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PRIVACY POLICY / GDPR

This Privacy Policy defines the principles for the processing and protection of personal data of visitors to the website of the Venus Academy of Aesthetic Medicine project, nominated individuals, event participants, and entities submitting nominations.

I. DATA CONTROLLER

The personal data controller is:
Pharma Medical House Sp. z o.o.
(hereinafter referred to as the “Organizer”), responsible for implementing the Venus Academy of Aesthetic Medicine project and the Gala Venus event.
📧 Email: biuro@pharmamedical.pl
📮 Mailing address: Provided upon request of the data subject.

II. SCOPE OF PROCESSED DATA

The following categories of personal data may be processed in the project:

  1. Nominated and submitted individuals:

  • name and surname, academic/professional title, specialization,

  • name and address of workplace or business,

  • professional achievements, description of accomplishments, publications, fields of activity,

  • image materials (e.g., photo), if voluntarily provided,

  • contact details (to the extent necessary for communication).

  1. Entities submitting nominations:

  • name and surname or name of the institution,

  • contact details (phone, email),

  • justification for the nomination.
    The submitter declares that they have obtained the consent of the nominated person to provide their personal data to the Organizer.

  1. Gala Venus participants and collaborators:

  • name and surname,

  • position or professional role,

  • contact details,

  • data necessary for handling invitations, participation, and publications.

  1. Data collected automatically on the website:

  • IP address, device type, cookies (see section VIII for details).

III. PURPOSES OF DATA PROCESSING

Personal data is processed for the purposes of:

  • handling applications and nominations for the Venus Awards,

  • reviewing nominations by the Venus Academy Jury,

  • publication in the Venus Album 2026 and official communication channels,

  • communication and organization of participant engagement,

  • promotion of professional achievements in aesthetic medicine,

  • organization and implementation of the Gala Venus event,

  • archiving the project as a professional industry event.

IV. LEGAL BASES FOR PROCESSING

Personal data is processed on the basis of:

  • Art. 6(1)(b) GDPR – for the purpose of executing the application and participation in the project,

  • Art. 6(1)(c) GDPR – for organizational and record-keeping obligations,

  • Art. 6(1)(f) GDPR – for the legitimate interests of the Organizer (promotion and education),

  • Art. 6(1)(a) GDPR – based on voluntary consent, especially for publishing photos or additional image materials.

V. RIGHT TO PUBLISH DATA AND IMAGE

Providing personal data as part of the application implies acceptance of their use for:

  • presenting nominees and award winners in the Venus Album 2026,

  • publication in official communication channels of the Venus Academy,

  • press releases and educational materials.
    The publication of image (e.g., photos) requires separate consent, which the Organizer may request from the participant.

VI. DATA RECIPIENTS

Data may be shared with:

  • members of the Venus Academy Jury – solely for evaluating applications,

  • entities providing technical and organizational services (e.g., printing, event logistics),

  • media companies involved in promoting the project,

  • public authorities – only as required by law.
    Data is not sold or used for unrelated purposes.

VII. DATA RETENTION PERIOD

Data is processed:

  • for the duration of the project (01.11.2025 – 30.11.2026),

  • and then archived for up to 5 years,
    unless the participant consents to further publication.

VIII. COOKIES AND AUTOMATIC DATA

The website uses cookies to:

  • ensure the proper functioning of the service,

  • analyze user traffic and statistics,

  • protect against abuse.
    Users can manage cookie settings through their browser. Limiting cookies may affect the functionality of certain site features.

IX. DATA SECURITY

The Organizer applies appropriate technical and organizational measures, such as:

  • data encryption,

  • restricted access only for authorized personnel,

  • access control and authorization,

  • server protection from unauthorized access,
    to ensure the security of data and prevent its loss or unlawful disclosure.

X. TRANSFERS OUTSIDE THE EEA

If cloud tools or cooperation with entities outside the European Economic Area (EEA) are used, data may be transferred outside the EEA only in accordance with Art. 44 et seq. GDPR, using appropriate safeguards (e.g., standard contractual clauses).

XI. RIGHTS OF THE DATA SUBJECT

Each individual has the right to:

  • access their data,

  • rectify or restrict processing,

  • object to processing,

  • request data deletion (with archiving exceptions),

  • data portability (if technically feasible),

  • lodge a complaint with the President of the Personal Data Protection Office (PUODO).
    Requests can be submitted to: biuro@pharmamedical.pl

XII. POLICY CHANGES

The Organizer reserves the right to amend this Policy in case of:

  • changes in legal regulations,

  • changes in the organization of the project.
    The current version of the policy will be available on the Venus Academy website.

📌 Acceptance of this Policy is a condition for submitting a nomination or participating in the event.

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