Privacy policy

1. Who processes your data

The controller is Embassy of Innovators, Vilová 19, 851 01 Bratislava, Slovak Republic, company ID (IČO): [COMPANY ID].

For any questions about your personal data, contact us at jana.ohrablova [at] e-o-i.eu. We have not appointed a data protection officer, as the law does not require us to.

We organise the event as part of the Erasmus+ project Sustain_Ability (KA220-ADU, 2025–2028), coordinated by Työväen Sivistysliitto TSL ry (Finland).

2. What data we collect

• Contact details: first name, last name, email, and phone if you give it.
• Professional details: organisation, position, country, type of organisation and your role in education.
• Your answers in the form: experience with sustainability/ESG, interest in the pilot course, how you heard about the event and what you would like to discuss.
• Practical details: dietary requirements and accessibility needs, if you give them.
• Your consents: which of the three consents in the form you gave.
• Registration details: the date and time you submitted the form, the page language, and whether the confirmation email was sent. We do not store your IP address or other device data with your registration.
• At the event: the attendance sheet with your signature and, if you agree, photos and video.

3. What we use it for, and on what legal basis

Registration and organising the event

We use the data from the form to accept your registration, send you a confirmation, prepare the event (places, refreshments, materials) and contact you about the event, for example if the programme changes. If you said you are interested in the pilot course, we may send you information about it. Your answers about your practice help us prepare the programme and evaluate the event.

Legal basis: your consent (Art. 6(1)(a) GDPR), given in the form.

Dietary requirements and accessibility

These fields are optional, and we use them only to arrange refreshments and step-free access. They may reveal information about your health or beliefs, which are special categories of personal data. Please tell us only what we need to know (for example “gluten-free” or “step-free entrance”), not a diagnosis.

Legal basis: your explicit consent (Art. 9(2)(a) GDPR), which you give by entering this information in the form.

Erasmus+ project reporting

The project is funded by the European Union, and the grant agreement requires us to prove that the event took place and who attended. For this we keep the attendance sheet and basic participant data (name, organisation, country, type of organisation), and share them with the project coordinator and the bodies that check the project. Project reports contain only aggregated figures, such as the number of participants by country and type of organisation.

Legal basis: our legitimate interest in meeting the obligations of the grant agreement (Art. 6(1)(f) GDPR). This purpose is also named in the consent in the form. We therefore keep the attendance sheet even if you withdraw your consent after the event.

Photos and video

Only if you gave your consent in the form. We use them to promote the Sustain_Ability project and the Erasmus+ programme: on the websites and social media of Embassy of Innovators and the project partners, in project reports, and on the Erasmus+ Project Results Platform. If you do not consent, we will try not to photograph you and will not publish material in which you can be recognised. You can also let the photographer know at the event.

Legal basis: your consent (Art. 6(1)(a) GDPR).

Project updates

Only if you asked for them. From time to time we will email you about further activities and results of the Sustain_Ability project, for example when the course is published. You can unsubscribe at any time by writing to us.

Legal basis: your consent (Art. 6(1)(a) GDPR).

4. Do you have to give us your data?

No, giving us your data is voluntary. However, we cannot accept your registration without the required fields (marked with an asterisk) and the consent to data processing. The consents to photography and to project updates are not a condition for taking part.

5. Who we share it with

• The Embassy of Innovators team organising the event.
• The project coordinator, Työväen Sivistysliitto TSL ry (Finland), and through them the Finnish National Agency for Erasmus+ (Opetushallitus – Finnish National Agency for Education), the European Commission, the European Education and Culture Executive Agency (EACEA) and auditors, only as far as needed to report on and check the project.
• The other project partners, only aggregated figures from which no one can be identified.
• The venue and the caterer, only the number of participants and any dietary or accessibility requirements, without names.
• Our processors: the web hosting provider whose server runs the page and stores the registrations, and Microsoft Ireland Operations Limited (Microsoft 365), through which we send and receive email.

We do not sell your data or share it with anyone for marketing.

6. Transfers outside the EU

We process your data in the European Union. Microsoft may process some data in the USA; such transfers are covered by the EU-U.S. Data Privacy Framework and by standard contractual clauses approved by the European Commission.

7. How long we keep it

• Dietary requirements and accessibility needs: deleted within 30 days after the event.
• Other registration data: up to 6 months after the event. After that we keep only what is needed for project reporting.
• Attendance sheet and reporting data: as long as the grant agreement requires, that is until the project’s checks and audits can no longer take place (usually 5 years after the final grant payment).
• Photos and video: for the duration of the project and the period in which its results must remain publicly available. After you withdraw consent we stop using them, but it may not be possible to remove them from material that has already been printed or published.
• Project updates: until you withdraw your consent, and no longer than one year after the project ends.

8. How we protect it

The form is sent over a secure connection (HTTPS). Registrations are stored on the web server in a file that cannot be reached from the internet, and only authorised members of our team can download the list.

9. Your rights

You have the right to:

• access your data and get a copy of it,
• have inaccurate or incomplete data corrected,
• have your data erased,
• restrict processing,
• data portability,
• object to processing based on legitimate interest,
• withdraw your consent at any time; this does not affect processing that took place before.

Just write to us at jana.ohrablova [at] e-o-i.eu. We will reply without undue delay, and within one month at the latest.

If you believe we handle your data unlawfully, you can lodge a complaint with the Office for Personal Data Protection of the Slovak Republic (Úrad na ochranu osobných údajov Slovenskej republiky), Hraničná 12, 820 07 Bratislava 27, dataprotection.gov.sk, or with the data protection authority in your own EU country.

We do not use automated decision-making or profiling.

10. The event page: cookies and third-party content

The event page uses no analytics or advertising cookies. The only cookie, a strictly necessary session cookie, is set after you submit the registration. It is used only to show the thank-you message and is deleted on your next visit to the page.

Fonts are loaded from Google Fonts (Google Ireland Limited) and the venue map from OpenStreetMap (OpenStreetMap Foundation, United Kingdom). When the page is displayed, these services receive your IP address and browser details. The web hosting provider records technical data about visits (IP address, time, page requested) in server logs to keep the site running securely. The legal basis is our legitimate interest in a secure, working website (Art. 6(1)(f) GDPR).

11. Changes to this policy

We may update this policy, for example if the way the event is organised changes. The current version is always on this page.

Legislation: Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR) and Slovak Act No. 18/2018 Coll. on the Protection of Personal Data.