WOMENGINEERS FOUNDATION PRIVACY POLICY
- INTRODUCTION
The Womengineer Foundation protects the personal integrity of individuals and is committed to ensuring that personal data is processed in a secure, correct and lawful manner. The Womengineer Foundation has adopted this policy in order to inform you about how we process your personal data. If you are going to provide personal data to us at the Womengineer Foundation in any way, we urge you to first read the policy.
- DATA CONTROLLER
The Womengineer Foundation, corporate registration number 802481-2268, is the data controller for the personal data processing described in this policy. If you have any questions about the processing of your personal data, please contact us at info@womengineer.org.
- HOW YOUR PERSONAL DATA IS PROCESSED
3.1 Student event (e.g. IGEday)
Which persons do we process personal data about?
Students who have registered to participate in an event organized by the Womengineer Foundation and relatives of such students.
What personal data do we process about you?
Your name, which school you attend, your age, and which event and/or company you want to visit, grade, email address, relatives and contact information for relatives and teachers, food preferences (if you state this), information in communication (email), history log regarding which events you have participated in. Furthermore, the history log is processed regarding which mailings we have sent you and whether you have responded to an evaluation/survey (your answers from such a survey are not saved).
How your data was collected
We have received the information from you when you registered for an event through the Womengineer Foundation.
Why and on what legal basis do we process your personal data?
Consent
With your consent, we process personal data for the following purposes:
- To be able to create a registration and administer your participation, including providing the company you are going to visit with information about your participation.
- To be able to contact you regarding issues related to the event and answer questions from you.
- So that you can have lunch and coffee during the event.
- After the event, we are interested in following up on what you thought of the event and whether you have chosen to study further in an engineering program. We will therefore contact you, for example, by sending out a survey that you can answer, but it is voluntary. The purpose is to create statistics about the above and evaluate whether the Womengineer Foundation achieves its goal of having as many female as male engineers graduate by 2030, so you are anonymous when answering the questions.
- To market the Womengineer Foundation's activities and keep statistics on who in our target group we reach, regarding age and geographical location.
We collect consent when you register for an event.
Balancing interests
If you do not give us your consent when you register for an event, we still need to process your personal data for the following purposes and with the support of our, and the company you are visiting, legitimate interest in organizing student events:
- To be able to create a registration and administer your participation, including providing the company you are going to visit with information about your participation.
- To be able to contact you regarding issues related to the event and answer questions from you.
- To be able to contact a relative of yours in the event of a crisis situation or if something were to happen to you during the event. The legitimate interest is to be prepared for accidents or an emergency/crisis situation.
How long do we store your personal data?
Data that is necessary to create an event registration and administer your participation will be deleted as soon as the event has taken place. The same applies to data about specified relatives.
We store data that we have collected with your consent for five years from the date the consent was obtained, but you always have the right to have your data deleted.
Who has access to your data?
Your data is processed by staff at the Womengineer Foundation. In order for us to achieve the purpose of the processing, we will need to provide your data to the following third parties:
- The company you have registered to visit,
- Subcontractor of systems, software and cloud services (these suppliers are personal data processors to us, read more under point 5 below).
3.2 Other events and contacts (e.g. Womengineer day)
Which persons do we process personal data about?
The natural persons who register for and participate in events that the Womengineer Foundation arranges or are involved in. Natural persons who otherwise come into contact with us, for example at trade fairs, participating in surveys, via communication channels, via email or signing up for our newsletters.
What personal data do we process about you?
Your name, email address, what education you are studying or have studied, how much time you have left in your education (if applicable), how you found the event, information in communication (letter, email), information that you send to us, and a history log regarding events you have participated in. Furthermore, a history log of which mailings we have sent you if you have responded to an evaluation is processed (your answers from such a survey are not saved).
How your data was collected
We received the information from you.
Why and on what legal basis do we process your personal data?
Events
If you register for an event organized by the Womengineer Foundation, we will process your personal data to create a registration, administer and implement the participation and the event, and evaluate and follow up on how it went. This includes processing such as creating participant lists, sending out information for the event, contacting you with questions related to the event, ordering food, and following up on what you thought of the event. We will therefore contact you, for example, by sending out a survey that you can answer, but this is voluntary. The purpose is to collect statistics and therefore you are anonymous when answering the questions. The legal basis for the administration of the registration is to fulfill the agreement entered into in connection with the registration. The legal basis for the processing that takes place in connection with follow-up and statistics is our legitimate interest in following up and developing the business.
At digital events, video and audio recordings are processed if you have activated your webcam and microphone. All participants at the digital event can see you and also receive your name. This happens in real time and is never recorded. The purpose is to carry out the participation and the event. The legal basis is to fulfill the agreement entered into in connection with your registration.
The Womengineer Foundation also processes your data to market our business and keep statistics on who in our target group we reach, regarding e.g. age and geographical location. The legal basis for this is your consent. If you have not given consent, this processing will not take place.
Communication in connection with inquiries
If you contact us through our digital communication channels, letters or e-mails, we must collect and store personal data. The purpose of the processing is to handle and respond to inquiries related to our business, the processing is based on our legitimate interest in answering incoming inquiries and conducting the business. Some inquiries may also be processed for our legitimate interest in complying with and demonstrating compliance with the laws and regulations to which we are subject, for example, issues relating to the exercise of data subject rights under data protection legislation.
Subscription to newsletters and blogs
The Womengineer Foundation processes personal data in connection with registration for subscription to our newsletters and/or blogs. The processing is carried out so that the Womengineer Foundation can administer the subscription and send out the information. The legal basis is to fulfill the agreement entered into in connection with registration as a subscriber.
How long do we store your personal data?
The data is saved for one year after your last participation. However, data about food preferences is deleted as soon as the event has taken place. If you have given consent to the processing, the period of time to which you consented applies instead, or until you withdraw your consent.
Data in communication in connection with inquiries is generally saved for a maximum of three months.
Personal data about subscribers is deleted upon termination of subscription.
Who has access to your data?
Your data is processed by staff at the Womengineer Foundation. In order for us to achieve the purpose of the processing, we will need to provide your data to the following third parties:
- Subcontractor of systems, software and cloud services (these suppliers are personal data processors to us, read more under point 5 above).
3.3 Suppliers and partners
Which persons do we process personal data about?
A natural person who represents or is employed by a supplier, corporate customer or partner of the Womengineer Foundation.
What personal data do we process about you?
We usually process names, contact details, information in communication (oral, email, letter) and in agreements.
How your data was collected
The data has been collected by you or your employer.
Why and on what legal basis do we process your personal data?
In connection with the contractual relationship between the Womengineer Foundation and your employer/client, we will process your personal data. It is necessary to administer the contractual relationship and perform accordingly. It is also necessary for the Womengineer Foundation to use the services or goods purchased in the intended manner. For example, for the purpose of receiving delivery of the products, using customer support, and handling invoicing. The processing is based on our legitimate interest in being able to administer the contract, fulfill our contractual obligations and exercise our contractual rights.
When you represent your employer at a digital event organized by us, video and audio recordings are processed if you have activated your webcam and microphone. All participants in the digital event can then see you and also receive your name. This happens in real time and is never recorded. The purpose is to carry out the participation and the event. The legal basis is our legitimate interest in fulfilling the agreement that has been entered into between us and your employer.
Where applicable, your personal data may be contained in a form that we need to retain for accounting purposes. The processing is then carried out on the basis that it is necessary to fulfil a legal obligation to which we are subject.
In some cases, your personal data may need to be processed in order for us to assert, investigate, respond to or defend ourselves against a legal claim, for example within the framework of a dispute with your employer. The processing is based on our legitimate interest in handling and defending legal claims, and safeguarding our rights arising from law or contract.
How long do we store your personal data?
Personal data is saved as long as the contractual relationship between the Womengineer Foundation and your employer/client exists and, as a general rule, for a period of two years thereafter. Data necessary for accounting purposes is saved for seven years.
Who has access to your data?
The data may also be shared with other suppliers to us if necessary to achieve the purposes, such as suppliers of systems, software and cloud services (IT services), as well as banks and accountants. Where applicable, the data may be disclosed to authorities and debt collection agencies. The suppliers we purchase IT services from are personal data processors to us.
- WHERE DO WE STORE YOUR PERSONAL DATA?
As a general rule, your personal data is only processed within the EU or EEA. In some cases, personal data may be disclosed to a party located outside the EU or EEA. The Womengineer Foundation only shares personal data with companies in third countries that have an adequate level of protection or companies that are considered to achieve an adequate level of protection through approved methods. We currently use a cloud service provider that is based in the USA, which means that personal data, in some form, may be processed in the USA. For more information about the security measures taken to achieve an adequate level of protection, you are welcome to contact us.
- DATA PROCESSOR
The personal data processors that are hired may only process personal data in accordance with the purposes and instructions that the Womengineer Foundation has provided for the processing. Furthermore, the assistant and those who act under the assistant's direction may never receive more information than is required for the performance of the service that the agreement with the Womengineer Foundation covers. When personal data is to be processed by a personal data processor, a so-called personal data processor agreement is drawn up.
- WHAT RIGHTS DO YOU HAVE AS A REGISTERED PERSON?
Right of access
You have the right to request access to the personal data that we process, as well as to receive information about, among other things, the purposes of the processing and who has received the personal data. The Womengineer Foundation, as the data controller, will provide you with a free copy of the personal data that is processed.
Right to rectification
You have the right to have your personal data corrected or, under certain conditions, restricted without undue delay. If you believe that the Womengineer Foundation is processing personal data about you that is incorrect or incomplete, you can demand that this be corrected or supplemented.
Right to erasure
You also have the right to have your data deleted, among other things, if it is no longer necessary for the purpose or if the processing is based on consent and this has been withdrawn. However, there may be legal requirements, contractual relationships or compelling legitimate interests that prevent us from deleting your personal data.
Right to object
As a data subject, you have the right to object at any time to the processing of your personal data if the legal basis for the processing is a balancing of interests. As a data subject, you also have the right to object at any time to the processing of your personal data if it is processed for direct marketing purposes.
Right to data portability
As a data subject, you have the right to obtain the personal data that you have provided to the Womengineer Foundation as data controller and have the right to transfer this data to another data controller (data portability). However, this applies provided that it is technically possible and that processing was necessary for the fulfillment of a contract.
Right to file a complaint
If you are dissatisfied with how we have processed your personal data, please contact us. You also have the right to file a complaint about our processing of personal data to: The Swedish Data Protection Authority, Box 8114, 104 20 Stockholm.
The Womengineer Foundation does not process personal data that involves automated decision-making, including profiling.
- USE OF EMAIL
Please note that unencrypted email can pose security and confidentiality risks. An email message can be compared to a postcard. Therefore, we ask that you do not provide information that you do not want a third party to have access to. Never provide sensitive information or information that could be used for unwanted purposes by a third party.
The Womengineer Foundation always has standard encryption enabled for email communication, but this is not always sufficient. In the event that we determine that the specific information cannot be sent with standard encryption and email, we will, if possible, add additional encryption, or use another method of communication. The same applies if you object to email communication being used.
- CHANGE OF POLICY
The Womengineer Foundation reserves the right to change and update this policy. In the event of material changes to the policy or if existing information is to be processed in a different way than stated, you will be informed in an appropriate manner.
Other questions
If you have any other questions regarding the processing of personal data, or any other question, you can email us at info@womengineer.org.