1. Introduction
The Womengineer Foundation protects the individual’s personal integrity and ensures that personal data is processed in a secure, correct, and legal manner. The Womengineer Foundation has adopted this policy in order to inform you about how we process your personal data. If you are in any way to provide personal information to us at the Womengineer Foundation, we encourage you to first read the policy.
2. Responsible for personal data
The Womengineer Foundation, corporate identity number 802481-2268, is responsible for the personal data processing described in this policy. If you have questions about the processing of your personal data, you are welcome to contact us at info@womengineer.org.
3. How your personal data is handled
1. Student events (such as IGEday)
Which people do we process personal data about?
Students who have registered to participate in an event organized through the Womengineer Foundation and relatives of such a student.
What personal data do we process about you?
What your name is, what school you go to, your age, and what event and / or company you want to visit, year, e-mail address, relatives and contact information for relatives and teachers, food preferences (if you state this), information in communication ( e-mail), history log regarding which events you have participated in. Furthermore, a history log is processed about which mailings we sent you and if you responded to the evaluation / survey (your answers from such a survey are not saved).
How your information was collected
We have received the information from you in connection with your registering for an event via the Womengineer Foundation.
Why and on what legal basis do we process your personal data?
Consent
With the support of your consent, we process personal data for the following purposes:
In order 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 with questions concerning 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 about the event and if you have chosen to study further in any engineering education. We will therefore contact you e.g. by sending out a questionnaire 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 and 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, current age, and geographical location.
We collect the consent in connection with you registering for an event.
Balancing of interests
If you do not give us your consent in connection with you registering 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 going to visit, a legitimate interest in organizing student events:
In order 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 with questions concerning 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 should happen to you during the event. The legitimate interest is to be prepared for an accident or an emergency / crisis situation.
How long do we store your personal information?
Information that is necessary to create an application for an event and administer your participation will be deleted as soon as the event has taken place. The same applies to information about the specified relative.
Information that we have collected with the support of your consent, we save for five years from the time the consent was obtained, but you always have the right to have your information deleted.
Who has access to your information?
Your information 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 information to the following third parties:
The company you signed up to visit,
Subcontractor of systems, software, and cloud service (these providers are personal data assistants to us, read more under point 5 below).
2. Other events and contacts (e.g. Womengineer Day)
Which people do we process personal data about?
The natural persons who register for and participate in events that the Womengineer Foundation arranges or participates in. Natural persons who otherwise come into contact with us, for example at trade fairs, participate in surveys, via communication channels, via e-mail, or register for our newsletters.
What personal data do we process about you?
What is your name, e-mail address, what education you are studying or have read, how much time you have left in your education (if applicable), how did you find the event, information in communication (letter, e-mail), information that you sends to us, and history log regarding events you have participated in. Furthermore, history logs are processed about which mailings we sent you if you responded to the evaluation (your answers from such a survey are not saved).
How your information was collected
We have received the information from you.
Why and on what legal basis do we process your personal data?
Event
If you register for an event organized through the Womengineer Foundation, we will process your personal data to create a registration, administer and implement the participation and the event, as well as evaluate and follow up on how it went. This includes deals such as drawing up participant lists, sending out information about the event, contacting you with questions concerning the event, ordering food, and following up on what you thought of the event. We will therefore contact you e.g. by sending out a questionnaire that you can answer, but it 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 notification is to fulfill the agreement entered into in connection with the notification. 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 in the digital event can see you and also get part of 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 notification.
The Womengineer Foundation also processes your data to market our business and keep statistics on who in our target group we reach, e.g. age and geographical location. The legal basis for this is your consent. If you have not given consent, this treatment 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 information. The purpose of the processing is to handle and answer inquiries related to our business, the processing takes place on the basis of our legitimate interest in answering incoming questions and conducting the business. Certain requests may also be processed for our legitimate interest in complying with and demonstrating that we comply with the laws and regulations to which we are subject, such as issues relating to the exercise of registered rights under data protection law.
Subscription to newsletters and blogs
The Womengineer Foundation processes personal data in connection with registering for subscriptions to our newsletters and / or blogs. The processing takes place 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 information?
The information is saved for one year after your last participation. However, information on food preferences will be deleted as soon as the event has taken place. If you have given consent to the treatment, the period of time that you have agreed to applies instead, or until you revoke your consent.
Information in communication in connection with inquiries is usually saved for a maximum of three months.
Personal information about subscribers is deleted at the end of the subscription.
Who has access to your information?
Your information 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 information to the following third parties:
Subcontractor of systems, software, and cloud service (these providers are personal data assistants to us, read more under point 5 above).
3. Suppliers and Partners
Which people 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 information, and information in communication (oral, e-mail, letter) and in agreements.
How your information has been collected
The information 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, in order to receive delivery of the products, use customer support, and handle invoicing. The processing takes place on the basis of our legitimate interest in being able to administer the agreement, fulfill our contractual obligations, and safeguard our contractual rights.
When you represent your employer at a digital event organized by us, video and audio recording is processed if you have activated your webcam and microphone. All participants in the digital event can then see you and also get part of 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 entered into between us and your employer.
Where applicable, your personal information may be stated on such data that we need to save for accounting purposes. The processing then takes place on the basis that it is necessary to fulfill a legal obligation incumbent on us.
Where applicable, 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 takes place on the basis of our legitimate interest in handling and defending legal claims, as well as safeguarding our rights that follow from law or agreement.
How long do we store your personal information?
The personal data is stored as long as the contractual relationship between the Womengineer Foundation and your employer / client lasts and, as a general rule, for a period of two years thereafter. Information necessary for accounting is stored for seven years.
Who has access to your information?
The information can also be shared with our other suppliers if it is necessary to achieve the purposes, such as suppliers of systems, software, and cloud services (IT services), as well as banking and auditors. Where applicable, the information may be disclosed to authorities and debt collection companies. The suppliers we buy IT services from are our personal data assistants.
4. 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 outside the EU or the EEA. The Womengineer Foundation only shares personal data with companies in third countries that have an adequate level of protection or companies that through approved methods are considered to achieve an adequate level of protection. We currently use a cloud service provider based in the United States, which means that personal data, in some form, can be processed in the United States. For more information on what safety measures have been taken to achieve an adequate level of protection, you are welcome to contact us.
5. Personal data assistants
The personal data assistants 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 management may never take part in more tasks than are required for the performance of the service covered by the agreement with the Womengineer Foundation. When personal data is to be processed by a personal data assistant, a so-called personal data assistant agreement is drawn up.
6. What are your rights as registered?
Right of access
You have the right to request access to the personal data we process, as well as receive information about, among other things, the purposes of the processing and who received the personal data. The Womengineer Foundation, as the person responsible for personal data, 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 processes personal information about you that is incorrect or incomplete, you can demand that it be corrected or supplemented.
Right to delete
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 of it is based on consent and this has been revoked. 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 registrant, you have the right to object to the processing of your personal data at any time if the legal basis for the processing consists of a balance of interests. You as a registrant also have the right to object to the processing of your personal data at any time if these are processed for direct marketing.
Right to data portability
As a registrant, you have the right to obtain the personal data that you have provided to the Womengineer Foundation as a 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 has been necessary for the fulfillment of the agreement.
Right to file a complaint
If you are dissatisfied with how we process your personal data, please contact us. You also have the right to submit a complaint about our personal data processing to: The Swedish Data Protection Authority, Box 8114, 104 20 Stockholm.
The Womengineer Foundation does not process any personal data that involves automatic decision-making, including profiling.
7. Use of email
Please note that email without encryption may pose security and confidentiality risks. An email can be compared to a postcard. Therefore, we ask you not to provide information that you do not want a third party to receive. Never provide sensitive information or information that may be used for undesirable purposes by a third party.
The Womengineer Foundation always has standard encryption enabled for email communication, but this is not always enough. In the event that we deem that the specific information cannot be sent with standard encryption and email, we will, if possible, add additional encryption, or use another communication method. The same applies if you object to the use of email communication.
8. 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 the existing information is to be processed in a manner other than that specified, you will be informed in an appropriate manner.