Updated 1.11.2018

This Privacy Policy describes how personal data is processed by Sleetmakers.

We process your data responsibly and we want to be worthy of your trust. You can influence the way in which your data is processed. In this Privacy Policy, we describe your personal data rights and how to exercise them.

Your data will be stored when you reserve a ticket through Eventbrite or otherwise interact with the organizers of Sleetmakers. We process your data when producing the event and for the purpose of offering you a wonderful night. In the future, we want to create increasingly better experiences, and the data we collect will help us to understand what sort of audience is interested in the legal tech startup scene.

From where do we collect data?

We collect data about you, for example, when you:

  • register as a participant (reserve a ticket)
  • register as a displayer (demo spot)
  • register as a pitcher
  • give us a marketing permission and receive messages from us
  • take part in some of our marketing campaigns or marketing surveys or an opinion poll we organize
  • give us feedback, leave us a message to contact you or otherwise get in touch with Sleetmakers
  • are a contact person or a representative of one of our stakeholders
  • share, publish, comment on something or send a message in Sleetmakers’ social media channels. We carry out social media monitoring on general level to understand our participants better and to develop our marketing.

We can also collect and process data about you from other registers of the Associations (see below: Controllers) organizing the Sleetmakers.

What kind of data do we collect?

We get some of the data directly from you, for instance, when you register to the event.

We collect the following data about you:

  • Name and contact details: We collect your first and last name, email address, social media accounts and other similar contact details.
  • Demographic data: We collect other descriptive data, such as age, occupation, language and country to learn more about our participants.
  • Customer relationship data: We collect data, for example, on your registration or other activities. We collect information on customer feedback and other customer contacts.
  • Data on representation: We collect information about your position in the company or other organisation you represent, as well as the name and the contact details of the company or organisation in question, when you interact with us as a representative of your company or other organisation or stakeholder group. We also collect other information necessary for the management of the relationship between Sleetmakers and the company or organisation you represent.
  • Market surveys and opinion polls: We collect data in the interest of developing our event on the basis of the results of these market surveys and polls.
  • Data on interest: We collect data on your interests related to the event, e.g. on what you would like to see next year.
  • Marketing permissions and prohibitions
  • Visual recordings: We may take photographs or record video at Sleetmakers. If we photograph you in particular and not the whole audience, we will ask for your consent to publish the image. Your picture may also be recorded by our live streaming cameras.

You can influence the type of data we collect. However, participation in the Sleetmakers event requires that you submit your personal data. If you decide not to submit your personal data to us, we may be unable to provide all the possibilities of the event to you.

What is the data used for?

We process your data in order to organise the event called Sleetmakers. We also process your data if it is necessary for the realisation of Sleetmakers’ legitimate interests.

“Legitimate interest” refers to our actions that are allowed by law and which are in direct relation to Sleetmakers’ operations. Sleetmakers may act on the grounds of legitimate interest where a significant and pertinent relationship exists between the participant and Sleetmakers. This means that the relationship has been formed for the purpose of participating in the event itself or in the organisation of the event in the role of e.g. audience, a member of organising associations or a member of partnering organisations.

In assessing legitimate interest, both the interests of the participant and Sleetmakers are evaluated, taking in to account the realisation of fundamental rights, the nature and purpose of use of the data co llected, and data security. This process has been explained e.g. by the European Data Authorities and we follow these established guidelines.

The participant has the right to object to processing that occurs on the basis of a legitimate interest. We explain this further in section 8 of this document. In some cases, we may ask your consent for processing your data for example by using opt-in check boxes in registration or other forms.

We also process your data to better be able to market our event. We may also process your data when conducting marketing surveys and opinion polls to gain a better understanding of our participants and thereby make the event better. We target our content to provide you with information about our event that is as relevant as possible. The targeting of our content is based on interests and information we have collected. For example, we might send different information to investors than startup entrepreneurs.

We process the data for analysis, for compiling statistics and reporting, again, mainly to develop our event and to improve the participant experience.

How long do we store your data?

We do not store your data any longer than necessary for the purposes described in this Privacy Policy and to comply with any mandatory legislation. We store your data for 14 months. Each year after the event we delete the last year’s participants. We may store the data longer, if you give us your consent for that.

Please note that regardless of what has been said above, we may make an exception in retention period when a legal claim is made against Sleetmakers or when the handling of matters related to such a claim is incomplete.

Who can process your data, and do we disclose it to third parties?

Your data is processed within the Sleetmakers team. We may disclose your data to the authorities, for example, if the law requires us to do so. To fulfil our contractual obligations, we may disclose personal data to third parties. Such third parties include our partners offering the ticket service (Eventbrite) and marketing partners (Slush). These parties may also act as the controller in terms of personal data needed for the registration. We advise you to read the data protection policies of Eventbrite, Slush and other third parties. However, we do not, as a rule, disclose your data to third parties in such a manner that they would be able to use it for other purposes than those defined by Sleetmakers. When using subcontractors or service providers we obligate them with appropriate contractual means to maintain a level of information security that is adequate to protect your data and to comply with personal data legislation.

Do we transfer your data beyond the borders of the EU or EAA (“third countries”)?

Due to using Facebook and Eventbrite, your data may be transferred to the United States. Our service providers in the United States comply with rules of the Privacy Shield agreement between the EU and the United States , to ensure an adequate level of data protection. You can read more about the Privacy Shield agreement between the EU and the United States on the website of the European Commission.

How can you influence the processing of your personal data?

You can control how Sleetmakers collects and uses your data.

You are entitled to influence the processing of your data in the following ways:

  • You have the right to forbid the processing of your personal data for the purposes of direct marketing at any time (right to object). Please note that you may receive marketing communication from Sleetmakers in relation to your work or area of responsibility. The easiest way to opt out is to answer the message or send an e-mail to info@sleetmakers.com and tell us that you do not want to receive any marketing from us.
  • In some situations, you may have the right, for reasons related to special personal circumstances, to object to the processing of your personal data beyond the purposes of direct marketing when it is done by virtue of Sleetmakers’ legitimate interest. When you would like to do so, send an e-mail to info@sleetmakers.com and tell us the special personal reason due to which the processing your data should be stopped.
  • You have the right to request access to data concerning you or to receive confirmation that we do not process data concerning you (right to access). Send the request to info@sleetmakers.com.
  • In some cases, you have the right to receive the personal data you provided to us in digital format so that you can transfer it to another controller (right to portability). Please send your request to info@sleetmakers.com
  • You have the right to have data rectified (right to rectification). If your data is incorrect, inaccurate, incomplete or deficient, you can e-mail us to info@sleetmakers.com and ask us to rectify or complete the data.
  • In certain situations, you may have the right to restrict processing (right to restriction of processing). In other words, if you dispute the accuracy of your data, you have the right to restrict its processing for period of time that allows us to ensure that your data is accurate. Please send us an e-mail to info@sleemakers.com
  • You have the right to have your data erased in certain situations (right to be forgotten). For example, when processing of your personal data is no longer necessary for the purposes for which it was collected, or the processing was based on your consent and you wish to withdraw that consent. Please note if your personal data is necessary for the purpose of, for instance, the registration of your participation to the event, we cannot remove your data. You can send us an e-mail to info@sleetmakers.com.

Who can you turn to if you have questions concerning the processing of your data?

You can always contact us via info@sleetmakers.com. We are happy to help with any questions you might have.

If you think that we have infringed upon your rights based on personal data legislation, you can also file a complaint with your local data protection authority. We nevertheless recommend that you first get in touch with us, so we can help you in the best way possible.

Controllers

Sleetmakers is organized by three non-profit organizations, who together are the joint controllers:

Finnish Legal Tech Forum
http://legaltech.fi
legaltechfinland@gmail.com

Legal Tech Lab of the University of Helsinki
https://www.helsinki.fi/en/networks/legal-tech-lab
info@legaltechlab.fi

Legal Design Summit
https://www.legaldesignsummit.com/
info@legaldesignsummit