Privacy Policy

Data Controller

The controller of your personal data is:

KPH Group sp. z o.o. — publisher of Gazeta Morska
Registered address: Trzy Lipy 3, 80-172 Gdańsk, Poland
Tax ID (NIP): 8393250837 · REGON: 529995387 · KRS: 0001134578

Data protection contact: kontakt@armaforum.pl · +48 792 193 407

Scope of Data Processed

In connection with event registration, we process the following categories of personal data:

• First name and surname
• E-mail address
• Phone number
• PESEL number (Polish national identification number)
• Company or institution name
• Job title / position

Purposes and Legal Bases

Your data is processed for the following purposes:

• Event participation — registration, communication with participants, handling of submissions, sending confirmations and informational materials. Legal basis: Art. 6(1)(b) GDPR (performance of a contract — event participation).
• Venue access control — the PESEL number is processed solely for the purpose of creating a participant list to be provided to the venue host, in accordance with the host's security requirements. Legal basis: Art. 6(1)(c) GDPR (legal obligation) in conjunction with Art. 6(1)(f) GDPR (legitimate interest in ensuring event security).
• Claims and defence — potential complaint proceedings, settlements and defence against claims. Legal basis: Art. 6(1)(f) GDPR (legitimate interest of the controller).
• Accounting and tax obligations — where applicable. Legal basis: Art. 6(1)(c) GDPR (legal obligation under tax and accounting legislation).

Data Recipients

Your data may be disclosed to the following categories of recipients:

• Jotform Inc. — provider of the registration and application forms, acting as a data processor under a data processing agreement. The controller uses the provider's EU data residency option — form data is stored exclusively on servers located within the European Economic Area (see § 07).
• The venue host — to the extent necessary for access control (first name, surname, PESEL, company/institution). The host becomes an independent controller of the transferred data for the purposes of managing the access list.
• IT service providers of the controller (website hosting, e-mail) — under data processing agreements.
• Entities authorised by law — public authorities, courts, law enforcement — to the extent and in the manner prescribed by applicable law.

Data Retention Period

• Data related to event participation — until the end of the event and for a period necessary for settlement and the pursuit or defence of claims, but no longer than 12 months from the date of the event.
• PESEL number — until the end of the event and transfer of the access list to the venue host; thereafter deleted from the controller's systems unless a longer retention period is required by law.
• Data processed for accounting and tax purposes — for the period required by law (generally 5 years from the end of the tax year).
• Data processed on the basis of legitimate interest — until a successful objection is raised or the interest ceases to exist.

Your Rights

In connection with data processing, you have the following rights:

• Access — the right to obtain information about processed data and receive a copy thereof (Art. 15 GDPR).
• Rectification — the right to request correction of inaccurate data or completion of incomplete data (Art. 16 GDPR).
• Erasure — the right to request deletion of data ("right to be forgotten") when it is no longer necessary for the purposes for which it was collected (Art. 17 GDPR).
• Restriction — the right to request restriction of processing in certain circumstances (Art. 18 GDPR).
• Portability — the right to receive data in a structured format and transfer it to another controller (Art. 20 GDPR).
• Objection — the right to object to processing based on legitimate interest (Art. 21 GDPR).

To exercise these rights, please contact us at kontakt@armaforum.pl.

You also have the right to lodge a complaint with the supervisory authority — the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych, ul. Stawki 2, 00-193 Warsaw, Poland) — if you believe that data processing violates GDPR.

Data Transfers Outside the EEA

Your personal data processed in connection with the event is stored on servers located within the European Economic Area. The controller has configured the Jotform service in the EU data residency model, and therefore data submitted via the forms is not transferred outside the EEA.

Should a transfer outside the EEA become necessary in the future, it will take place solely on the basis of the safeguards provided for in Chapter V of the GDPR (a European Commission adequacy decision or Standard Contractual Clauses), and participants will be informed accordingly.

Voluntary Provision of Data

Providing personal data is voluntary but necessary for participation in ARMA Forum 2026. Failure to provide data required by the registration form — in particular the PESEL number, which is required by the venue host for access control purposes — will prevent your participation in the event.

Automated Decision-Making

Your personal data is not subject to automated processing, including profiling, that would produce legal effects or similarly significantly affect you.

Changes to This Notice

The controller reserves the right to amend this privacy notice. The current version is always available at armaforum.pl/en/privacy-policy. Registered participants will be notified of material changes by separate e-mail.