This Privacy Policy sets out the rules for the processing and protection of personal data of visitors to the website of the Academy of Aesthetic Medicine, Anti-Aging and Longevity Venus project, nominated individuals, event participants, and entities submitting nominations.

I. DATA CONTROLLER

The controller of personal data is:

Pharma Medical House Sp. z o.o. (hereinafter referred to as the “Organiser”), responsible for the implementation of the Academy of Aesthetic Medicine, Anti-Aging and Longevity Venus project and the Venus Gala event.

Email contact: jgrabarczyk@akademiawenus.pl
Correspondence address: available upon request from the data subject.

II. SCOPE OF PERSONAL DATA PROCESSED

Within the Project, the following personal data may be processed:

1. Nominated persons and persons submitted for nomination

• full name, academic or professional title, specialisation;

• name and address of the workplace or business activity;

• professional achievements, description of accomplishments, publications and areas of activity;

• visual materials, such as photographs, if voluntarily provided;

• contact details, to the extent necessary for communication.

2. Persons or entities submitting nominations

• full name or name of the institution;

• contact details, including telephone number and email address;

• justification of the nomination.

The person or entity submitting the nomination declares that they have the nominated person’s consent to provide their personal data to the Organiser.

3. Venus Gala participants and collaborators

• full name;

• job title or professional role;

• contact details;

• data necessary for handling invitations, participation in the event and publication.

4. Data collected automatically on the Website

• IP address, device type and cookies (details are provided in Section VIII).

III. PURPOSES OF DATA PROCESSING

Personal data are processed for the purposes of:

• carrying out the submission and nomination process for the Venus Awards;

• verification of nominations by the Academy Venus Committee;

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

• communication and organisational support for participants;

• promoting the achievements of the aesthetic medicine community;

• organising and supporting the Venus Gala;

• archiving the Project as an industry event.

IV. LEGAL BASES FOR PROCESSING

Personal data are processed on the basis of:

• Article 6(1)(b) of the GDPR – performance of the submission process and participation in the Project;

• Article 6(1)(c) of the GDPR – compliance with organisational and documentation obligations;

• Article 6(1)(f) of the GDPR – the Organiser’s legitimate interest, namely the promotion of the achievements of nominated persons and industry education;

• Article 6(1)(a) of the GDPR – voluntary consent, in particular to the publication of photographs or additional visual materials.

V. RIGHT TO PUBLISH DATA AND LIKENESS

The provision of data as part of a submission signifies acceptance of its use for the purposes of:

• presenting nominees and laureates in the Venus Album 2026;

• publication in the official communication channels of Academy Venus;

• press information and educational materials.

The publication of a person’s likeness, including photographs, requires separate consent, which the Organiser may request from the participant.

VI. RECIPIENTS OF DATA

Data may be disclosed to:

• members of the Academy Venus Committee, solely for the purpose of assessing submissions;

• entities providing technical and organisational services, such as printing or event support;

• media companies carrying out promotional activities for the Project;

• public authorities, solely in cases provided for by law.

Data are not sold or used for purposes unrelated to the Project.

VII. DATA RETENTION PERIOD

Data are processed:

• for the duration of the Project, from 1 December 2025 to 30 November 2026;

• subsequently, for archival purposes, for up to 5 years,

unless the participant consents to further publication.

VIII. COOKIES AND AUTOMATIC DATA

The Website uses cookies for the purposes of:

• ensuring the proper functioning of the Website;

• analysing statistics and user traffic;

• protection against misuse.

The User may manage cookies through their browser settings. Restricting cookies may affect the operation of certain Website features.

IX. DATA SECURITY

The Organiser applies appropriate technical and organisational measures, including:

• data encryption;

• restricted access exclusively for authorised persons;

• access control and authentication;

• protection of servers against unauthorised access,

in order to ensure data security and prevent its loss or unlawful disclosure.

X. TRANSFER OF DATA OUTSIDE THE EEA

When using cloud-based tools or cooperating with entities outside the European Economic Area, data may be transferred outside the EEA only in accordance with Article 44 et seq. of the GDPR and with appropriate safeguards in place, such as standard contractual clauses.

XI. RIGHTS OF THE DATA SUBJECT

Each person has the right to:

• access their personal data;

• rectify their data or restrict its processing;

• object to processing;

• request the erasure of data, subject to archival obligations;

• data portability, where technically possible;

• lodge a complaint with the President of the Personal Data Protection Office.

Requests may be sent to: biuro@pharmamedical.pl

XII. CHANGES TO THE PRIVACY POLICY

The Organiser reserves the right to amend this Privacy Policy in the event of:

• changes in applicable law;

• changes to the organisation of the Project.

The current version of the Privacy Policy will be available on the Academy Venus website.

Acceptance of this Privacy Policy is a condition for submitting a candidate or participating in the event.