Privacy Policy

At PyGreece Non-Profit Civil Law Company, we are committed to protecting your privacy and ensuring that your personal information is handled responsibly. This Privacy Policy outlines how we collect, use, and protect the personal data you provide to us during our interactions, whether you’re a member, sponsor, partner, or simply visiting our website. We value transparency and are dedicated to safeguarding your data in compliance with the General Data Protection Regulation (GDPR) and other relevant privacy regulations.

By using our services or engaging with us, you agree to the terms outlined in this Privacy Policy. We encourage you to read this document carefully to understand our practices.


1. Who We Are

PyGreece Non-Profit Civil Law Company is connecting Python enthusiasts in Greece fostering collaboration, inclusivity and community growth. The creation of this community requires us to collect and use personal data, and we take our responsibility to protect this data seriously. Whether you’re working with us as a sponsor or a member, we respect your privacy and treat your information with care.


2. What Personal Information We Collect

We collect different types of personal data based on the nature of your interaction with us or with our third party providers, as described below.


A. User will submit the following information to subscribe to PyCon newsletter:

  • Email
  • Full Name

Our Newsletter provider is Zoho.com. Please note that users will accept the following Zoho’s privacy policy before submitting their data.

Provider’s privacy statement: https://www.zoho.com/privacy.html

Zoho is GDPR compliant newsletter provider: https://www.zoho.com/gdpr.html

Data retention policy: Those data will be collected and will be used to communicate news & events of PyGreece NPCLC. The data will be kept stored and used for this purpose unless the user requests to opt-out from the communications. All the emails will contain a link to unsubscribe and request to delete the data from the database.


B. Pycon.gr hosting service and Cloudflare will also collect IP Address or location for logging and security purposes.

Cookie generated from pycon.gr website:

  • cookie name: csrftoken
  • description: Helps prevent Cross-Site Request Forgery (CSRF) attacks using Javascript. It is a first party cookie with unique value. It expires in 1 year or until a user submits a form.
  • domain: 2025.pycon.gr

Cookies generated from Cloudflare:

  • cookie name: __cf_bm
  • description: places the cookie on end-user devices that access customer sites protected by Bot Management or Bot Fight Mode.
  • domain: pycon.gr

Data retention policy: Those data will be collected from the hosting providers for

logging and security purposes according to their policies.

Cloudflare places the cookie on end-user devices that access customer sites protected by Bot Management or Bot Fight Mode. We only collect the data necessary to provide our services, ensuring that we minimize the information we gather to respect your privacy.


C. Personal Details collecting via MORE.COM: Ticketing Online Services

User will submit the following information to purchase ticket in more.com platform:

  • Email
  • Full Name
  • Company
  • Employment
  • Vat number
  • Age Range
  • Allergies
  • Accessibility needs
  • Mobile Phone
  • Address
  • Country
  • ZIP Code
  • IBAN
  • Invoice Additional Data

User will also accept more.com and vivabank terms & privacy policy:

Vivabank Single Member Banking SA, with GEMI Reg. No 5372901000, is a credit institution, licensed and supervised by the Bank of Greece which provides services in the EEA countries under the freedom to provide services and of customer depositors. For more information, please read Terms & Conditions and Privacy Policy.

Data retention policy: As this is a commerce transaction, the necessary data will be transmitted to the Independent Authority for Public Revenue (Greece) and kept for tax purposes. There will be an option for the user to opt-in for the email newsletter, as described in the newsletter section above.

D. Personal Details collecting via Pretalx.com for Call for Proposals (CfP)

We are using Pretalx for talk selection (Call for Proposals - CfP). As a submitter or speaker, all your submitted data is stored on pretalx.com’s servers in Germany and shared (except your passwords) with PyGreece NPCLC as the organiser. Some data will be made public upon your talk is accepted.

User will submit the following information to submit a talk in pretalx.com platform:

  • General information about the talk:
    • Proposal Title
    • Session Type (Talk, Tutorial)
    • Topics
    • Abstract - This will be shown publicly
    • Outline - Shown only to reviewers
    • Notes (optional) - These notes are meant for the organiser and won't be made public.
    • Additional speaker (optional, max 2) - If there is a co-speaker we will need their email address, and we will invite them to create an account
    • Consent for the talk to be recorded and shared publicly
  • Additional information about the talk:
    • Audience level (Beginner, Intermediate, Advanced)
    • Use of AI Tools (This is for transparency and has no impact on the proposal's evaluation)
    • Link to slides (Optional) The slides will be published on the schedule page in pycon.gr for attendees to be able to download.
    • Information on whether the speaker had previously given the presentation
    • Abstract as a short post for use in social media posts.
  • Information about the speaker:
    • Full Name
    • Pronouns
    • Email
    • Speaker bio
    • Profile picture
    • Phone number (optional)
    • Social handles (optional) (Optional, e.g., LinkedIn, X/Twitter, GitHub)
    • Company / Position (optional)
    • Information how the submitter found out that СFP is open?
    • Information if the submitter identifies as part of an underrepresented group in computing? (optional) This information will only be used to promote diversity in speaker selection and will be permanently removed afterward. By answering this question the submitter agrees to these terms.
    • Country/City (optional) This is for statistical purposes only.
    • Information if the submitter has any specific accessibility needs at the conference (optional) e.g., wheelchair access, sign language interpretation.
    • Information if the submitter needs financial support for attending the conference yes/no
    • Information if the submitter requires a VISA support letter yes/no
    • Information if the submitter is a first time speaker yes/no
    • Information if the submitter PyCon Greece 2025 is the first PyCon that participates (regardless of country) yes/no

The user will also accept pretalx.com privacy policy: https://pretalx.com/p/terms

Data retention policy: We will keep them for the time necessary for the organisation of each event or conference and post-event activities, but not exceeding 5 years. There will be an option for the user to opt-in for the email newsletter, as described in the newsletter section above.


3. How We Use Your Personal Information

The information we collect is used to deliver, improve, and manage our non-profit activities.

Specifically, we use your data to:

  • Organize Seminars and Conferences: To inform, educate and gather our Python community in Greece.
  • Billing and Payments: To process payments, manage billing, and maintain financial records for legal and tax purposes.
  • Marketing and Updates: With your consent, we may send newsletters or business updates related to the services you are interested in.
  • Legal and Regulatory Compliance: To fulfill our legal obligations, such as maintaining appropriate records or complying with applicable laws.

We always strive to use your data in ways that align with your expectations and the purpose for which it was collected.



4. Legal Basis for Processing Your Data

Depending on the type of interaction we have with you, we process your personal data based on one or more of the following legal grounds:

  • Performance of a Contract: When processing is necessary to purchase a ticket to our events or conferences in line with a contract.
  • Legitimate Business Interests: For activities such as improving our services, ensuring website functionality, or managing business communications.
  • Legal Obligations: To comply with applicable legal requirements, such as record-keeping or responding to regulatory authorities.
  • Consent: When you have provided clear consent for us to process your data, for example, for receiving marketing communications.


5. How We Share Your Information

We respect the confidentiality of your personal data and do not share it with third parties, except in the following circumstances:

  • Third-Party Service Providers: We may work with trusted partners or service providers (e.g., IT support, payment processors) who help us deliver our services. These partners are contractually obligated to handle your data securely and in line with privacy laws.
  • Legal and Regulatory Authorities: In cases where we are legally required to share your information (e.g., in response to court orders or regulatory requests).
  • With Your Consent: If you provide explicit consent, we may share your data for specific purposes.


6. How We Protect Your Information

We take a range of measures to ensure the security and confidentiality of your personal data. These include:

  • Data Encryption: We use encryption technologies to protect sensitive data during transmission.
  • Access Controls: Only authorized personnel who need access to your data for legitimate business purposes are allowed to view it.
  • Data Retention Policies: We retain personal data only as long as necessary for the purposes outlined in this policy, or as required by law.

We continuously review and improve our security protocols to ensure your information is handled safely.


7. Your Data Protection Rights

You have several rights when it comes to the personal data we hold about you. These rights may include:

  • Access: The right to request a copy of the personal data we hold about you.
  • Correction: The right to ask us to correct any inaccuracies in your personal information.
  • Deletion: The right to request that we delete your personal data, under certain conditions.
  • Restriction: The right to request that we limit the processing of your data under specific circumstances.
  • Objection: The right to object to the processing of your data for certain purposes, such as marketing.
  • Data Portability: The right to receive your personal data in a structured, commonly used, and machine-readable format, and to have that data transferred to another provider.

If you wish to exercise any of these rights, please contact us using the details provided in the Contact Us section below. We are committed to addressing your requests in a timely and transparent manner.


8. Cookies and Website Tracking

Our website uses cookies and similar technologies to provide a smooth and user-friendly experience. Cookies help us understand how you use our website and how we can improve its functionality.

You can manage your cookie preferences through your browser settings. For more detailed information, please refer to the Terms of Use of the website.


9. International Data Transfers

When transferring personal data to a third country or an International Organization, we ensure that one of the legal bases under Article 6 of the GDPR is in place, and the following conditions are met :


10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business practices or legal obligations. Any significant changes will be posted on this page, and we encourage you to review this policy periodically.

If changes are substantial, we will notify you directly.




11. Contact Us

If you have any questions, concerns, or requests about how we handle your personal data, please feel free to contact us:

PyGreece Non Profit Civil Law Company

Piraeus, Greece

8, Ippodameias Square, 18531

Phone: +302104447051

Email: [email protected]


12. Contact the Competent Authority

Should you wish to report a complaint or if you feel that we have not addressed your concern in a satisfactory manner, you may contact the Hellenic Data Protection Authority:

Hellenic Data Protection Authority

Kifissias 1-3, PC 115 23, Athens, Greece

Telephone: +30-210 6475600

Ε-mail: [email protected].

(https://www.dpa.gr/en/individuals/complaint-to-the-hellenic-dpa)

Effective: 13/03/2025