This policy explains how we handle the personal data you provide through the Future Forces Forum website, and what rights you have in relation to it. Processing is governed by Regulation (EU) 2016/679 (GDPR) and Czech Act No. 110/2019 Coll., on personal data processing.
1. Whose data we process
We process personal data of the following groups:
- visitors registering for Future Forces Forum events,
- journalists, photographers and crew members requesting media accreditation,
- representatives of exhibitors and partners who send us an enquiry,
- anyone who writes to us through the contact form.
We do not track the visit itself — the site uses no analytics or advertising tools.
2. What data we process
Visitor registration
Rank, titles before and after the name, first name, last name, job position, organization, sector, phone, e-mail, the contact e-mail for delivery of the entry QR code, and country.
Press accreditation
Salutation, first name, last name, medium, position, publisher, e-mail, phone, country and website.
Exhibitor or partner enquiry
Company name, company or VAT ID, address, country, website, contact person's name and job title, e-mail, phone, requested stand size and type, co-exhibitors, and a description of the products or services you wish to present.
Contact enquiry
First name, last name, job title, organization, business sector, country, e-mail, phone, the areas of interest you select, and the text of your message.
Technical data
When any form is submitted we also process the IP address and request headers. These serve solely to distinguish a genuine sender from automated abuse of the form.
3. Why we process the data and on what legal basis
- Handling a registration, accreditation or enquiry and the communication that follows — performance of a contract or steps prior to entering into one, Art. 6(1)(b) GDPR.
- Organising and securing the event, including entry control and the record of participants — our legitimate interest, Art. 6(1)(f) GDPR.
- Protecting the forms against automated abuse — our legitimate interest, Art. 6(1)(f) GDPR.
- Sending updates about the Future Forces Forum programme — your consent, Art. 6(1)(a) GDPR. Consent is voluntary, is not a condition of registration or accreditation, and you may withdraw it at any time.
- Meeting obligations under tax and accounting law where your participation leads to invoicing — Art. 6(1)(c) GDPR.
4. Who we share the data with
We do not sell your data and we do not pass it to anyone for their own marketing. We disclose it only to processors who run the service for us:
- Vercel Inc. — website hosting and bot protection for the forms; processes the form content as it passes through the server, plus technical data about the request.
- Resend (Plus Five Five, Inc.) — delivery of the e-mail notification carrying the submitted form to our secretariat.
- The operator of our CRM on the future-soldier.org domain — records of enquiries and media accreditations; visitor registrations and exhibitor enquiries are not passed to the CRM.
- Google Ireland Limited — only if you allow third-party cookies and we display the embedded map. Google receives no form data in that case.
The content of this website is managed in Sanity, which neither holds nor processes any form data.
We may also disclose data to public authorities where the law requires it, and to the venue operator to the extent needed to grant entry to the event.
5. Transfers outside the European Union
Some of the processors listed above are established in the United States. Such transfers are covered by Standard Contractual Clauses approved by the European Commission, or by an adequacy decision under the EU–US Data Privacy Framework.
6. How long we keep the data
- Registration, accreditation and enquiry data — 3 years from the event it relates to.
- Contact enquiries — 3 years from the last communication.
- An e-mail address in the newsletter database — until consent is withdrawn.
- Records with tax or accounting significance — 10 years, as required by law.
Once those periods lapse we delete or anonymise the data.
7. Your rights
In relation to this processing you have the right:
- of access to your data and to a copy of what is processed,
- to rectification of inaccurate and completion of incomplete data,
- to erasure once the reason for processing falls away,
- to restriction of processing,
- to portability of the data you provided to us,
- to object to processing based on legitimate interest,
- to withdraw consent to receiving updates at any time, without affecting the lawfulness of processing before withdrawal,
- to lodge a complaint with the supervisory authority.
You can exercise these rights at the contact address given at the top of this page. We respond within one month of receiving the request at the latest.
8. Automated decision-making
We carry out no automated decision-making or profiling with legal effects concerning you on the basis of the data provided.
9. Changes to this policy
We may amend this policy if the scope of processing or the tools we use change. The current version is always available at this address, with its effective date shown in the header.