Privacy Policy
1. Controller
The controller responsible for the processing of personal data in connection with this website and the activities of Ivy Circle Austria is Ivy Circle Austria, Vienna, Austria (see Impressum). Email: [email protected]
If you have any questions about the processing of your personal data or wish to exercise your data protection rights, please contact us at that address.
2. General information
Personal data is processed in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR), the Austrian Data Protection Act (DSG) and other applicable data protection legislation. This policy explains what personal data we process when you visit our website, contact us or register for an event.
3. Visiting our website
When you visit the website, our hosting provider, Cloudflare, Inc. (101 Townsend St, San Francisco, CA 94107, USA), automatically processes technical information needed to deliver and secure it, such as IP address, date and time of access, browser and operating system. Cloudflare also operates the domain name system (DNS) for this website. Legal basis: Art. 6(1)(f) GDPR (legitimate interest in a secure, functional website).
4. Cookies
This website does not use tracking or advertising cookies. The website loads its fonts from Google Fonts. When a page is opened, your browser therefore connects to servers of Google Ireland Limited (Gordon House, Barrow Street, Dublin 4, Ireland) and Google LLC (USA), and your IP address is transmitted to Google. Legal basis: Art. 6(1)(f) GDPR (legitimate interest in a uniform, readable presentation of the website).
5. Event registration and contact forms
When you submit one of our forms, we process the information you enter (name, email address, university and, for the contact form, your message) in order to organise the event you registered for or answer your enquiry. Legal basis: Art. 6(1)(b) GDPR for event registration and Art. 6(1)(f) GDPR (legitimate interest) for answering enquiries.
Form submissions are received by a small program on our hosting platform (Cloudflare) and forwarded as an email by the email service Resend (Resend, Inc., USA), for which we use its EU region. The email is delivered to the mailbox of Ivy Circle Austria or, for events with a host, to the address of that host.
To protect the forms against automated spam we use Cloudflare Turnstile. When you open a page with a form, your browser loads a script from Cloudflare, and Cloudflare processes technical data such as your IP address and browser characteristics to decide whether the request comes from a person. Legal basis: Art. 6(1)(f) GDPR (legitimate interest in protecting our forms from abuse).
For events organised together with or by other organisations (shown as “Host” on the event page), your RSVP is passed on to that host so they can manage attendance.
6. Recipients and international transfers
We only share personal data with service providers where necessary for the purposes above. These are Cloudflare (hosting and DNS), Resend (sending form emails), Google (fonts, and our email mailbox) and, for events with a host, that host. Where a provider processes data outside the EEA, transfers are based on an adequacy decision or Standard Contractual Clauses (Chapter V GDPR).
7. Retention
We keep personal data only as long as needed for the purpose it was collected for, or as required by law, and then delete or anonymise it.
- Event registrations (RSVPs): until three months after the event.
- Messages sent through the contact form: until your enquiry has been answered, but no longer than twelve months.
We keep data for longer only if you have agreed to it (for example to be informed about future events) or if we are legally required to do so. For events with a host, the host keeps your RSVP according to its own retention rules.
8. Your rights
You have the right to access, rectification, erasure, restriction of processing, data portability and to object to processing, and to withdraw consent at any time with effect for the future. Contact us at [email protected].
You also have the right to lodge a complaint with the Austrian Data Protection Authority (Österreichische Datenschutzbehörde), Barichgasse 40–42, 1030 Vienna, www.dsb.gv.at.