Privacy Policy
1. Introduction and the Data Controller
This Privacy Notice explains how We process personal data when you visit our website, participate in events, contact Us, or otherwise interact with Connected Women in AI ("CWAI").
Our processing of your personal data is carried out in accordance with the General Data Protection Regulation (“GDPR”) and the supplementary Danish Data Protection Act. The protection of your personal data and your rights is of significant importance to Us, and this Privacy Notice contributes to a transparent processing of your personal data.
The data controller for the processing of your personal data is:
CVR: 45060594
Address: Bengtasvej 15, 1., DK-2900 Hellerup.
Email: team@connectedwomeninai.dk
Referred to as either "We”, “Us” or “Our” in this Privacy Notice.
2. Description of the Processing Activities
Below, you will find a description of the purposes of processing your personal data, which categories of personal data We process about you, as well as the legal basis on which the processing is based.
| Purpose of the Processing | Categories of personal data | Legal basis | Retention period |
|---|---|---|---|
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When you subscribe to Our platform: We process personal data for the purpose of inviting you to events. Additionally, We process data about you when you pay or use promotional codes via Our platform. We also process your personal data when you choose to fill out one of Our questionnaires, or if you are invited to Our working groups. |
The categories of personal data that We process about you can include: Name, contact information, job title. Regarding payments, or the use of promotional codes, this can include: IP address at the time of checkout, browser information, bank and card details, transaction information. |
Legitimate interests: GDPR Article 6(1)(f) We process your personal data based on Our legitimate interest in establishing, operating the CWAI platform and administering your user account and participation on the CWAI platform. Legal obligation: GDPR Article 6(1)(c) We process your personal data where necessary to comply with legal obligations to which We are subject in connection with payments made through the platform. |
Personal data in the platform: We store your personal data as long as you are active on the platform and 6 months after you unsubscribe. If you have paid or used a promotional code in our payment system, then your personal data is retained for at least five years. We will retain and use your Personal Data to the extent necessary to comply with Our legal obligations, resolve disputes, and enforce Our legal agreements and policies. |
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When you participate in Our events We process personal data about you when you participate in Our events. We also process personal data about you when you register for the speaker catalogue. |
The categories of personal data that We process about you can include: We process name and contact information when you participate in Our events. We process your bio and photos if you register for Our speaker catalogue. For other participants, We might also process your personal data in form of pictures taken at the event. |
Legitimate interests: GDPR Article 6(1)(f) We process your personal data based on Our legitimate interests in hosting events and networking within the CWAI community. |
Personal data collected in connection with your participation in Our events will be retained
for a period of up to 3 months following the event. Personal data included in the speaker catalogue will be deleted 2 years after your last recorded activity. |
|
If you are a contact person employed at a partner We process personal data about you as a contact person at Our partners. |
The categories of personal data that We process about you can include: Name, contact information and job. |
Legitimate interests: GDPR Article 6(1)(f) We process your personal data based on Our legitimate interests in hosting events and networking within the CWAI community. |
Personal data about you as a contact person is retained as long as you are employed with a partner and active. |
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When you subscribe to Our newsletter We process your personal data for the purpose of sending you newsletters, updates and information about Our events, activities and initiatives. |
The categories of personal data that We process about you can include: Name, email address and information about your preferences and interaction with Our newsletters, e.g. open and click behaviour. |
Consent: GDPR Article 6(1)(a) We process your personal data based on your consent when you sign up to receive newsletters. You may withdraw your consent at any time. |
We store your personal data for as long as you are subscribed to Our newsletter. If you withdraw your consent, your data will be deleted or suppressed without undue delay, except where retention is necessary for documentation purposes. |
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When you visit Our website We process personal data to analyse how visitors use Our website, improve functionality, and optimise user experience. |
Categories of personal data: IP address, device information, browser type, pages visited, and interaction data. |
Consent: GDPR Article 6(1)(a) We process your personal data based on your consent collected via cookie banner for non-essential cookies. |
Personal data collected via analytics tools is retained in accordance with the provider’s standard retention periods, typically between 12-24 months, after which it is deleted or anonymised. |
When you subscribe to Our platform
PurposeWe process personal data for the purpose of inviting you to events. We also process data when you pay, use promotional codes, fill out questionnaires, or are invited to working groups.
Categories of personal dataName, contact information, job title. For payments or promotional codes: IP address at checkout, browser information, bank and card details, and transaction information.
Legal basisLegitimate interests: GDPR Article 6(1)(f). Legal obligation: GDPR Article 6(1)(c).
Retention periodAs long as you are active on the platform and 6 months after you unsubscribe. Payment-related data is retained for at least five years.
When you participate in Our events
PurposeWe process personal data when you participate in Our events or register for the speaker catalogue.
Categories of personal dataName and contact information. Bio and photos if you register for the speaker catalogue. Event photos may also be processed.
Legal basisLegitimate interests: GDPR Article 6(1)(f).
Retention periodEvent participation data is retained for up to 3 months following the event. Speaker catalogue data is deleted 2 years after your last recorded activity.
If you are a contact person employed at a partner
PurposeWe process personal data about you as a contact person at Our partners.
Categories of personal dataName, contact information and job.
Legal basisLegitimate interests: GDPR Article 6(1)(f).
Retention periodPersonal data is retained as long as you are employed with a partner and active.
When you subscribe to Our newsletter
PurposeWe process your personal data to send newsletters, updates and information about Our events, activities and initiatives.
Categories of personal dataName, email address and information about your preferences and interaction with Our newsletters.
Legal basisConsent: GDPR Article 6(1)(a).
Retention periodFor as long as you are subscribed. If you withdraw consent, your data will be deleted or suppressed without undue delay, except where retention is necessary for documentation purposes.
When you visit Our website
PurposeWe process personal data to analyse website usage, improve functionality and optimise user experience.
Categories of personal dataIP address, device information, browser type, pages visited and interaction data.
Legal basisConsent: GDPR Article 6(1)(a).
Retention periodTypically between 12-24 months, depending on the analytics provider’s standard retention periods, after which the data is deleted or anonymised.
3. Recipients
We may disclose your personal data to business partners for the purpose of coordinating events etc. We enter into data processing agreements with vendors that process personal data on Our behalf.
4. International Transfers
We may transfer personal data to other countries, such as the United States. Transfers to the United States may be based on the EU-U.S. Data Privacy Framework, provided the recipient is certified under this framework. Other transfers may occur if the recipient adheres to the EU Standard Contractual Clauses, or transfer mechanisms under GDPR Article 46. Please contact Us if you would like to receive a copy of the appropriate safeguards We have in place.
5. Your Rights
We have implemented several measures to protect your personal data and safeguard your rights. Because We process personal data about you, you have the rights described below. Some rights only apply under certain circumstances.
- You have the right to request access to and receive a copy of the personal data We process about you.
- You have the right to have inaccurate personal data about you corrected and incomplete personal data completed.
- You have the right to request deletion of personal data under certain circumstances.
- You have the right to request restriction of processing of personal data about you.
- You have the right to data portability where the processing is automated and based on your consent or the performance of a contract.
- You may object to Our processing of personal data about you, including particularly in relation to direct marketing.
- You may withdraw your consent to the processing of personal data about you at any time.
6. Questions
If you have any questions about this Privacy Notice, if you wish to exercise any of your rights as explained above, or if you disagree with the way We process personal data about you, please contact Us using the contact details provided on this page.
If you disagree with the way We may process personal data about you, you may also file a complaint with the Danish Data Protection Agency. However, We hope that you will first contact Us at team@connectedwomeninai.dk, so We can attempt to reach a resolution.
7. Log of the Most Recent Version of This Privacy Notice
This Privacy Notice is updated and amended regularly, including as required due to changes in laws, practices, and rules and regulations within the field of data protection. You are therefore advised to always stay informed about the contents of this Privacy Notice.
Latest update: June 2026