Privacy Policy

HELish Summit ry – Privacy Policy

Effective date: 28.2.2026

1. Introduction

At HELish Summit ry, we are committed to handling personal information responsibly and transparently. This privacy policy explains what information we collect, why we collect it, how we use it, and what choices you have regarding your data. Our aim is to ensure that everyone participating in the HELish Summit conference understands how their personal information is processed.

2. What personal data we collect

When you register for the HELish Summit event, we collect the information necessary to process your registration and manage your participation. This includes your name, email address, organisation, job title, and any billing details if the event requires payment. You may voluntarily choose to provide additional information such as your phone number, dietary preferences, or accessibility needs.

If you apply as a speaker, we receive information such as your profile, biography, photo, session proposals, and any linked social media accounts.

We also process information generated through your interactions with us, including emails, support requests, survey responses, and the sessions you attend during the event. Our website collects technical data such as cookies, IP addresses, and browser details to help us improve functionality and understand visitor activity.

3. Why we collect and use personal data

We process personal data to manage event registrations, communicate essential information, handle speaker applications, coordinate event logistics, and gather feedback for future improvement. In addition, we may need to retain certain information for administrative purposes, such as accounting and record‑keeping.

We also give attendees the opportunity to choose whether they would like their name and email address to be shared with selected event sponsors. This information is shared only if the attendee has actively opted in during the registration process, and only for the purpose of allowing sponsors to contact them before, during and/or after the event.

4. Whether providing data is mandatory or voluntary

Some information is required to complete your registration, such as your name, email address, organization and job title, because without it we cannot confirm your participation or communicate essential event details. Other information, like dietary requirements, accessibility details, or phone numbers, is entirely voluntary and used only to improve your event experience.

The option to share your contact details with sponsors is also voluntary. Your choice does not affect your ability to register for or attend the event. You may withdraw your consent for sponsor contact at any time.

5. How we share personal data

We share personal data only with service providers who help us organise the event. These partners may include registration and ticketing platforms, speaker‑management tools, payment processors, email service providers, and event venues or catering partners when dietary or accessibility details are necessary. These service providers process information solely on our behalf and follow our instructions. We do not sell your information or share it for purposes unrelated to the HELish Summit.

If you choose to opt in during registration, we may also share your name and email address with selected event sponsors. They may use this information to contact you with information related to their products, services, or activities. This sharing occurs only when you have given explicit permission, and you may withdraw that permission at any point by contacting us.

6. International data transfers

Some of our service providers may store or process information outside the EU/EEA. When this occurs, we ensure that appropriate safeguards are in place so that your data is treated with the same level of care and protection regardless of where it is processed.

7. Data retention

We keep personal data only for as long as it is needed for the purposes described in this policy. Registration details are typically retained for up to twenty‑four months after the event. Speaker application data may be kept for up to thirty‑six months. Financial documentation is stored for the period required by accounting practices, and marketing consents remain active until you choose to withdraw them. Technical data collected through cookies is retained according to the lifespan of each cookie.

8. Your rights

You have the right to request access to the personal data we hold about you. You may also ask us to correct inaccurate information, delete your data, restrict how we use it, or object to certain types of processing. If our processing is based on your consent, you may withdraw this consent at any time. You also have the right to request a copy of your data in a commonly used format.

If you have concerns about how your data is handled, you may contact us directly, and you also have the option to contact the national data protection authority.

9. Cookies and website tracking

Our website uses cookies to provide essential functionality and to help us understand how visitors interact with the site. Cookies also enable us to improve our services and user experience. You may adjust your browser settings at any time to manage or disable cookies.

10. Photography and recordings

We may take photographs or record sessions during the HELish Summit for documentation and promotional purposes. We will clearly inform attendees when recording is taking place, and we will offer ways for individuals to let us know if they prefer not to be included in identifiable images used for promotional materials.

11. How we protect your data

We take appropriate steps to protect personal information from loss, misuse, or unauthorised access. Access to personal data is limited to individuals who need it to perform their roles, and we use secure systems and tools to manage and store information safely.

12. Contact us

If you have questions about this privacy policy or wish to exercise any of your rights, you can reach us at hello@helishsummit.fi