Last updated: September 5, 2025

How We Use Your Data

Your data is used solely for coordinating volunteering at FOSDEM, including:

• Allowing the FOSDEM FIT team to contact you if needed
• Enabling volunteers to recognize and connect with each other (via name, picture, login name, “About me” text, and sign-up date)
• Organizing and managing task assignments via the Volunteering Tool

Optional information in the “About me” section helps with communication and coordination:

• MatrixID: to invite you to the dedicated Matrix room for active volunteers
• GitHub username: to provide access to the InfoDesk “bug tracker” on GitHub (please prefix with GitHub in the field to ease searching)

We do not sell, rent, or share your data with third parties.

Who Can Access Your Data

• Members of the FOSDEM FIT team have access to all volunteer data.
• Other volunteers can see your name, surname, login name, picture, “About me” text, and date of sign-up.

Where and How Your Data Is Stored

Your data is stored on EU-based servers. We take appropriate technical and organizational measures to protect it from unauthorized access or disclosure.

How Long We Keep Your Data

Your data is stored until you delete your account or request deletion from the FOSDEM FIT team.

Your Data Protection Rights

You can manage your own data at any time. You have the right to:

• Access, update, or correct your data
• Delete your data or account
• Request that the FOSDEM FIT team delete your data on your behalf

To exercise these rights, contact us at volunteer-admin@lists.fosdem.org.

Legal Basis for Processing

We process your data based on your consent, which you provide by registering and using the Volunteering Tool. You may withdraw your consent at any time by deleting your account or contacting us at volunteer-admin@lists.fosdem.org.

Changes to This Policy

We may update this Privacy Policy from time to time. If changes are made, we will notify registered volunteers and ask them either to accept the updated policy or delete their account.