The operator of MICE Software platform is CODE&MORE Software House, based in Poland, 02-797 Warszawa, Aleja KEN 18/3a.
General provisions
This document explains and informs how the data of the users of the MICE Software platform are collected, processed and secured. Before using the platform, its websites and mobile applications, the user should read the content of this document.
Definitions
Whenever the Privacy Policy refers to:
Privacy Policy - this is understood as this document.
Platform - this is understood as the MICE Software platform, which provides tools for creating, managing and accessing event data (eg conferences, trips) through websites / web applications or mobile applications.
Operator - this is understood as CODE&MORE Software House, based in Poland, 02-797 Warszawa, Aleja KEN 18/3a.
Company - this is understood as the Operator's customer who uses the Platform's services as part of the organization and management of events.
Administrator - this is understood as a person who is a representative of the Company, who has an access and modification rights to data owned by the Company and which are entered and processed within and for the needs of services available on the Platform.
User - this is understood as a person, uses the resources of the Platform via websites / web applications or mobile applications.
Administration Panel - this is understood as a web application to which the Company's Administrators have access, and in which they have the ability to manage the Company's data within the Platform and use additional functionalities.
Application - this is understood as a mobile application (for iOS and Android platforms) and web application, which was created at the request of the Company by the Operator (Dedicated Application) or is a generally available application created by the Operator and which allows access to data and functionality about events created by the Company as part of the Platform.
Collection and processing of data by the Operator
The administrator of the personal data of the Administrators is the Operator.
The administrator of Users' personal data using Applications dedicated to the Company is the Company or entity specified in the privacy policy of the event to which the User has an access.
The administrator of Users' personal data using a non-dedicated application is the Company that organizes the event to which the User has access.
In the above cases, the Operator processes personal data only for the purposes of the functioning of the Platform services or for the purposes commissioned by the Company. The processing of personal data takes place in accordance with applicable law, including Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 ("GDPR") and the Act of 18 July 2002 on the provision of electronic services .
Administrator registration is necessary to enable access control and data security. Registration requires the following data: name, surname, email address, mobile phone number (optional) and password.
The Administrator's data (name, surname, mobile phone number and e-mail address) are available to other Company Administrators. The data may also be available to Users if the Company decides that such information should be available to its Users.
The operator collects information on the interaction of Administrators and Users. The information collected includes: device and login information, so-called system logs, containing date, time of visit and IP number of the device from which the connection was made, as well as data on statistics of viewing/using the Platform. Collecting such information is aimed at improving the operation of the Platform and analyzing the needs of people using it. In the case of an unregistered User, the data saved in the server logs are anonymous and do not allow identification of a specific person.
The Operator may receive information about the Administrator from payment operators, i.e. entities that enable the Administrator to make online payments for services purchased as part of the Platform. Operator receive information from them about the status of payment for the service.
When registering and logging into the Platform via authenticating service (e.g. Facebook, Google or Twitter) - the Operator receives personal data from those services, that includes email address, gender, user ID, date of birth, name, surname, phone number.
The Administrator's personal data is stored only for the time of having an account on the Platform. After deleting the account, the data is deleted and restricted to only first and last name. The data may be stored longer if such an obligation results from legal provisions or it is necessary for the Operator to defend or assert claims against the Administrators.
In the case of Users, the duration of personal data storage is determined by the Company, which is the administrator of personal data. In case of Users who use the Application to be able to participate in events organized by the Company, the Company may collect and process additional data about Users for purposes related to the organization of the event. Additional processing of User's data by the Company requires separate consents, which the Company may individually ask the User in the application (e.g. in the registration form, survey) or after.
Data sharing
In principle, the Operator does not make personal data of Administrators and Users available to individuals or third parties, except for situations in which the Operator has a legal basis, as well as at the request of entitled entities or when it is necessary to perform Platform services.
Access to Administrator's and Users' data may be obtained by entities whose services the Operator uses to provide Platform services (e.g. sms gateway). In any situation, the transfer of data to these entities is regulated by the applicable contract, the object of which is to secure the data against unauthorized access.
Due to the need to prevent certain functions in the Platform from performing Internet robots, the Operator uses the Google mechanism reCAPTCHA to sporadically investigate whether the behavior of people using the Platform does not bear the characteristics of robots' behavior. Therefore, the Operator may disclose Google Inc. the IP address of the user's computer.
Part of the Platform's service providers may store the data of the Administrators and Users outside of the territory of the European Economic Area. In such cases, data may be stored only in countries that provide an adequate level of protection of personal data.
Google Analytics and statistical services
The Administration Panel and Application use Google Analytics and similar services. They are used to monitor the proper functioning of the Platform and analyze Users' behavior. The data that is transferred to these services from them are anonymized, which means that the Platform does not provide any information that would allow the identification of a particular person by these services.
Cookies and device local storage
In order to ensure the proper functioning of the Platform, cookies and local storage are used on websites and Applications. Cookies are used only for technical purposes, i.e. remembering certain information on the browser/application side (e.g., temporary data, session ID) or for collecting statistical data. In the case of the Application, additional data may be saved on the device that is related to the functioning of the Application or the User's activity within the Application.
Rights of people using the Platform
Each Administrator and registered User has the right to inspect their data collected in the Platform. He also has the right to delete all data, which is equal to removing the Administrator or User account in the Platform, and as a result loosing access to the Administration Panel and Application. In order to obtain information about your data or delete data and account, the User should send such an application via e-mail to the address privacy@mice.software or to the inspector of personal data of the Company whose dedicated Application is used by the User.
Data security
The Operator undertakes to make every effort to secure data on the Administrator and Users. Practically, this means implementing an appropriate system to control access to these data, both at the technical level (software) and at the personnel level, by limiting the list of people (employed by the Operator) who have access to such data. The Operator will also inform Companies about the requirements and rules regarding data security.
Contact and the right to lodge a complaint
Users can contact the Operator via e-mail by sending a message to the support address support@mice.software or to the Privacy Inspector privacy@mice.software.