1. Who We Are

Retorika is [a student-led organization / registered entity] based in [Country]. We are the party responsible for the personal information collected through this website and our conference activities. For any privacy-related matters, you can reach us at [privacy@yourdomain.com].

2. Information We Collect

We collect the following categories of information:

• Identity and contact details — your name, email address, phone number, and the school, university, or institution you represent.
• Registration and participation details — the conference and committee you apply to, your preferences, delegate experience, and any information you provide in application or sign-up forms.
• Age and guardian information — where a participant is a minor, we may collect their age and the name and contact details of a parent, guardian, or supervising teacher.
• Special requirements — dietary needs, accessibility requirements, or health information you choose to share so we can accommodate you at an event.
• Payment information — where a fee applies, payment is handled by our third-party payment processor; we receive confirmation of payment but do not store full card details.
• Media — photographs and video recorded during our conferences and events.
• Technical and usage data — IP address, browser type, device information, pages visited, and similar analytics data collected automatically when you use our website.

3. How We Collect Information

We collect information:

• Directly from you — when you fill in a form, register for a conference, apply for a committee, contact us, or subscribe to updates.
• Automatically — through cookies and similar technologies when you browse the website.
• From third parties — such as a school or organization registering a group of delegates on your behalf.

4. How We Use Your Information

We use your information to:

• process and manage your conference registration and committee assignment;
• communicate with you about your application, the event schedule, and important updates;
• accommodate dietary, accessibility, or other special requirements;
• process payments where applicable;
• respond to your enquiries and provide support;
• improve our website, content, and events;
• promote our conferences, including through event photos and highlights (subject to Section 12);
• comply with legal obligations and protect the safety of participants.

5. Legal Bases for Processing

Where the GDPR or similar laws apply, we rely on the following legal bases:

• Consent — for marketing communications and the use of non-essential cookies.
• Contract — to process your registration and deliver the conference you signed up for.
• Legitimate interests — to run, secure, and improve our website and events.
• Legal obligation — where we are required to retain or disclose information by law.

You may withdraw consent at any time where processing is based on consent.

6. Cookies and Tracking Technologies

Our website is built on Webflow and uses cookies and similar technologies to function properly, remember your preferences, and understand how the site is used. We may also use analytics tools such as [Google Analytics / other] to collect aggregated usage data.

You can control or disable cookies through your browser settings. Disabling essential cookies may affect how the website works. Where required, we will ask for your consent before setting non-essential cookies.

7. How We Share Your Information

We do not sell your personal information. We may share it with:

• Service providers who help us operate — including our website host (Webflow), form and email providers, payment processors, and analytics providers.
• Conference staff and organizers who need the information to run the event and manage committees.
• Your school or supervising organization, where relevant to your participation.
• Authorities or third parties where required by law, or to protect the rights, safety, and security of participants.

We require these parties to protect your information and use it only for the purposes we specify.

8. Third-Party Services

Our website and operations rely on trusted third-party providers, including:

• Webflow — website hosting and form handling;
• [Payment processor, e.g. Stripe/PayPal] — payment processing;
• [Analytics tool] — website analytics;
• [Email/newsletter provider] — communications.

These providers process data under their own privacy policies. We encourage you to review them.

9. International Data Transfers

Because we use service providers that may be located in other countries, your information may be transferred to and processed outside your country of residence. Where such transfers occur, we take steps to ensure your information remains protected in line with applicable data protection laws.

10. Data Retention

We keep your personal information only for as long as necessary to fulfil the purposes described in this policy — including managing your participation, meeting legal and accounting obligations, and maintaining records of past conferences. When information is no longer needed, we securely delete or anonymize it.

11. Data Security

We take reasonable technical and organizational measures to protect your information against loss, misuse, and unauthorized access. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

12. Photography and Media at Events

Our conferences may be photographed or recorded, and we may use this media on our website and social media to promote future events. If you do not wish to appear in promotional media, please contact us at [privacy@yourdomain.com] and we will make reasonable efforts to accommodate your request. For minors, media consent should be given by a parent, guardian, or supervising teacher.

13. Children's and Minors' Privacy

Our conferences may involve participants under the age of 18. Where a participant is a minor, registration and consent must be provided or supervised by a parent, guardian, or authorized school representative. We collect and use minors' information only as needed to manage their safe participation. If you believe we have collected information from a minor without appropriate consent, please contact us and we will address it promptly.

14. Your Rights

Depending on your location, you may have the right to:

• access the personal information we hold about you;
• request correction of inaccurate information;
• request deletion of your information;
• object to or restrict certain processing;
• withdraw consent where processing is based on consent;
• request a copy of your information in a portable format;
• lodge a complaint with your local data protection authority.

To exercise any of these rights, contact us at [privacy@yourdomain.com]. We will respond within the timeframe required by applicable law.

15. Third-Party Links

Our website may contain links to other websites. We are not responsible for the privacy practices or content of those sites, and we encourage you to read their privacy policies.

16. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date above and, where appropriate, notify you. We encourage you to review this page periodically.

17. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:

Retorika
Email: [privacy@yourdomain.com]
Address: [Organization address, if applicable]

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