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Privacy Policy

Effective from: 11.11.2026 · English translation - in case of any discrepancies, the Polish version prevails.

This document explains what personal data we collect on the MetalVerse conference website at https://konferencja.metalverse.pl (the “Website”), why we do it, who we entrust it to, how long we keep it and what rights you have.

§ 1. Controller and contact

  1. The controller of your personal data is Agencja Medialna Yoma Jolanta Mensfeld, ul. Agatowa 6/2, 58-150 Strzegom, Poland, NIP (tax ID) 884-24-86-792 (the “Controller”, “we”).
  2. For matters concerning personal data, you can write to info@jolantamensfeld.pl or by post to the Controller's address.
  3. The Controller has not appointed a Data Protection Officer, as the law (Article 37 GDPR) does not require it. Please contact the Controller directly in all matters.
  4. This Privacy Policy supplements the Website Terms. Data of conference attendees is also covered by the Conference Terms (§ 11), a short summary is available in the Information Clause, and the rules on cookies are set out in the Cookie Policy.
  5. We process data in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (General Data Protection Regulation, “GDPR”) and Polish data protection law.

§ 2. How we look after your data

  1. We only collect the data needed for a specific purpose and do not use it for purposes we have not told you about.
  2. We protect data with technical and organisational measures, including an encrypted connection (https), a firewall, two-factor login to the administration panel and regular backups.
  3. We do not sell data and do not make decisions about you based solely on automated processing, including profiling.

§ 3. What data, for what purpose and on what legal basis

1. Business form

  1. Data: company name, full name, job title, email address, phone number, type of partnership, message.
  2. Purpose: replying to your enquiry and preparing a partnership offer (partnership, exhibition stand, media patronage, talk).
  3. Legal basis: Art. 6(1)(b) GDPR (steps taken at your request before entering into a contract) and Art. 6(1)(f) GDPR (our legitimate interest - correspondence with business partners); if you tick the marketing consent - Art. 6(1)(a) GDPR.
  4. Your enquiry is sent to us by email and is not stored in the Website database.

2. Newsletter

  1. Data: email address (and first name, if you provide it).
  2. Purpose: information about the MetalVerse conference - speakers, agenda, tickets and future editions.
  3. Legal basis: Art. 6(1)(a) GDPR (consent). You confirm your subscription via a link sent to your address. You can unsubscribe at any time using the link in the footer of every email.
  4. We send the newsletter using Sender and/or MailerLite.

3. Tickets and conference attendance

  1. Tickets are sold by Bilety24.pl (also at bilety.jolantamensfeld.pl, which runs on its infrastructure). For sales and payments, Bilety24.pl is a separate data controller. Competition tickets are issued by the luma.com platform - also as a separate controller.
  2. We process attendee data (e.g. full name, email address, invoice details) to organise the conference, check tickets, contact attendees, provide recordings to VOD ticket holders and issue accounting documents.
  3. Legal basis: Art. 6(1)(b) GDPR (contract), Art. 6(1)(c) GDPR (tax and accounting obligations), Art. 6(1)(f) GDPR (establishing, pursuing or defending claims).
  4. Rules on the image of attendees are set out in the Conference Terms (§ 7 and § 11).

4. Email correspondence

  1. Data: email address and any information you include in your message.
  2. Purpose and legal basis: replying and further contact - Art. 6(1)(f) GDPR (our legitimate interest).

5. Statistics and videos - only with your consent

  1. Statistics: we use Google Analytics to see, in aggregate, how visitors use the Website. It only starts after you consent in the cookie banner. We have disabled sharing data with Google for other purposes.
  2. Videos: YouTube videos only load after you consent to marketing cookies (in the banner or with the “Accept and play” button on the video). We use the privacy-enhanced mode (youtube-nocookie.com).
  3. Legal basis: Art. 6(1)(a) GDPR (consent), which you can change or withdraw in the Cookie Policy.

6. Website security and operation

  1. Data: IP address, browser and device information, pages visited and time of visit.
  2. Purpose: protecting the Website against attacks (e.g. hacking attempts or password guessing), detecting abuse and making backups.
  3. Legal basis: Art. 6(1)(f) GDPR (our legitimate interest - security and continuity of the Website).

7. Our social media profiles

  1. The Website footer contains plain links to our profiles (Facebook, X, LinkedIn, Instagram, YouTube) - the Website does not send any data to these platforms while you browse.
  2. On the profiles themselves, data is processed by the platform operators under their own rules; we process the data of people who contact us there on the basis of Art. 6(1)(f) GDPR.

§ 4. Who we share data with

  1. We entrust data to entities that provide services to us and process data only on our instructions:
    1. hosting provider (servers in Poland),
    2. newsletter sending service provider,
    3. Google - for Google Analytics and YouTube (after consent),
    4. providers of website protection and backup storage services,
    5. email and IT service providers and our accounting office.
  2. Separate data controllers are: Bilety24.pl, luma.com and social media operators.
  3. We may disclose data to public authorities where required by law.

§ 5. Transfers of data outside the European Economic Area

Some of our providers (including Google and the website protection provider) may process data, e.g. IP addresses, outside the European Economic Area, in particular in the USA. Such transfers are based on a European Commission adequacy decision (EU-U.S. Data Privacy Framework) or on standard contractual clauses approved by the European Commission. On request, we will provide information on the safeguards applied.

§ 6. How long we keep data

  1. Business form and correspondence - for the duration of talks and cooperation, and then until any claims become time-barred.
  2. Newsletter - until you withdraw consent (unsubscribe).
  3. Attendee data - for the duration of the contract, and then until claims become time-barred; accounting documents - for the period required by tax and accounting law.
  4. Statistics - 14 months.
  5. Technical data used for security - up to 30 days.
  6. Backups - up to 4 weeks, after which they are automatically replaced with new ones.

§ 7. Your rights

  1. You have the right to:
    1. access your data and obtain a copy,
    2. rectify or complete your data,
    3. request erasure of your data (Art. 17 GDPR),
    4. request restriction of processing (Art. 18 GDPR),
    5. data portability for data you have provided to us (Art. 20 GDPR),
    6. object to processing based on our legitimate interest (Art. 21 GDPR),
    7. withdraw your consent at any time - without affecting the lawfulness of processing before withdrawal.
  2. To exercise your rights, write to info@jolantamensfeld.pl. We will reply without undue delay and within one month at the latest.
  3. You also have the right to lodge a complaint with the President of the Polish Personal Data Protection Office (ul. Stawki 2, 00-193 Warsaw) if you believe we process your data unlawfully.
  4. Providing data is voluntary, but without it you cannot use the relevant Website feature (e.g. the form, newsletter or conference attendance).

§ 8. Changes to this Privacy Policy

We update this policy when the law or the services used by the Website change. The current version is always available on this page, with its effective date at the top. We will inform newsletter subscribers of significant changes by email.

Conference Terms · Website Terms · Privacy Policy · Information Clause