Privacy Policy - Mindtrek 2025

Marketing Privacy Policy

1. Registrar	Name: Centre for Open Systems and Solutions - COSS ry Address: PL 35, 33101 Tampere Additional contact information: +358 40 933 2565, info@mindtrek.org
2. Contact registrar	Name: Peppi Heikkilä Address: PL 35, 33101 Tampere Additional contact information: +358 40 933 2565, peppi.heikkila@mindtrek.org
3. Name of the register	Mindtrek Conference Marketing Registry.
4. Purpose of the register	This registry is used for marketing purposes to send information about Mindtrek conference.
5. Data in the register	Name and email address.
6. Source of information	Information is provided by you when subscribing to Mindtrek’s newsletter. You are able to subscribe to the list from Mindtrek’s website, while registering to the Mindtrek conference, entering a competition/draw, answering to a survey. Information has also been collected during trade fairs, events and other meetings. Subscriptions are based on permission and permission needs to be specifically given before you are added to the newsletter list. The information in this registry has been collected since 1997, when Mindtrek was first held under the name “Tampere Multimedia Competition”.
7. Use and disclosure of the data	Personal data is used for marketing purposes in order to send information and newsletters about Mindtrek by using Mailchimp.
8. Transfer to countries outside EU and EEA / Disclosure of the data to other third parties	By subscribing to our newsletter you are agreeing to transfer your personal data to Mailchimp. Mailchimp is operating from the US, which means your personal data will be transferred outside EU and EEA . For further information please see Mailchimp's Privacy Policy.
9. Protection of data	Mindtrek’s newsletters are sent through MailChimp. For further information please see Mailchimp's Privacy Policy and Terms.
10. Data Subjects Right of Access	Data subjects have the right to access their personal data stored by the registrar. Data subjects may exercise that right by sending written and signed contact requests to the registrar. Data subjects can ask the registrar to correct their information by sending a correction request to the contact registrar. Data subjects have the right to object to the processing of their personal data for the purposes of direct marketing, distance selling and other forms of direct marketing as well as market research, opinion polls, and for personal maternity and genealogy research. In the case of denial and rectification, the data subject may contact the contact registrar by mail or by e-mail. In electronic marketing, there is as a rule the right of denial by pressing the exit list button.

Participant Privacy Policy

1. Registrar	Name: Centre for Open Systems and Solutions - COSS ry Address: PL 35, 33101 Tampere Additional contact information: +358 40 933 2565, info@mindtrek.org
2. Contact registrar	Name: Peppi Heikkilä Address: PL 35, 33101 Tampere Additional contact information: +358 40 933 2565, peppi.heikkila@mindtrek.org
3. Name of the register	Participant register for the International Technology Conference - Mindtrek.
4. Purpose of the register	Personal data is needed / used for orders, credits, billing, recovery, contacts, transactions, customer enquiries, service development, reporting, marketing (based on customer’s consent), and other customer relationship management measures.
5. Data in the register	Name, email, phone number (optional), job title, level, organization, what country are you from, will you be attending the official after-party or other related events, dietary restrictions etc.
6. Source of information	COSS associations Customer Relationship Management (CRM) system PERSONAL DATA EXTRACT
7. Use and disclosure of the data	Personal data is used for e.g. creating personalized conference passes and QR codes, organizing services, statistics, billing, customer service and, and if consent given for marketing purposes via newsletter. When permission has been given by the customer, organizators can contact the data subject in order to set up meetings or events with Mindtrek sponsors and partners.
8. Transfer to countries outside EU and EEA / Disclosure of the data to other third parties	COSS association does not transfer your personal data to countries outside the European Economic Area (EEA) and European Union (EU).
9. Protection of data	The registry is protected by usernames, passwords and firewalls. Only the employees who have the right to handle customer information are entitled to use the customer relationship system. Each user has their own username and password in the system.
10. Data Subjects Right of Access	Data subjects have the right to access their personal data stored by the registrar. Data subjects may exercise that right by sending written and signed contact requests to the registrar. Data subjects can ask the registrar to correct their information by sending a correction request to the contact registrar. Data subjects have the right to object to the processing of their personal data for the purposes of direct marketing, distance selling and other forms of direct marketing as well as market research, opinion polls, and for personal maternity and genealogy research. In the case of denial and rectification, the data subject may contact the contact registrar by mail or by e-mail. In electronic marketing, there is as a rule the right of denial by pressing the exit list button.