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Privacy Policy

Data Protection Notice 

One of your rights under EU law is that you must be informed when your personal data - also known as personal information - is processed (collected, used, stored) by any organisation including one of the EU institutions. You also have the right to know the details and purpose of that processing.

On these pages you will find information about the processing of personal data associated with this website including the use of cookies and about the processing of your personal data if you are an attendee of the co-hosted EDPS and EDPB side event.

As co-hosts of this event, the EDPS and the EDPB may collect your personal data only to the extent necessary for organisational purposes, to provide you with information about the conference (before, during and after) and process your registration to participate. Where necessary, we may also share your information with service providers for the purposes of organising the event.  Forum Europe Ltd acts as a data processor on behalf of the EDPS and the EDPB for this event.

The following personal data will be collected and processed:
• contact details (title, first name, last name, city, country, e-mail, phone number, name of organisation)

Your consent is required for:
• photos, video recordings and web streaming related to the conference;
• conference attendee list containing your name and affiliation which will be shared among participants.

More detail is outlined in the following sections.

Under certain conditions outlined in law, we may disclose your information to third parties, (such as the European Anti-Fraud Office, the Court of Auditors, or law enforcement authorities) if it is necessary and proportionate for lawful, specific purposes.

We will never divulge your personal data for direct marketing purposes.

You have the right of access to the personal data we hold regarding you, and to rectify them, if necessary. We recommend that you send it by post in a sealed envelope.

You can contact the EDPS DPO for any enquiry or complaint. You also have the right to recourse at any time if you believe your data protection rights have been breached; you should contact the EDPS as a Supervisory Authority.

We do not keep your personal information for longer than necessary for the purposes for which we collected it. You will find specific information in the sections below.

Your personal data and this website
Cookies
A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

Cookies that we use - For details of our use of cookies please see our Cookies Policy

Registration
If you register to attend the EDPS and EDPB side event, we will collect some of your personal data for the purposes of processing your registration and for organisational matters.

When submitting the registration form for the conference, registrants are asked if they would like their details to be added to the conference attendee list which will be shared with all attendees. Registrants can choose if they would like to be included in the conference attendee list or not.

Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

The personal data may be shared with selected service providers and the European Commission as necessary for organisational purposes.

Any and all service providers selected for the organisation of this event are contractually bound to process personal data on behalf of us, keep confidential any data they handle and protect it from unauthorised access, use and retention. Forum Europe Ltd acts as a data processor on behalf of the EDPS and the EDPB for this event.

If you want us to delete these data from our internal repositories at any point in time after you have given your consent, please contact us and we will do so within ten working days upon receipt of your request or the latest correspondence with you about your request.

Photos and videos
The EDPS and EDPB may take photos and videos of the event and publish them on the EDPS intranet, internet site and other EDPS and EDPB social channels (Twitter, LinkedIn and YouTube). Should you wish not to be photographed or not to appear in the photos and/or videos you are requested to contact us as soon as possible before the event so that suitable arrangements can be made, as far as is practicable.

In the registration form we provide you with the option to agree or not to being photographed or to appear in the conference video recordings or web streaming. In the event you do not consent, we will make arrangements, such as a special seating area or an indication on the conference lanyard, to implement your wishes as far as is practicably possible.

If you are a speaker, the information you provide us, such as your biography or presentations may be published.

This website will remain online for 6 months following the 2018 international conference. Thereafter, we will archive event material, including reports and audio-video footage in the EU historical archives. The event material will then be available in this online archive.