Privacy and Data Protection Notice EGMO 2027

Purpose of processing your personal data is to ensure the organisation of the EGMO 2027 competition.

According to the EGMO General Regulations:
A “Host Organisation” specified in the Annual Regulations has overall responsibility for the organisation of an EGMO. The Host Organisation is responsible for ensuring that the arrangements for that EGMO support the aims of the EGMO and the competition in the spirit of fair play. The Host Organisation may approve extensions of the deadlines specified in the Annual Regulations. (1.4)

Furthermore
Each invited country wishing to participate in an EGMO must confirm its participation in the manner and by the date specified in the invitation. The registration of the team on www.egmo.org confirms that the Leader agrees to abide by the General Regulations and the Annual Regulations for that EGMO and that the Leader is aware of the Data Protection Policy (https://www.egmo.org/data-protection/). Participants, Observers and their travel details must be registered by the dates specified in the Annual Regulations. Participants or Observers may be changed after the specified registration dates only with the approval of the EGMO Board and the Host. (2.6)

The EGMO General Regulations can be found at:
https://www.egmo.org/regulations/general/

HRVATSKO MATEMATIČKO DRUŠTVO (HMD), Zagreb, Bijenička cesta 30, OIB: 85051163109, E-mail: [email protected], Tel: +385 (0)1 460 5751, is the Controller responsible for collecting and processing your personal data. Data Protection Officer is available at [email protected].

Your personal data are processed in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR), the EGMO Data Protection Policy and the relevant data protection legislation of the Republic of Croatia.

In addition to the EGMO Data Protection Notice, available at https://www.egmo.org/data-protection/, the Croatian Mathematical Society (HMD) EGMO 2027 Organising Committee collects and processes your personal data for the purpose of the efficient, effective and safe organisation of the European Girls' Mathematical Olympiad (EGMO), which will take place in Šibenik, Croatia, from 11 to 17 April 2027 at the Amadria Park Šibenik Resort.

For the purpose of serving as a Coordinator and/or a member of the Problem Selection Committee (PSC), based on GDPR Article 6(1)(f), we collect the following personal data: email address, full name, organisation, date of birth, spoken languages, ability to read and write in the Latin, Cyrillic or other scripts, experience in EGMO or similar competitions, availability for EGMO, and other relevant information (as applicable).

For the purpose of serving as a Guide or Organising Committee member, we collect the following personal data: first name, last name, gender, date of birth and email address. For guides, we additionally collect: whether they currently live (or have previously lived) in Croatia (an important selection criterion), spoken languages (relevant to the role), educational status, availability, and information about their personal achievements in mathematics competitions (addition selection criterion). Optional information includes: availability to assist with other EGMO-related activities and the preferred country delegation they would like to guide (if any).

If selected, coordinators and guides will also be asked to provide the same additional information as contestants and team leaders for the same organisational purposes.

In addition, we process personal data received from the EGMO organisation following your registration for EGMO 2027 for the purpose of fulfilling our duties as the organiser of EGMO 2027, including, but not limited to: first name, last name, gender, date of birth, identity document number, photograph, first and second language, T-shirt size, and information on any dietary or medical restrictions.

Dietary or medical information is processed only where voluntarily provided by the participant or their delegation to EGMO in the form of explicit consent and only for the purpose of ensuring appropriate accommodation, catering, accessibility and health protection during EGMO 2027.

Once we receive your personal data from EGMO, we communicate with your Leader in order to verify and confirm the information received. You have the right to request access to the personal data we receive about you from EGMO.

EGMO 2027 is an international public event. Participants' names, country, competition results, medal awards, photographs and recordings made during official activities may be published through official EGMO and HMD communication channels and may also appear in media reports covering the event.

We process your personal data:

• in a lawful, fair and transparent manner, based on your initiative to participate in EGMO 2027 (GDPR Article 6(1)(b)) and our legitimate interest in fulfilling our obligations as the organiser of EGMO 2027 (GDPR Article 6(1)(f)), and only as described in this Privacy Notice;
• for purpose limitation, using your personal data only for the stated purposes and only to the extent necessary to organise EGMO 2027;
• in accordance with the principle of data minimisation, using only the data necessary for the purposes of EGMO 2027;
• in accordance with the principle of accuracy, making our best effort to ensure that your information is accurate and up to date, while relying on your cooperation to notify us immediately of any changes;
• in accordance with the principle of storage limitation. Personal data will be retained only for as long as necessary for the organisation of EGMO 2027, compliance with applicable legal obligations, resolution of disputes, and maintenance of the official historical records of the competition, where appropriate;
• in accordance with the principles of integrity and confidentiality by implementing appropriate organisational and technical measures to protect your personal data across both digital and physical media.

Disclosure of Personal Data to Third Parties

The Organiser may disclose personal data to third parties where this is necessary for the organisation and delivery of EGMO 2027. Specifically, first name, last name, gender and identity document number will be shared with the hotel for accommodation registration and check-in purposes. First name and last name may also be shared with other service providers where this is strictly necessary for the organisation and operation of the event (for example, transportation or other event-related services). Such disclosures will be limited to the minimum personal data necessary for the specific purpose.

You have the right to access, rectify, erase or restrict the processing of your personal data, to object to processing where applicable, and to lodge a complaint with the competent supervisory authority. However, some of these rights may be limited where processing is necessary for the organisation, administration, integrity or legal obligations associated with this international public event.

EGMO 2027 does not transfer personal data to non-EU countries, and all processing is carried out using technical facilities located within the European Union.

Participants are entitled to the rights provided under the General Data Protection Regulation (GDPR), subject to the conditions and limitations set out therein

If you have any questions or complaints about how we collect and process your personal data, or if you wish to exercise any of your rights under the GDPR, please contact your Coordinator, the HMD Organiser ([email protected]) or the Data Protection Officer ([email protected]). If you are not satisfied with the response you receive, you have the right to lodge a complaint with the Croatian Personal Data Protection Agency (AZOP), Agencija za zaštitu osobnih podataka, Ulica Metela Ožegovića 16, HR-10000 Zagreb, e-mail: [email protected], Tel: +385 (0)1 4609-000, Fax: +385 (0)1 4609-099, Web: www.azop.hr.