PRIVACY
Personal data protection.
We care about how we handle your data. This page describes, in plain terms, when and why the association Rozhodujme společně, z.s. may process personal data in connection with the citizens' assembly in Prague 1 — and what rights you have.
Who is the data controller
The controller of personal data is the association Rozhodujme společně, z.s., ID No. 29495695, with its registered office at Martinská 360/2, Old Town, 110 00 Prague 1, registered at the Municipal Court in Prague, file ref. L 82045.
In matters of personal data protection, contact us at info@rozhodujmespolecne.cz.
When we may process data
We process personal data only when you provide it to us yourself or when it is necessary for the organisation of the citizens' assembly. Below we distinguish individual situations, because each of them involves a different scope and purpose.
1. Ordinary contact via the form
When you write to us through the contact form or by e-mail, we process your name, e-mail, possibly phone number and the content of your message — solely so that we can reply to you. Once your enquiry is resolved, we delete this data.
2. Registration / sign-up for the draw
If you sign up for the draw for the citizens' assembly, we process the following data from the sign-up form: first and last name, date of birth (to assign you to an age group), gender and e-mail; optionally your street (proof of permanent residence in Prague 1 only once selected), phone number and a message for the organisers. The sociodemographic data is used for the stratified (statistically balanced) selection, so that the make-up of participants reflects the population of Prague 1. The draw itself works with sequence numbers, not with names.
We process this data in two modes: in the basic mode we use it only for the current assembly; in the extended mode — only with your separate, explicit consent — also for future contact (further draws, newsletter). This choice is separate from participation itself: to take part in the current assembly, consent to future contact is not a condition. See "Two modes of processing" below.
3. Communication with participants
We send organisational information (invitations, programme, materials) to participants selected in the draw. We process contact details for the duration of the relevant assembly.
4. Volunteers and collaborators
For people who get involved in the organisation, we process contact details for coordinating the cooperation. The scope is always minimal and agreed.
5. Photographs, video and audio from events
Photographs, video or audio recordings may be created at the meetings. Their taking and use is governed by a separate consent or by clear information before the event. The use may be for the website, social media, YouTube, documenting the process or promoting citizens' assemblies.
If someone does not give consent to being captured in detail, they are deliberately not filmed in close-up for promotional purposes and their individual statement is not used in promotion. Consent is voluntary and can be withdrawn at any time at info@rozhodujmespolecne.cz. The specific regime and retention periods will be legally reviewed.
6. Future measurement of website traffic
The website does not yet measure visitor behaviour. If, in the future, we deploy considerate traffic measurement, we will describe it here and on the Cookies page. Details below, in the section "Traffic measurement and improving the website".
Two modes of processing
For registrations to the citizens' assembly we distinguish two modes. They differ in whether we use your data only for the current assembly, or — with your explicit consent — also for future contact.
Basic mode — the current citizens' assembly
If you provide us with data only for the current assembly, we use it only for:
- registration / recording of interest,
- the draw or selection of participants,
- communication concerning the given assembly,
- organising the meeting,
- evaluating attendance and follow-up communication relating to this specific process.
After the given process ends, we do not keep the data longer than is necessary for its organisation, evaluation and reasonable documentation of how it proceeded. The exact period will be added after a legal review.
Extended mode — explicit consent for future contact
If you give us your explicit consent to do so, we may also contact you in the future — for example regarding the draw for further citizens' assemblies, sending information about new topics, or sharing outcomes. You can withdraw this consent at any time.
Specifically, this may concern:
- inclusion in future draws for citizens' assemblies,
- being informed about further topics,
- a newsletter / reports on outcomes and further ways to get involved,
- invitations to other forms of participation or cooperation.
This consent is separate from participation itself in the current assembly — you do not have to agree to future contact in order to take part in the ongoing assembly.
For what purposes
- Replying to your message or enquiry.
- Organising the current citizens' assembly (registration, the draw, invitations, informing participants).
- Evaluating attendance and documenting how a specific process proceeded.
- Coordinating volunteers and collaborators.
- Documenting and informing the public about the course and outcomes.
- With explicit consent: inclusion in future draws, sending a newsletter and information about new topics, invitations to other forms of involvement.
How long we retain data
We retain data only for as long as is strictly necessary for the given purpose. It varies by situation:
- Data for the current assembly (registration, the draw, communication) — for the period needed to organise, run, evaluate and reasonably document the process; after that we do not keep it.
- Data for future contact / newsletter / further draws — for the duration of your consent, or until you withdraw it.
- Photographs / video / audio — according to the signed consent and the specific purpose.
- Data from the contact form — we delete it once your enquiry is resolved.
The exact retention periods will be added once the whole process is legally set up — we do not state them here as definitive until they have been legally reviewed.
Who may the data be disclosed to
We do not sell your data and do not pass it on for advertising purposes. To the extent necessary, it may be disclosed to:
- members of the association's organising team who handle the given agenda,
- providers of technical services (e.g. e-mail inbox, website hosting), who process the data on the basis of a contract and only according to our instructions,
- public authorities, where the law requires it.
Traffic measurement and improving the website
In the final phase of development, we are considering deploying considerate traffic measurement, so that we can understand the website and improve it — for example to find out:
- which pages people actually use,
- where they leave the site,
- whether they reach sign-up or getting involved,
- which information is important to them,
- where the website needs to be simplified.
At this moment we have no such system deployed. Before we deploy anything, we will decide what type of measurement to use — and we prefer the most considerate, aggregated measurement without identifying individual people. We will not use analytics to sell data or for advertising profiling. If measurement were to require consent or changes to cookies, we will add that here and on the Cookies page and handle it technically (e.g. with a consent banner).
Your rights
As a data subject you have, in particular, the right:
- to access your personal data,
- to rectification of inaccurate data,
- to erasure of data ("the right to be forgotten"),
- to restriction of processing,
- to object to processing,
- to withdraw consent previously given,
- to lodge a complaint with the Office for Personal Data Protection (ÚOOÚ).
Withdraw consent / remove my data
Withdrawing consent should be just as easy as giving it. Just click — an e-mail will open with a pre-filled request, into which you only add your name and the e-mail you registered with, and send it.
Send a request to remove my dataAfter receiving your request, we will remove you from our records and confirm the removal by e-mail. If the button does not open your e-mail client, write to us manually at info@rozhodujmespolecne.cz.
How to contact us
With any question regarding the processing of personal data or to exercise your rights, get in touch at info@rozhodujmespolecne.cz, or with the coordinator Petr Rachunek, tel. +420 774 701 779.