This Privacy Policy explains how Zväz slovenských filatelistov processes personal data in connection with the SLOVPHILEX 2027 website (www.slovphilex2027.sk), the preparation and organisation of the World Stamp Exhibition, and communication with visitors, exhibitors, National Commissioners, jury members, partners, volunteers and other cooperating persons.
1. Data Controller
The controller of personal data is:
Zväz slovenských filatelistov
Radlinského 2101/9
812 11 Bratislava – Staré Mesto
Slovak Republic
Subject Registration No. (IČO): 00178039
E-mail: gdpr@slovphilex2027.sk
You may contact us at the e-mail or postal address stated above regarding any matters concerning the protection of personal data or the exercise of your rights.
2. Personal Data We Process
Depending on how you use the website or communicate with the exhibition organisers, we may process in particular:
your first name and surname;
the country, organisation, club or association you represent;
your position or role in connection with the exhibition;
your postal address;
your e-mail address and telephone number;
information provided in applications, nominations and other exhibition forms;
information about your exhibit and participation in the exhibition;
billing and payment information, where necessary;
your photograph, likeness or an audiovisual recording;
the content of messages and other communications;
your IP address and technical information about your device, browser and visit to the website;
your cookie consent preferences.
We do not intentionally request special categories of personal data under Article 9 of the GDPR through the website.
3. Purposes and Legal Bases of Processing
3.1 Communication and Handling Requests
If you contact us by e-mail or through another available channel, we process your personal data in order to respond to your question, request or other communication.
The legal basis is taking steps prior to entering into a relevant relationship pursuant to Article 6(1)(b) of the GDPR or our legitimate interest in ensuring proper communication and organisation of the exhibition pursuant to Article 6(1)(f) of the GDPR.
3.2 Applications, Nominations and Participation in the Exhibition
We process the information provided in applications, nominations and exhibition forms in particular for the following purposes:
receiving and assessing applications;
registering exhibitors and exhibits;
communicating with participants, National Commissioners and jury members;
ensuring the organisational and professional conduct of the exhibition;
evaluating exhibits and publishing results;
carrying out financial and administrative procedures connected with participation.
The legal basis is taking steps at the request of the data subject and the performance of the relevant contractual or participation relationship pursuant to Article 6(1)(b) of the GDPR. Where we fulfil accounting, tax or other statutory obligations, the legal basis is Article 6(1)(c) of the GDPR.
3.3 Organisation and Presentation of the Exhibition
We may process and publish the names, positions, countries and professional or organisational affiliations of members of the Organising Committee, National Commissioners, jury members and other official collaborators in order to provide transparent information about the organisation of the international exhibition.
The legal basis is our legitimate interest in organising and presenting the exhibition and ensuring its credibility pursuant to Article 6(1)(f) of the GDPR.
We publish portrait photographs and individually assigned professional e-mail addresses on the basis of the data subject’s consent pursuant to Article 6(1)(a) of the GDPR, unless another appropriate legal basis applies in a particular case.
You may withdraw your consent at any time by contacting gdpr@slovphilex2027.sk. The withdrawal of consent does not affect the lawfulness of processing carried out before the consent was withdrawn.
3.4 Photographs and Recordings from the Event
Documentary photographs and audiovisual recordings may be made during the exhibition and related public events. They may be used to report on the exhibition, present its results, promote it and document the event.
For portraits or photographs focused on an individual, we will rely on the data subject’s consent where appropriate. For proportionate visual documentation of a public event, we may rely on our legitimate interest in reporting on our activities and preserving a record of an event of public significance.
You may object to processing based on legitimate interests. Information about photography and how to contact the organiser may also be provided directly at the event venue.
3.5 Operation and Security of the Website
We process technical and security data to the extent necessary for:
ensuring the proper functioning of the website;
protecting the website and user accounts;
detecting errors and security incidents;
preventing attacks, misuse and unauthorised access.
The legal basis is our legitimate interest in the secure and reliable operation of the website pursuant to Article 6(1)(f) of the GDPR.
3.6 Cookies, Statistics and External Content
We use necessary cookies to ensure that the website functions properly, to protect the website and to store visitors’ consent preferences.
We use statistical cookies and analytics tools only after consent has been given pursuant to Article 6(1)(a) of the GDPR. If analytics measurement is not active, we do not collect such data through an analytics tool.
External content, in particular YouTube videos and Google Maps, is loaded only after the relevant consent has been given. Once such content is loaded, the service provider may process the visitor’s technical data in accordance with its own privacy policy.
Details of individual cookies and services, their purposes and retention periods are provided in our Cookie Policy (EU), which is available in the website footer. You may change or withdraw your consent at any time through the cookie settings.
4. Sources of Personal Data
We obtain personal data:
directly from you when you communicate with us or complete a form;
from a National Commissioner, philatelic organisation or another authorised representative arranging an application or nomination;
from the exhibition’s organisational partners;
from publicly available professional or organisational sources, where their use is appropriate for the purposes of the exhibition;
automatically when you use the website, to the extent of technical data and your selected cookie preferences.
If we do not obtain your personal data directly from you, we will provide you with the relevant information within the period and in the manner required by Article 14 of the GDPR, at the latest when we first communicate with you or before the data are first published, unless a statutory exemption applies.
5. Personal Data of Persons Under 18 Years of Age
Persons under 18 years of age may also participate in the exhibition. We process their personal data only to the extent necessary for their application, participation, organisation and documentation of their participation.
We generally obtain such data through a legal representative, National Commissioner, leader of a youth organisation or another person authorised to arrange the minor’s participation. When publishing individual photographs or other optional information, we respect the special protection afforded to children and, where appropriate, require the consent of their legal representative.
6. Provision of Personal Data
The provision of personal data is not required when simply visiting the website, except for technical data necessary for its secure operation.
The provision of information marked as mandatory in an application, nomination or other form is necessary in order to handle the relevant request or arrange participation in the exhibition. Without this information, we may be unable to process the application, nomination or request.
Consent to optional cookies, statistical tools, external content or the publication of a photograph and an individually assigned professional e-mail address is voluntary.
7. Recipients of Personal Data
The following recipients may have access to personal data to the extent necessary:
authorised members and collaborators of Zväz slovenských filatelistov and the SLOVPHILEX 2027 Organising Committee;
National Commissioners and other persons involved in organising and judging the exhibition;
providers of web hosting, technical support, e-mail and security services;
providers of form, cloud and office services, in particular services used as part of Google Workspace;
suppliers necessary for the organisation and operation of the exhibition;
accounting, legal and other professional advisers;
public authorities where we are required by law to disclose the data.
We require providers that process personal data on our behalf to ensure appropriate protection of the data and to use them only for the agreed purpose.
Information intended for public presentation, in particular the names, positions, countries, photographs and contact details of official representatives or exhibition results, may be published on the website and made available to an indefinite number of visitors, including visitors outside the European Economic Area.
8. Transfers to Third Countries
Some providers of cloud, form or external content services, in particular companies in the Google group operating Google Workspace, Google Forms, YouTube or Google Maps, may also process data outside the European Economic Area.
Where personal data are transferred to a third country, the transfer is carried out on the basis of an applicable legal mechanism under the GDPR, such as an adequacy decision of the European Commission, standard contractual clauses or other appropriate safeguards.
External YouTube and Google Maps content is loaded on our website only in accordance with the visitor’s consent preferences.
9. Retention Period
We retain personal data only for as long as necessary for the purpose for which they were obtained.
When determining the retention period, we take into account in particular:
the duration of the preparation, organisation and administrative completion of the exhibition;
the duration of the communication, participation or other relationship with the data subject;
statutory obligations relating to accounting, tax and other documents;
periods necessary for the establishment, exercise or defence of legal claims;
the duration of consent and the possibility of its withdrawal;
the security requirements of the website;
the documentary and archival significance of materials relating to the exhibition.
We delete ordinary correspondence after the relevant matter has been resolved and after the end of the period necessary to demonstrate how it was handled. We retain application data and organisational documentation during the preparation, conduct and completion of the exhibition and subsequently for the period necessary to fulfil statutory obligations or protect legal claims.
We retain data processed exclusively on the basis of consent until the consent is withdrawn or the purpose for which it was given has ended. We may retain evidence that consent was given or withdrawn for as long as necessary to demonstrate the lawfulness of the processing.
We retain technical and security logs only for as long as necessary to secure and monitor the operation of the website. After the applicable period has expired, we delete or anonymise the personal data unless their continued retention is required by law or necessary for the protection of legal claims.
10. Legitimate Interests of the Controller
Where we base processing on a legitimate interest, that interest includes in particular:
the proper organisation and presentation of the exhibition;
transparently informing the public about persons holding official positions;
carrying out necessary communication;
documenting our activities and an event of public significance;
protecting our rights and legal claims;
ensuring the functionality and security of the website.
Before carrying out such processing, we assess whether our interests are overridden by the rights and freedoms of the data subject. You may object to processing based on a legitimate interest.
11. Rights of the Data Subject
Subject to the conditions laid down in the GDPR, you have the right to:
obtain confirmation as to whether we process your personal data and request access to those data;
request the correction of inaccurate data or completion of incomplete data;
request the erasure of personal data;
request the restriction of processing;
object to processing based on a legitimate interest;
receive personal data in a portable format where the statutory conditions are met;
withdraw your consent at any time;
lodge a complaint or submit a motion to initiate proceedings with the supervisory authority.
You may exercise your rights by contacting gdpr@slovphilex2027.sk or by writing to the postal address of the controller. Before handling a request, we may take reasonable steps to verify the identity of the applicant.
The supervisory authority is:
Office for Personal Data Protection of the Slovak Republic
Galvaniho 7/B
821 04 Bratislava
Slovak Republic
Website: https://dataprotection.gov.sk/
12. Automated Decision-Making
We do not use automated individual decision-making or profiling in connection with personal data processed through the website where such processing would produce legal or similarly significant effects concerning the data subject.
13. Protection of Personal Data
We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration or destruction.
Access to personal data is limited to persons who require it to perform their duties and who are required to maintain the confidentiality of the data.
14. Links to Other Websites
The website may contain links to third-party websites, such as social networks and the websites of partners or service providers. Once you open such a link, the processing of personal data is governed by the policies of the relevant operator.
Ordinary links to Facebook, Instagram, YouTube or other external websites do not themselves cause content from those services to be loaded or data to be transmitted to them before the link is clicked.
15. Changes to This Privacy Policy
We may update this Privacy Policy as appropriate, in particular if the services used, our processing activities or legal requirements change. The current version will always be published on this page together with the date of its latest update.
Last updated: September 5, 2026