Privacy Policy

This Privacy Policy explains how personal data is processed in connection with the EBC Warsaw event taking place on 30 September 2026 in Warsaw, Poland, and the related event website.

The event is organised under the community brand Employer Branding Community (“EBC”). Employer Branding Community is not a separate legal entity.

For the purposes of event organisation and this Privacy Policy, the responsible organising representative and data controller is:

Kateryna Drobot, Private Entrepreneur
Tax ID / RNOKPP: 3165206564
Registered in the Unified State Register of Legal Entities, Private Entrepreneurs and Public Organisations of Ukraine
Registered address: 42 Volodymyra Ivasiuka Avenue, Apt. 18, Kyiv, 04213, Ukraine
Email: info@ebcua.com

In this Policy, “EBC”, “we”, “us” or “the Organiser” refers to Employer Branding Community and its organising representative identified above.

This Policy applies to personal data processed by EBC in connection with:

• the EBC Warsaw event website;
• event registration information received from Children of Heroes;
• operational event emails and correspondence;
• the event guest list and venue access;
• photography and video recording during the event;
• questions, requests and complaints sent to EBC.

The donation and payment form is operated separately by the Children of Heroes legal entity identified in that form and in the corresponding payment confirmation or receipt.

Children of Heroes processes donation and payment data under its own privacy policy, terms and donation rules.

EBC may process the following information about confirmed participants:

• first name;
• last name;
• email address;
• company;
• role or job title;
• donation amount;
• payment status;
• donation and registration timestamp;
• event attendance and guest-list status;
• correspondence sent to EBC;
• requests to amend or transfer a registration;
• photographs and video recordings captured during the event.

We may also process limited technical information generated when the website is accessed, such as:

• IP address;
• browser and device information;
• request timestamps;
• security and server log information.

EBC does not receive or store:

• payment-card details;
• bank-account information;
• payment authentication credentials;
• full payment-processing records held by the payment provider or Children of Heroes.

We may receive personal data:

• from Children of Heroes after a donation and event registration have been successfully completed;
• directly from you when you contact us by email;
• when you request a registration amendment or transfer;
• through the event guest list and check-in process;
• through professional photography and video recording at the event;
• automatically through strictly necessary website infrastructure and security logs.

We process personal data for the following purposes:

Event registration and administration

To:

• verify and manage confirmed registrations;
• maintain the attendee and guest list;
• send venue instructions, reminders and operational updates;
• answer participant questions;
• process approved attendee-detail changes or seat transfers;
• manage admission and event security.

Where applicable, this processing is necessary to take steps at your request and administer your participation under the Event Participation Terms.

Legitimate operational interests

We may process data where necessary for our legitimate interests in:

• planning and operating the event;
• maintaining event and venue security;
• preventing misuse of confirmation emails or guest-list access;
• keeping accurate administrative records;
• responding to complaints or legal claims.

We assess these interests against the rights and interests of participants.

Legal compliance

We may process or retain information where required to:

• comply with applicable law;
• respond to lawful requests from authorities;
• establish, exercise or defend legal claims.

Event photography and communication

We may process event photographs and video materials to:

• document the event;
• report on EBC activities;
• publish event highlights;
• promote future EBC events and community activities;
• use relevant materials on the EBC website, LinkedIn, Instagram, newsletters, presentations and other EBC communication channels.

We rely on an appropriate lawful basis for such use, including legitimate interests or consent where required by applicable law.

We do not use event registration details for unrelated marketing or add participants to a newsletter without a separate opt-in.

Event participation is confirmed through a donation made using the secure Children of Heroes campaign form.

The form is operated by the Children of Heroes legal entity identified:

• in the donation form;
• in the applicable legal policies;
• in the payment confirmation or receipt.

Children of Heroes independently processes the donation and payment transaction.

After a successful donation and registration, the following attendee information may be shared with EBC solely for event administration:

• first name;
• last name;
• email;
• company;
• role or job title;
• donation amount;
• payment status;
• registration timestamp.

The relevant Children of Heroes privacy policy and donation terms apply to the donation and payment process.

Personal data may be accessed or shared only where reasonably necessary with:

• authorised members of the EBC event organising team;
• Children of Heroes in connection with donation-based registration;
• SKELAR, venue reception or venue security where required for access and safety;
• hosting, email, IT and infrastructure providers supporting the event website and operational communication;
• professional advisers where necessary;
• courts, regulators or public authorities where legally required.

We do not sell participant personal data.

We do not provide participant details to advertisers or unrelated commercial partners.

EBC’s organising representative is established in Ukraine, while the event takes place in Poland and the Children of Heroes donation form may be operated by an entity established in another country.

As a result, event registration information may be transferred internationally, including between the European Economic Area and Ukraine.

Where applicable data-protection law requires specific safeguards for such a transfer, the relevant organisations will use an appropriate lawful transfer mechanism and protective measures.

EBC normally retains the event attendee list and related operational correspondence for up to 12 months after the event.

Information may be retained for longer where reasonably necessary to:

• comply with legal obligations;
• resolve a complaint;
• establish, exercise or defend a legal claim;
• maintain essential accounting or organisational records.

After the relevant retention period, personal data will be deleted, anonymised or securely archived where appropriate.

Selected event photographs and video materials may be retained for a longer period as part of EBC’s event archive and communication materials, subject to applicable rights and lawful processing requirements.

As currently configured, the event website does not intentionally use:

• analytics cookies;
• advertising cookies;
• behavioural-tracking technologies;
• Meta Pixel;
• LinkedIn Insight Tag;
• Hotjar or similar session-recording tools.

The hosting and technical infrastructure may use strictly necessary technologies required to:

• deliver the website;
• maintain security;
• prevent abuse;
• balance traffic;
• retain essential technical preferences.

If analytics, advertising or other optional technologies are introduced later, this Policy and the website’s consent mechanism will be updated before those technologies are activated.

Depending on the law applicable to your circumstances, you may have the right to:

• request access to your personal data;
• request correction of inaccurate information;
• request deletion of your data;
• request restriction of processing;
• object to certain processing;
• receive certain data in a portable format;
• withdraw consent where processing is based on consent;
• submit a complaint to a competent data-protection authority.

These rights may be subject to legal conditions and exceptions.

To exercise a right or ask a privacy question, contact:

info@ebcua.com

We may need to verify your identity before completing a request.

Professional photography and video recording will take place during the event.

Participants who do not wish to appear in identifiable close-up photography or video should:

• inform the event team at the registration desk;
• request the designated visual opt-out marker or badge.

We will take reasonable steps to respect the request in planned and identifiable close-up content.

General wide-angle, crowd or incidental background footage may sometimes be difficult to exclude completely.

Interviews, video testimonials and attributed quotations will not be published as named personal endorsements without appropriate separate permission.

You may contact info@ebcua.com regarding a specific published image or recording.

The event is intended for participants aged 18 or over.

A person under 18 may attend only with prior written approval from the Organiser and any additional authorisation required from a parent or legal guardian.

We use reasonable organisational and technical measures to protect personal data from:

• unauthorised access;
• accidental loss;
• misuse;
• alteration;
• disclosure;
• destruction.

No online system is completely secure, but access to attendee information is limited to those who need it for event administration.

The event website may contain links to:

• Children of Heroes;
• SKELAR;
• event partners;
• LinkedIn;
• Instagram;
• other third-party websites.

Their privacy practices are governed by their own policies. EBC is not responsible for the content or privacy practices of third-party websites.

We may update this Policy where the event process, service providers or legal requirements change.

The latest version will be published on the event website with the updated revision date.

For privacy questions, requests or complaints:

Employer Branding Community
Represented by Kateryna Drobot, Private Entrepreneur
Email: info@ebcua.com