1. Introduction:

This Privacy Policy explains how Dina Liberg and Julia Anna Kent (the "Organizers" or "we") collect, use, share, and protect your personal data when you participate in MAIHS (the "Hackathon"). We process your data in accordance with the General Data Protection Regulation (GDPR) and the Swedish Data Protection Act (2018:218). This policy describes what data we collect and why. Depending on the purpose, our legal basis for processing is either performance of a contract, legitimate interest, or your consent — this is explained purpose-by-purpose in Section 5.

2. Data Controller and Contact Information:

The Data Controller for your personal data is:

Dina Liberg and Julia Anna Kent, organizing MAIHS as private individuals.

Email: dj@maihs.com

For all questions regarding the processing of your personal data, or to exercise your rights, please contact us at the email address above.

3. Privacy Contact:

 For any privacy-related questions or requests, please contact us directly at dj@maihs.com — we'll aim to respond within a reasonable time and no later than one month, as required by GDPR.

4. Categories of Personal Data We Collect

We may collect and process the following categories of personal data:

• Registration Data: Name, email address, and team information
• Technical Data: IP address, browser type, device information, and cookies
• Submission Data: Project titles, descriptions, code repositories, and other materials submitted as part of the Hackathon
• Communication Data: Emails or messages between you and the Organizers

5. Purposes and Legal Basis for Processing

Registration and participation in the Hackathon: We process your data to manage your registration, participation, and communication related to the event. Legal Basis: Performance of a contract (GDPR Art. 6(1)(b)). Retention Period: Until [2 months] after the Hackathon ends.

Communication and event updates: We may send you updates, announcements, and logistical information about the Hackathon. Legal Basis: Performance of a contract, for essential logistics. For optional updates unrelated to the event you registered for (e.g. future hackathons), we rely on Consent (GDPR Art. 6(1)(a)) with a separate opt-in. Retention Period: Until the event ends (essential updates) or until you withdraw consent (optional updates).

Promotion and reporting: We may use your team name or project title (not full personal data) for promotional materials or post-event write-ups. Legal Basis: Legitimate Interest (GDPR Art. 6(1)(f)). Photos or video of you specifically require separate Consent. Retention Period: 2 months after the Hackathon.

Compliance with legal obligations We may process data where required by applicable law (e.g. tax records if prizes are awarded). Legal Basis: Legal obligation (GDPR Art. 6(1)(c)). Retention Period: As required by law.

6. Data Processors

We use the following third-party service providers to help run the Hackathon. They process personal data on our behalf and under our instructions:

• Event management platforms (e.g., Eventbrite, Devpost)
• Cloud storage providers (e.g., Google Drive, GitHub)
• Communication tools (e.g., Slack, Microsoft Teams)

We rely on each provider's standard Data Processing Terms.

7. Sharing of Personal Data

We do not sell your personal data. Your data may be shared:

• With the Data Processors listed above.
• With your explicit consent (e.g. for promotional use of your name/photo).
• As required by law.
• With event sponsors — limited to aggregated or anonymized data, unless you separately consent to sharing your individual data.

8. International Data Transfers

Some of the tools we use (e.g. Google, GitHub, Slack) may process data outside the EU/EEA, primarily in the United States. Where this happens, these providers rely on safeguards such as Standard Contractual Clauses (SCCs) approved by the European Commission. You can find more detail in each provider's own privacy policy.

9. Your Rights Under GDPR

You have the following rights regarding your personal data:

• Right of Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete data.
• Right to Erasure: Request deletion of your data, subject to legal limitations.
• Right to Restriction of Processing: Request that we restrict processing of your data.
• Right to Data Portability: Request a machine-readable copy of your data.
• Right to Object: Object to processing based on legitimate interest.
• Right to Withdraw Consent: Withdraw consent at any time (where processing is based on consent).

To exercise any of these rights, contact us at dj@maihs.com. We will respond within one month.

10. Data Retention

We retain personal data only as long as necessary for the purposes it was collected for:

• Registration and participation data: until 6 months after the Hackathon.
• Promotional/reporting data: until 6 months after the Hackathon.
• Legal compliance data: as required by Swedish law. After the retention period, data is deleted or anonymized.

11. Cookies and Tracking Technologies 

If our website uses cookies or similar technologies, we will inform you of the types used (necessary, analytical, marketing) and obtain your consent for any non-essential cookies, in line with the Swedish Electronic Communications Act (2003:389).

12. Security Measures

We take reasonable steps to protect your personal data, appropriate to the small scale of our event, including:

• Limiting access to personal data to the two Organizers only.
• Using reputable, GDPR-compliant third-party tools rather than storing data on personal devices where avoidable.

13. Supervisory Authority

If you believe your data has been processed in violation of GDPR or Swedish data protection law, you have the right to lodge a complaint with:

Integritetsskyddsmyndigheten (IMY) Box 8114 104 20 Stockholm, Sweden Website: www.imy.se

14. Updates to This Privacy Policy

We may update this Privacy Policy from time to time. Material changes will be posted on this page and, where relevant, communicated by email.

15. Contact Us

For any questions about this Privacy Policy or how your data is processed, contact: Dina Liberg and Julia Anna Kent at dj@maihs.com