Privacy Policy

1) Who to contact

The event hosts identified on the relevant Unfair Weekend registration page manage the event and determine how organiser-side data is used. For privacy questions or requests, email hello@unfairweekend.com. If a separate legal organising entity is named in the registration notice or participation confirmation, that entity is the controller for that event.

2) Data we collect

• Application and identity data: name, email, phone number, age or eligibility confirmations, location, affiliation, role, LinkedIn profile, Discord username, ticket type, and similar identifiers.
• Application answers: experience, skills, motivation, product idea, coding ability, team information, availability, support needs, how you heard about the event, and any notes you submit.
• Participation data: acceptance and attendance status, team and project details, check-ins, programme participation, Devpost submission information, judging results, prizes, partner benefits, and event communications.
• Community and safety data: Discord username, content you choose to share in event channels, moderation actions, incident reports, and information reasonably needed to protect participants and the venue.
• Media: photographs, video, audio, interviews, livestream footage, and event recordings.
• Newsletter data: email address, optional name, consent record, signup source and timestamps, delivery status, and unsubscribe information.
• Website data: IP address, browser and device information, pages viewed, referrer, interactions, timestamps, and anti-spam or security signals.

Please do not submit confidential information or sensitive personal data unless we specifically ask for it and explain why it is needed. If you provide another person's details, such as a teammate's email, you must have their permission and they must still register separately.

3) How and why we use it

• receive, review, and select applications;
• confirm eligibility, communicate decisions, and administer participation;
• organise teams, schedules, venue access, catering, safety, support, judging, prizes, and partner benefits;
• operate and moderate the event community and investigate reported misconduct;
• document and promote the event through appropriate photos, video, recaps, and results;
• maintain a limited history of participants, teams, projects, awards, and consent records across recurring editions;
• send marketing or newsletter messages only where you have opted in or where another legal rule permits them;
• secure, maintain, and understand use of our website and services; and
• comply with law and establish, exercise, or defend legal claims.

4) Legal bases

Where EU/EEA data-protection law applies, we rely on:

• steps requested by you and performance of our participation agreement for applications, selection, event administration, communications, judging, and prize fulfilment;
• our legitimate interests in running a safe event, selecting participants, keeping proportionate event records, improving future editions, protecting our services, and handling claims, balanced against your rights;
• your consent for newsletters, optional partner data transfers, and any other use for which we specifically ask permission; and
• legal obligations where we must retain, disclose, or otherwise process information under applicable law.

Consent is optional and may be withdrawn for future processing by contacting us. Refusing an optional partner-data consent will not affect event selection, although it may mean that the related partner benefit cannot be activated.

5) Luma registration and who sees answers

Applications and registrations are collected through Luma. Luma receives the information needed to provide its service and shares registration data with the event host.

Your answers may be viewed by the core organising team and a limited number of authorised application reviewers or operational helpers who need them for selection or event delivery. We do not make application answers public. Judges, mentors, participants, venues, and partners do not receive full application answers unless we tell you about a specific, necessary disclosure in advance.

6) Discord communications

Discord is the main participant community and participant-to-participant communication channel. Your profile information and anything you post can be seen by other people who have access to the relevant server or channel, as well as moderators and enabled bots. Do not post private, confidential, financial, health, or other sensitive information in event channels.

We may moderate event spaces and retain limited records of reports or moderation decisions where needed for safety or legal claims. Discord independently processes account, device, usage, and message data under its Privacy Policy. Your use of Discord is also subject to Discord's terms and your privacy settings.

7) Partners and prize providers

We share personal data with a partner only when it is necessary for a disclosed benefit, prize, event operation, or legal requirement. We use the minimum data reasonably needed and do not give partners full application answers for their own marketing.

• ElevenLabs participant benefit: if you separately opt in, we may send ElevenLabs the email address used for your event registration so its Discord redemption bot can verify eligibility and issue the participant benefit. ElevenLabs then processes that email under its Privacy Policy.
• Partner prizes: if you win and choose to accept a partner-provided prize, we may share the winner's name, contact email, team membership, project link, award, and other details strictly needed to verify and deliver that prize. We will identify the relevant partner before sharing.
• Future partner benefits: if another partner requires participant data, we will identify the partner, data, purpose, and consequences before collection or sharing. Where consent is the legal basis, the choice will be separate and specific rather than a blanket consent covering all partners.

Partners may be independent controllers for their own platforms, accounts, redemptions, communications, or legal obligations. Their own terms and privacy policies apply after they receive data or you use their services.

8) Other recipients and service providers

Depending on the edition and feature you use, data may be handled by:

• authorised organisers, application reviewers, volunteers, professional advisers, and venue or security personnel where access is necessary;
• Luma for registration and event communications;
• Google Workspace for organiser records and collaboration;
• Discord for community communications;
• Devpost for final project submissions and judging;
• Neon and Resend for newsletter storage and email delivery;
• PostHog and our website-hosting providers for site operation, security, and analytics; and
• public authorities or advisers where required by law or reasonably necessary for safety or legal claims.

We do not sell personal data.

10) Photos, video, and livestreams

The event may be photographed, filmed, recorded, or livestreamed for event documentation, reporting to partners, journalism, and future promotion. General crowd and event footage may capture you incidentally. We will seek a more specific release where appropriate for a focused interview, testimonial, or featured commercial use.

Tell the photographer or an organiser if you do not want to appear in identifiable close-up content. We will use reasonable measures to accommodate that preference and will consider requests to stop future use, but we may not be able to remove material already printed, published by third parties, included in a live broadcast, or retained where law permits continued use.

11) International transfers

Some providers and partners, including Luma, Discord, ElevenLabs, Google, PostHog, Neon, and Resend, may process data outside Lithuania or the EEA, including in the United States. Where required, transfers are supported by an adequacy decision, the EU-US Data Privacy Framework, Standard Contractual Clauses, or another lawful safeguard used by the relevant provider. Contact us if you want more information about a particular transfer.

12) Retention

We use different periods for different records:

• Full application answers: normally deleted or anonymised within 18 months after the relevant event, unless a dispute or legal requirement justifies longer retention.
• Limited event and alumni record: name, email, participation year, attendance, team, project, award, and essential consent or fulfilment records may be kept while the recurring Unfair Weekend event series continues and for up to three years afterward. This supports continuity, returning-participant context, event history, and claims handling; it is not permission to send marketing without an opt-in.
• Partner-transfer and consent records: kept while the benefit is being delivered and afterward as reasonably needed to demonstrate the permission and resolve issues.
• Prize, payment, tax, incident, and legal records: kept for applicable statutory periods or until a related claim is resolved.
• Newsletter data: kept until you unsubscribe or ask for deletion; a minimal suppression record may remain so we can honour the unsubscribe request.
• Media and public results: may be kept as part of the event archive and used while relevant to document or promote the event, subject to applicable rights and reasonable removal requests.

Third-party platforms retain data under their own policies. We periodically review organiser-controlled records and delete or anonymise data that is no longer needed.

13) Security and under-18 participants

We use reasonable access controls and organisational measures, but no online or physical system is perfectly secure. Access to application answers should be limited to people who need it for selection or event delivery.

Applicants below the legal age of adulthood must tell us and may participate only with any organiser approval and parent or guardian permission we require. We may request limited information needed to verify that permission. Do not use the event or its community to collect or expose personal data about minors without lawful authority.

14) Your rights

Depending on applicable law, you may ask us to:

• give you access to your personal data;
• correct inaccurate or incomplete data;
• delete data or restrict its use;
• provide portable data where the right applies;
• stop processing based on legitimate interests where your rights override those interests; or
• withdraw consent for future processing.

Email hello@unfairweekend.com to exercise a right. We may ask for reasonable identity verification. You may also lodge a complaint with Lithuania's State Data Protection Inspectorate or the supervisory authority where you live or work.

15) Changes

We may update this Policy as the event, partners, or services change. We will post the revised date and provide additional notice where a change materially affects how already-collected data is used.