1.   What is this document for?

This document (“Policy“) contains information about protecting your privacy and security when visiting the prg.ai website, registering for prg.ai events, and applying for prg.ai positions. We (prg.ai, z. s., ID No.: 08345091, registered in the Register of Associations maintained by the Municipal Court in Prague, Section L, Insert 72281, registered office at Staroměstské náměstí 1/4, Staré Město, 110 00 Prague 1, Czech Republic) would like to inform you in particular about how we process your personal data and what rights you have in this regard. We would like to assure you that we take the protection of personal data seriously and that we strive to comply with all relevant legal standards, such as the GDPR in particular.

2.   What information do we process and how?

We process information about you in order to be able to offer you quality services. This may include the following information:

  • Information you give us yourself

If you would like to receive our newsletter, you must provide us with your email address. We use Mailchimp to send out our newsletter. If you are interested in how our providers handle personal data in this context, you can read the following documents: Mailchimp’s Privacy Policy and Mailchimp’s Data Processing Addendum.

When you register for one of our events, you are providing us with the information we need on the registration form to register you for the event and for you to attend. This includes your identifying information (e.g. your name), information about your profession (e.g. the company you work for and your job title), and information you give us in open-ended questions.

If you apply for a job vacancy at prg.ai (e.g. for a trainee or staff position), you provide us with the information we need in the application form to enable you to take part in the vacancy. This includes your identification data (first name, last name), contact details (e.g. email address, phone numbers, LinkedIn profile link), information from your CV (about your education, work experience and other skills) and, where applicable, information about your motivation to work with us.

  • Information obtained by us on the basis of your registration for the event

If you sign up for one of our events, we will also keep a record of when and what event you signed up for and whether you arrived at the event. We need the information to ensure that you can attend the event and to check who has arrived at the event.

  • Information obtained from web browsing

When you visit our website, information sent by your device or browser is automatically recorded (“Logs”). Logs typically contain information such as:

  1. IP address;
  2. type of device (e.g. computer, tablet, smartphone);
  3. operating system type and version;
  4. type and version of internet browser;
  5. browser language;
  6. State;
  7. Location;
  8. the website you came from or went to;
  9. time spent on our site;
  10. the number of clicks on the page or on its elements

We may combine information from these Logs with other information we have about you (such as your email address).

Hosting of our website is provided by VSHosting on their servers located in Prague.

We use Google Analytics (including demographic and interest data), which are analytics tools provided by Google, to process Logs. Google uses Logs to track and examine website usage, to compile reports on user activity, and to link to other Google services. Google may use Logs to contextualise and personalise advertising. If you’d like to know more about how Google approaches privacy, you can see here.

  • Information obtained through cookies

Our providers use cookies or similar technologies to collect information about you and your use of our website. Cookies are small files that allow us to store some of this information to help tailor the website to your needs.

For more information on the use of cookies, please see here for Google Analytics and here for Mailchimp.

3.   How and why do we process the information we collect?

  • Information about our activities, including invitations to events

When you subscribe to our newsletter, we will keep you informed about our activities until you unsubscribe from the newsletter.

  • Information about the activities of our members and partners, including invitations to events

If you subscribe to our newsletter, which may include news about our members and partners and invitations to our events, we will keep sending you these newsletters until you unsubscribe.

  • Enabling registration and participation in the event

We will use the information provided in the registration form and collected in connection with the form to register you for the event and enable you to attend.

  • Statistics on participation in our events and use of our website

In order to improve our services, we may create statistics about how you have used our services. We may carry out such processing based on our legitimate interest in improving our services. You may object to this processing. If justified, we will cease processing your personal data for this purpose.

  • Conducting a selection procedure for positions in prg.ai

If you apply for one of our open positions (e.g. for interns or employees), we need the information you provide to include you in the selection process and, if necessary, to negotiate a contract or agreement with you.

  • Contacting us with a job offer

With your consent, we may retain the personal data you have provided in your application form after the end of the selection process so that we can contact you when another position suitable for you becomes available. You can withdraw your consent at any time and we will delete your data (unless we need it for other purposes).

  • Meeting your needs

We use logos and cookies to make your life easier and to tailor our website to your needs.

  • Fulfilling legal obligations

Legislation may require us to retain certain data to demonstrate that we have complied with certain rules. We then process your personal data to comply with legal obligations.

  • Compliance with the law and resolution of legal claims

We need to process your information in order to be able to demonstrate that we comply with the relevant legal standards, to deal responsibly with any claims you may have (e.g. if you believe that we have failed to meet our obligations), to take appropriate action in the event that one of our users commits an infringement, and to protect our rights and interests.

  • Ensuring a secure and functional website

We use logs to monitor and analyse the use of our website, to administer, develop, grow and protect it.

4.   On what legal basis do we process your personal data?

As is clear from the previous section, we have several reasons for processing your personal data. These reasons correspond to the following lawful reasons for processing personal data:

  • your consent (for the use of cookies, for sending newsletters and for contacting you with job offers),
  • the necessity for the conclusion and performance of the contract, or the measures necessary for the conclusion of the contract at the request of the data subject (to register for and participate in the event, to participate in the selection procedure),
  • necessity for the purposes of our legitimate interests (to protect our rights and interests, to deal responsibly with claims against us, to carry out statistics on the use of our services or
  • Necessity for compliance with a legal obligation (where we are required by law to process your data).

5.   Who do we allow to access your personal data?

In principle, we do not allow access to your personal data to third parties without your prior consent.

We may disclose your personal data to our partners who help us operate our website and software in which we store or otherwise use your personal data (e.g. technical infrastructure and service providers such as VSHosting to manage the website, Mailchimp to send newsletters or Google to use cookies, store data, perform statistics and manage event registrations). In this case, we only share with our partners the information they need to perform their tasks. All of our partners must undertake to comply with confidentiality obligations and data protection laws applicable in the EU, including in light of the fact that Google LLC and The Rocket Science Group, LLC operating Mailchimp are based in the USA and therefore may transfer your personal data outside the EU.

We may disclose your personal data to public (state) authorities if we are required to do so by law. In this case, we will only provide information to the extent required by law and will inform the affected users as soon as possible.

We may also disclose your personal information if necessary to identify, contact or pursue a legal claim against the person who has caused us harm or threatened our interests.

6.   How do we protect your data and our website?

Our website is hosted in the ServerPark datacenter operated by VSHosting, which is one of the most modern datacenters in Central Europe (more technical information can be found here). We store data for marketing purposes on servers from Google and Mailchimp. All our partners strive to meet high standards in IT security.

Only those who need access to your data to perform their tasks can have access to it. All our employees and partners are bound by confidentiality obligations.

7.   How long do we keep your personal data?

We only retain your personal data for the time necessary to fulfil the purpose of processing. Specifically:

  • If your consent is the basis for processing, we delete this data immediately after you withdraw this consent, unless it was necessary to delete this data. We will keep your data stored after the end of the selection process for the purpose of contacting you with a vacancy offer until you withdraw your consent, but for a maximum period of 5 years after you have given your consent.
  • We will retain the personal data that we need for the conclusion and performance of the contract until the contract has been terminated and all obligations under the contract have been fulfilled. We may retain the data longer, for example, because we are fulfilling legal obligations or protecting our rights and interests.
  • We will retain the personal data required for the selection process for the vacancy until 3 months after the end of the selection process.
  • If we process personal data to settle legal claims or to comply with relevant legal standards, we retain the data for the period prescribed by law, for the duration of the proceedings in question or until the expiry of the statute of limitations.
  • All cookies have their own time limits (expiry dates), which you can find for Google Analytics here.

8.   What rights do you have in relation to your personal data?

You are entitled to exercise any or all of the rights set out below free of charge (the ability to exercise these rights may depend on other circumstances in your particular case, such as how the personal data was obtained):

  • request information about whether we process your personal data and request access to it, including the reason for the processing, the categories of personal data, the recipient(s) of the personal data processed, the expected duration of the processing, or the criteria for determining this duration;
  • to request the correction, erasure or restriction of the processing of your personal data, e.g. if (i) it is incomplete or inaccurate, (ii) it is not necessary for the purpose for which it was processed, (iii) the consent on the basis of which it was processed has been withdrawn, or (iv) you have objected to its processing; if your personal data is processed for us by our partners, we will forward your request to them if possible;
  • receive the information you have provided to us about you in a structured, commonly used, machine-readable and interoperable format and transmit it to another controller; where technically feasible, you have the right to have us transmit this data directly to the controller you have designated;
  • refuse to provide consent to the processing of personal data or withdraw consent at any time (without prejudice to processing that occurred before the withdrawal of consent);
  • not to be subjected to automated decision-making that would have direct legal effects on you or could affect you in a similarly serious way.

Should you wish to exercise any of the above rights or have any related questions or complaints about our processing of your data, please do not hesitate to contact us in any way that we can verify your identity. You also have the possibility to place a complaint with the competent data protection authority or other competent authority. In the Czech Republic, this is the Office for Personal Data Protection.

9.   Contact information

If you have any questions or comments about this Policy, please email us at info@prg.ai.