Privacy policy

Who processes the data

toastmasters.pl is run by the Toastmasters Polska team. For anything about your personal data, write to kontakt@toastmasters.pl.

What data we collect

You can browse the site without giving any data. We don't use advertising or analytics cookies.

When you send a form (contact, message to a club, club report, mentor application), we process what you type into it: usually your name, e-mail address and message, and in a mentor application also an optional photo and a LinkedIn link.

“Near me” in the directory uses your browser's location only on your device: the coordinates are not sent to our server.

The chat assistant may ask for your location with a “Share location” button: the browser asks for your consent only after you click it. The coordinates (rounded to about 100 m) then reach our server only to measure the distances to clubs: we don't store them or pass them to the language model.

What for

We use form data only to answer your message, update the club directory or review a mentor application (Art. 6(1)(b) and (f) GDPR). We don't send newsletters or ads.

A message sent with “Write to the club” is forwarded by e-mail to that club, together with your name and e-mail address, so the club can reply to you directly. We also send you a short confirmation. Any further conversation is between you and the club.

Who we share data with

Form messages are sent by e-mail through an e-mail delivery service. The forms are protected by Google reCAPTCHA v3, which looks at how the page is used to tell people from bots: Google's privacy policy and terms apply.

We count anonymous visit and speed statistics (Vercel Web Analytics and Speed Insights) and what you click and search for on the site (PostHog, servers in the EU), without cookies and without identifying you. PostHog also records the course of a visit (scrolling, clicks, how the page looks) so we can see where the site causes trouble; form fields are always hidden in the recordings, and recordings are deleted after 30 days. This helps us improve the site.

Your recent search, directory filters, the chosen meeting day, the chosen language of the site and your “My clubs” list are kept only in your browser (localStorage), so you don't have to set them again: they don't reach our server.

After you write to a club we may ask for a short, voluntary rating (PostHog). The answers are not linked to your name or e-mail address; your browser only remembers that the survey was shown, so we don't ask twice.

The club assistant (the chat on the site) uses the DeepSeek language model (Hangzhou DeepSeek Artificial Intelligence, China): the conversation goes to DeepSeek's servers so the assistant can answer. Don't type personal data into the chat. We store questions and answers in our database (Supabase, servers in the EU) without your name or IP address, with e-mail addresses and phone numbers masked, to check the quality of the answers and improve the assistant (Art. 6(1)(f) GDPR); we delete them after 90 days. The chat is protected by reCAPTCHA v3, and a technical cookie, tm_czat (a random identifier, 7 days), lets us limit the number of questions and link the questions of one conversation.

The club map shows OpenStreetMap tiles: your browser downloads them from OpenStreetMap's servers, which see your IP address.

Club data comes from Toastmasters International's public club search.

How long

We keep messages as long as needed to deal with them, and then delete them.

After you write to a club with “Write to the club”, we keep your name, e-mail address and the club you wrote to (not the message itself), so that after 4 days we can ask you in one e-mail whether the club replied: we want every guest to get an answer, and to fix out-of-date club addresses quickly. Your name and address are deleted 30 days after the message; only whether the club replied is kept.

Your rights

You have the right to access your data, have it corrected, deleted or restricted, to data portability and to object. You can also lodge a complaint with the Polish data protection authority (Prezes Urzędu Ochrony Danych Osobowych).