Privacy policy

This is a translation of the Swedish original. If the versions differ, the Swedish version prevails.

This policy describes how Mindact Solutions AB processes your personal data when you register for, take part in or contact the network Kvinnor leder AI, and when we contact you in your professional capacity. We process your data in accordance with the General Data Protection Regulation (GDPR) and supplementary Swedish data protection legislation.

Data controller

Mindact Solutions AB, company registration number 559293-6545, Lagastigen 16, 331 30 Värnamo, is the data controller. If you have questions about how we handle your data, you can reach us at kvinnorleder@mindact.ai.

What data we process

When you register, we collect the information you provide in the form:

• Name, email address and telephone number
• Company and role, if you provide them
• Chosen city and chosen package
• Preferred language (Swedish, English or no preference)
• Invoicing details: invoice recipient, company registration number, invoice address, invoice email and reference
• Anything you choose to write in the free-text fields about your expectations or anything else we should know before the meeting

We need the information marked as mandatory in the form in order to enter into the agreement and administer your place. Without it we cannot accept your registration. Other information is optional.

In the registration we ask about food preferences so that we can arrange meals and coffee breaks. If you write anything about, for example, allergies or accessibility, this counts as sensitive personal data. In that case, only provide what you yourself want us to know so that you can take part fully. We process it on the basis of your explicit consent and keep it no longer than up to and including your last meeting.

If you ask for the network to come to a new city, we save the city and your email address, and you receive a confirmation at that address. We use them only to get in touch with you about your city.

We may take photos at the meetings. Before we use a photo in which you appear publicly, for example on the website or on social media, we ask for your permission.

If we contact you in your professional capacity, for example about a collaboration or sponsorship, we save your name, your email address, where we found it and what we have discussed. We ask once and follow up once. If we do not receive a reply, we delete the data. If a collaboration comes about, we keep the data for as long as it continues. You can ask us to stop contacting you at any time.

Why we process it, and on what legal basis

• To administer your place and deliver the year. Legal basis: performance of a contract.
• To invoice and meet bookkeeping requirements. Legal basis: legal obligation under the Swedish Bookkeeping Act.
• To send reminders and information ahead of the meetings. Legal basis: performance of a contract.
• So that the ambassador in your city can welcome you and keep the group together. Legal basis: performance of a contract.
• For mailings about the network and new cities, if you have ticked the box for it. Legal basis: your consent, which you can withdraw at any time.
• To get in touch when a city you have asked for is on its way. Legal basis: legitimate interest, since you yourself have asked us to.
• To approach companies and organisations about collaboration or sponsorship. Legal basis: legitimate interest in reaching the right person in their professional capacity.

Who has access to the data

Your data is processed by us and by the suppliers we engage to run the service. They act as data processors and process the data only on our instructions:

• Supabase, for storing registrations
• Resend, for sending confirmations and information
• Vercel, for hosting the website
• Microsoft, which operates the mailbox to which registrations and questions are sent

Each city has an ambassador who keeps the group together locally. The ambassador in your city sees your name, company, role, email address, chosen package, preferred language and what you have written about what you want to get out of the year, so that she can welcome you and plan the meetings. She does not see your telephone number, your invoicing details or what you have written about food and allergies. The ambassador has undertaken to use the data only for the network and not to pass it on.

Some of these may process data outside the EU and EEA. In such cases we ensure a level of protection equivalent to that of the EU, through the European Commission's standard contractual clauses or an equivalent valid mechanism. We never sell your data and do not share it for other parties' marketing.

How long we keep data

We keep registration and participant data for as long as you are part of the network and for no longer than twelve months thereafter. Records relating to invoicing are kept for seven years after the end of the financial year, as required by the Swedish Bookkeeping Act. Data we process on the basis of consent is deleted when you withdraw your consent. Requests for a new city are kept for no longer than two years. Contact details from an enquiry about collaboration are deleted if we receive no reply, and otherwise kept for no longer than two years after the most recent contact. What we delete may remain in an internal history for no more than three months, so that mistakes can be corrected.

Your rights

You have the right to:

• know what data we process about you, and receive a copy
• have inaccurate data corrected and incomplete data completed
• have data erased when it is no longer needed
• object to, or request restriction of, certain processing
• receive data you have provided in a machine-readable format, data portability
• withdraw consent you have given, without affecting processing that has already taken place

Contact us at kvinnorleder@mindact.ai and we will help you. If you are not satisfied with how we process your data, you have the right to lodge a complaint with the Swedish Authority for Privacy Protection, IMY, imy.se.

No automated decisions

We do not make any automated decisions about you and do not carry out any profiling. Every registration is handled by a person.

Cookies

The website does not use any cookies for tracking or analytics and does not embed third-party tools that follow you. We only set the technical cookies needed for the site to work. To understand how the website is used, our hosting provider Vercel collects anonymous visitor statistics, without cookies and without individual visitors being identifiable or trackable.