Privacy

To be able to organize the Summer School of Science, we need to collect certain personal information when you apply, participate or join our alumni program. We have explained why and how we handle your data in our Privacy Policy, which we encourage you to read below.

The Summer School of Science is organized by the Society for Education Outside the Box (in Croatian: Društvo za edukaciju van okvira or Društvo EVO for short), a Croatian non-profit, non-governmental organization focused on science popularization among young people. This privacy policy explains how our organization collects, uses, stores the personal data necessary for organising the the Summer School of Science, in accordance with the applicable data protection laws and regulations, including the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) (hereinafter: GDPR) and the Croatian Act on the Implementation of the General Data Protection Regulation (the Official Gazette No. 42/18).

The data controller responsible for your personal data is:

Society for Education Outside the Box (Društvo za edukaciju van okvira)
Crnojezerska 20, 10000 Zagreb, Croatia (HR)
Contact: info@summerschoolofscience.com

What data do we collect?

The following personal information is collected and processed for all applicants:

full name,
date of birth,
address,
government-issued ID or passport number,
email address, and
phone number.

This data is collected as part of the application process. We process this data on the legal basis of Article 6(1)(b) GDPR, necessity to take steps prior to entering into a contract and, where applicable, to perform the contract relating to participation in the camp.

For underage applicants, we also collect the full names and contact details (email, phone number) of a parent or guardian, as parental consent is required for applicants under the age of 18. The application form therefore requires consent from a parent or legal guardian for applicants under 18, and self-consent for applicants aged 18 or over.

If the applicant is selected to participate in the Summer School of Science, they will be invited to join the Summer School of Science Alumni Program on an opt-in basis. Any personal data processed for the purpose of participation in the Alumni Program will be processed on the basis of the participant’s consent pursuant Article 6(1)(a) GDPR. Consent will be collected via a separate form provided to participants selected for participation. You may withdraw your consent at any time without affecting processing prior to withdrawal.

For mentors and other staff, we collect and process the following personal and contact information: full name, date of birth, address, government-issued ID or passport number, email address, phone number. The legal basis for this processing is Article 6(1)(b) GDPR, where processing is necessary for the performance of a contract or in order to take steps prior to entering into a contract, and, where required, Article 6(1)(c) GDPR, where processing is necessary for compliance with a legal obligation to which the controller is subject.

Do we collect health or medical information?

For individuals participating in the Summer School of Science, including applicants selected for participation, mentors and other staff, we ask them (or their parent or guardian, if underage) to disclose any health information that is relevant to their safe participation in the camp. This includes allergies, dietary requirements with a medical basis, and any serious health conditions our staff should be aware of in an emergency. We collect this information via a dedicated form distributed to all participating individuals before the relevant camp.

This type of information is classified as special category data under EU data protection law and is subject to stricter safeguards than other personal data we collect.

We collect and process health data on the following legal bases:

Vital interests – where the information is necessary to protect the life or physical safety of the participant or others at the camp (for example, a severe allergy that requires staff to carry an EpiPen). The legal basis for this processing is Article 9(2)(c) GDPR, where processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent.
Explicit consent – for health information that goes beyond what is strictly required for safety. The legal basis for this processing is Article 9(2)(a) GDPR, where the data subject has given explicit consent to the processing of those personal data for one or more specified purposes. Consent is collected via a dedicated form and is always freely given, specific, and separate from other consents. You may withdraw this consent at any time.

If you prefer not to provide health information, please contact us at info@summerschoolofscience.com so we can discuss how to best support your safe participation.

How do we collect data?

Applicants directly provide all the data we collect.

We collect and process personal data when you apply to any Summer School of Science camp or program via an application form on our website. For applicants selected to participate in the Summer School of Science, we also collect additional data from further signed agreements, voluntarily completed feedback forms, and via photographing events as part of the Summer School of Science’s program.

Mentors and other staff voluntarily provide data per the organization’s request in private communication or by voluntarily completing feedback forms. They may also be included in the photographs obtained during the Summer School of Science.

How will we use your data and who is the data shared with?

We collect personal data so we can:

perform a comprehensive and fair selection process for prospective Summer School of Science participants,
organize the Summer School of Science safely for all students, mentors and staff,
continue and improve the organization of the Summer School of Science in the future by creating promotional materials and performing demographic analysis, and
email former participants with invitations to special events or with information on similar programs, offers and services.

During the application and selection stage, the data is used only internally. Afterwards, to organize the Summer School of Science safely, we share necessary personal data – full name, date of birth, address, government-issued ID or passport number – of participating students, mentors and other staff with a partnering insurance company.

Health data is shared only with the members of our staff who have a direct need to know: the organizers responsible for catering and accommodation, mentors overseeing lab work relevant to the participant in experimental projects, and medical professionals in the event of an emergency. It is not shared with all mentors or other participants. It is also not shared with our insurance partner except where strictly required in connection with an insurance claim.

Photographs taken during the Summer School of Science are shared among all participants and staff of the relevant camp. The program includes public and limited-access events. Photographs taken at public events may be used on the Summer School of Science’s social media, website and other promotional materials. Photographs primarily featuring an individual participant may be used for the same purposes on the basis of that individual’s explicit written consent pursuant to Article 6(1)(a) GDPR, or on the basis on the consent of a parent or guardian if the participant is underage. All photo consent and opt-out preferences are collected via a dedicated consent form provided to staff and applicants selected for participation (and their parent or guardian, if the participant is underage) before the camp begins. This processing is based on freely given consent and may be withdrawn at any time.

How do we store your data?

We store all personal data in a GDPR-compliant Google Workspace. For more information, see Google’s Data Processing Amendment.

How long will the data be stored?

We retain personal data only for as long as necessary for the purposes for which it was collected and processed, in line with the GDPR.

If the applicant is not selected to participate in the camp, their data will be deleted within 12 months of the camp's completion.

The data of applicants who participated in the Summer School of Science and joined the Alumni Program will be stored until the applicant unsubscribes from the Summer School of Science Alumni Program. All other data is retained for the duration of the individual’s involvement with the Summer School of Science and deleted within 12 months of their last participation, unless a longer retention period is required by law.

Health data is stored with the same security measures as all other personal data. It is deleted within one month of the camp's completion, unless a longer retention period is required by law, for example in connection with an insurance or legal matter.

What are your data protection rights?

Per EU law, every applicant, participant and member of staff may exercise the rights available under the GDPR:

The right to access – You have the right to request copies of your personal data.
The right to rectification – You have the right to request that we correct any information you believe is inaccurate. You also have the right to request that we complete the information you believe is incomplete.
The right to erasure – You have the right to request that we erase your personal data, after the completion of the camp you participated in. You may also request erasure of your data before the camp’s completion if you opt not to continue your participation in the program.
The right to restrict processing – You have the right to request we restrict the processing of your personal data. Namely, you may request that photographs featuring you no longer be used as described above. You may also request restricted processing of your data before the camp’s completion if you opt not to continue your participation in the program.
The right to object to processing – You have the right to object to processing of your personal data.
The right to data portability – You have the right to request that we transfer the data that we have collected to another organization, or directly to you.
The right to withdraw consent – Where we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing before withdrawal.

If you make a request, we have one month to respond. If you would like to exercise any of these rights, please contact us at info@summerschoolofscience.com. You also have the right to lodge a complaint with the Croatian Personal Data Protection Agency (Agencija za zaštitu osobnih podataka, AZOP) at any time: www.azop.hr.

You can send an informal message to us at info@summerschoolofscience.com.

Privacy policies of other websites

The Summer School of Science website and informative materials may contain links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

Changes to our privacy policy

We may update this policy from time to time. We encourage you to review this page periodically.

The policy was last updated on 31 March 2026.