Demo Version, the term "Services" is used in the Privacy policy.
This page is used to inform visitors about our policies regarding the collection, use and disclosure of personal information if they choose to use the Services.
The services are provided by sf-labs sp. z o. o., ul. Józefa Marcika 6, 30-443 Kraków, Poland, REGON: 388297924, NIP: 6793213075 (referred to as the "Service Provider"), which collects and controls the information provided by you via the Services.
The system is launched at the request of the event organizer (referred to as the "Organizer") for a specific event. Unless otherwise indicated, all references to the "System" below mean a single use of the System to perform a specific task, including in particular the organization of one event (referred to as the "Event").
The Website and the Demo Version have been launched to promote and present the System's offer.
2. Definitions
GDPR - Rozporządzenie Parlamentu Europejskiego i Rady (UE) 2016/679 z dnia 27 kwietnia 2016 r. w sprawie ochrony osób fizycznych w związku z przetwarzaniem danych osobowych i w sprawie swobodnego przepływu takich danych oraz uchylenia dyrektywy 95/46/WE (ogólne rozporządzenie o ochronie danych).
3. Collection and use of information
If you decide to use our Services, you agree to the collection and use of information in connection with this policy. The Service Provider does not use or share your data with anyone except as described in this Privacy Policy.
Personal data collected by us through the Website, such as first name, last name, telephone number, email address, and any personal data provided by you in the message content, are used solely for contact and presentation of the details of the System launch offer for you.
Personal data collected by us through the System is used solely for the purpose of providing the System service to the Organizer. The Organizer controls what personal data is collected by the System through the configuration of the event registration form. All data you maintain during registration or after logging into the System is visible to the Service Provider, the Organizer, and all System Users to whom the Organizer has granted access to your data.
Personal data collected by us through the Demo Version, such as first name, last name, and email address, are used solely to launch an individual version of the System for you, presenting its capabilities. The system is launched with randomly generated data and allows for the entry of new data, including personal data. We do not use or share the data you enter into the Demo Version.
If the Organizer makes personal data available to the Service Provider or the Service Provider gains access to personal data in connection with the provision of Services, the processing of this data will be carried out in accordance with the provisions of the GDPR and the provisions of Polish laws supplementing the GDPR regulation.
The Service Provider and the Organizer shall bear separate responsibility for the processing of personal data as independent data controllers.
The Service Provider does not use any systems enabling automated decision-making based on your personal data or profiling tools.
Personal data provided by you via the Website or Demo Version will be stored until you request the deletion of the data. Personal data collected via the System will be stored and made available to the Organizer for a period of 2 years from the end of the event and for a period in accordance with applicable regulations, taking into account the limitation period for claims and tax liabilities.
4. Web browser data
Each time you use our Services, we collect data and information, including through third-party products, from your web browser and device. This data may include information such as Internet Protocol ("IP") address, web browser specification, device specification, operating system version, Service configuration, time and date of use of the Services, and other statistics.
5. Cookies
Cookies are files with small amounts of data that are commonly used as anonymous unique identifiers. They are sent to your browser from the websites you visit and are stored in your device's internal memory.
The website uses the services of third parties and the cookies provided by these services. The System and Demo Version use cookies to provide necessary functions such as authentication and authorization.
6. Use of third-party services
We use Google Analytics to analyze how you use the Services and Google reCAPTCHA to protect the Services from abuse by bots and automated systems. In connection with the use of these Google services, Google's Privacy policy applies.
We use Hotjar to better understand the needs of users using the Website, e.g. how much time they spend on which pages, what links they click, what they do, etc. Hotjar is a technology service that uses cookies and other technologies to collect data about the behavior of our users and their devices. This includes your device's IP address, device screen size, device type, browser information, geographic location (country only), and preferred language used to display the Website. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually prohibited from selling any data collected on our behalf. More information can be found on the Hotjar page.
7. AI Assistant
To improve event management and provide Organizers with a more personalized experience, the System provides an AI Assistant based on the advanced artificial intelligence technology ChatGPT. In order for the AI Assistant to analyze the question asked and generate an answer, the System provides OpenAI with the following information, configurable or supplemented by the Organizer:
- questions and commands given to the AI Assistant,
- the structure, fields and available options of the registration form,
- the structure, fields and available options of the form for creating other System users, such as administrators, representatives and reviewers,
- names of the categories of the papers.
In connection with the use of the ChatGPT service, the Privacy policy of OpenAI services applies.
The System does not share with OpenAI the data of participants and other users of the system, nor the data of papers, opinions, reviews, payments and invoices.
8. Security
All information we receive from you is stored on secure servers and we have implemented technical and organizational measures to protect your personal data. We continually evaluate our software through regular testing to minimize security risks. We further ensure that all communications with our Services are encrypted using TLS technology.
9. Links to other websites
The Services may contain links to other sites. If you click on a third-party link, you will be redirected to another site. Please note that external sites are not operated by us. Therefore, we strongly recommend that you read the privacy policies of these sites. We have no control over, and assume no responsibility for the content, privacy policies or practices of any third party sites or services.
10. Online payments for Event participants
The system provides online payments via the external imoje payment system operated by ING Bank Śląski S.A. based in Katowice. For the purposes of creating and processing online payments, the System provides them with the following personal data: name, surname and e-mail address of the event participant, as well as all payment data, including the subject of sale, amount and currency.
The system provides online payments via the external PayU payment system operated by PayU S.A. based in Poznań. For the purposes of creating and processing online payments, the System provides PayU with the following personal data: name, surname and e-mail address of the event participant, as well as all payment data, including the subject of sale, amount and currency.
The Service Provider is an obliged institution within the meaning of the Act of 1 March 2018 on counteracting money laundering and terrorist financing (Journal of Laws of 2018, item 723, as amended, hereinafter: "AML/CTF Act"). Therefore, when the Service Provider acts as a settlement agent, mediating in transactions between you and the Organizer, your personal data, such as name, surname, email address and invoice data, will be processed in order to fulfill the obligations incumbent on the Service Provider under the AML/CTF Act, in particular in order to identify you as a customer within the meaning of the AML/CTF Act, verify your identity and assess the risk of money laundering and terrorist financing related to occasional transactions with you.
11. Children's privacy
The Services are not directed to persons under 18 years of age. We do not knowingly collect personal information from persons under 18 years of age. If we discover that a person under 18 years of age has provided us with personal data, we immediately delete it from our servers. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us so that we can take the necessary steps.
12. Right to access and delete data
You have the right to request access to or change of your personal data collected by us and to delete it. You can submit requests regarding the processing of personal data by e-mail to office@sf-labs.com.
13. Right to lodge a complaint
You have the right to lodge a complaint with the supervisory authority responsible for the protection of personal data, which is the President of the Personal Data Protection Office.
14. Changes to this Privacy Policy
We reserve the right to update our Privacy policy. We therefore recommend that you review this page periodically for any changes. We will notify you of any changes by posting the new Privacy policy on this page.
This Privacy policy has been prepared in Polish and English. In case of discrepancies between the language versions, the Polish language version will prevail.
Contact us
If you have any questions or suggestions regarding our Privacy policy, please contact us at office@sf-labs.com