Data privacy

1. The e-Service

The EU Institutions & bodies (EUI-B), including the European Commission, the Committee of the Regions, CINEA, and external contractors on their behalf (see§ 7 below), have set up this electronic registration form in order to facilitate the registration of participants to conferences and events.

2. What kind of personal information do we collect, for what purpose, and through which technical means?
Identification data

The registration form collects basic information on each participant including their name, organisation and contact details. From the data collected, a badge may be produced, which will enable registered participants to access the conference venue for physical events only ( this is not applicable to virtual events).

Data collected by the service may include the following:

·       Name (first & last name)

·       Title

·       Date of birth

·       ID (or Passport) number

·       Organisation details (name, type & address)

·       Email address

·       Nationality

·       Country of residence

·       Telephone number

·       Login and password & dedicated account when applicable

In addition, non-mandatory personal data may be collected such as food restrictions and accessibility needs in case of physical events only or photos and videos taken from the event  .

In some cases, data such as ID or Password number must be collected to allow entry into venues with high security.

Some of the above mentioned data may not be collected for virtual events.

Additional information provided to you as part of the service

By registering for an event, participants agree to receive information specific to that. For example, the service will use your email address and name to send a confirmation email. Participants may also receive information on programme changes, access instructions, and security procedures.

After the event, personal data may also be used to express gratitude to each participant for participating in the event. The EU Institutions & bodies, and external contractors on their behalf, may use your personal data if you consent to invite you to future EUI conferences.

Registrants may opt-out of receiving future emails from the EU Institutions and their contractors related to similar initiatives.

Technical information

Participants will register on the website www.euconf.eu managed by Pracsis srl for EUI-B. For some events, a login and password may be provided in an event invitation and is needed for registration.

For some events, registrants may choose to register on euconf.eu by creating a personal account that will them to access and update their data (e.g., the sessions they choose to attend or their personal details) and to register again for future events without re-entering their full details.

Fields in the registration page are protected against intrusive codes or any attempts to access/modify/delete the database.

A secured administrative page gives restricted access to the data collected underthe control of an appointed administrator.

3. Who has access to the information provided and to whom is it disclosed?

Personal data will be accessible to the EU Institutions & bodies (e.g., the European Commission, the Committee of the Regions, CINEA and to contractual staff working in the organisation of this event on behalf of the EU Institutions& bodies on a need to know basis. No third party will receive the information submitted.

Names of participants and their organisations are included in lists distributed to attendees only with their explicit agreement. Participants can refuse the sharing of their contact details in this manner.

Participants can raise questions or comments on how data is handled by the contractor by sending an email to secretariat@euconf.eu

4. How can you verify, modify or delete your information?

After registration, users that have created a personal account can access and modify their data at any time.

Those who have registered as visitors will not have direct access to their stored data; corrections must be requested by e-mail to secretariat@euconf.eu. If registrants find a mistake in their registration form, it is possible to register again without giving prior notice to the organiser. The previous data will be deleted from the database.

To delete all or part of their data registrants must send a request to secretariat@euconf.eu

5. How long do we keep your data?

Your personal data is kept for as long as necessary for the purpose of processing your file and for as long as necessary to fulfill our legal obligations and in no case for a period longer than 48 months. You can request the immediate removal of your personal data from our list at any time, as explained above. Your personal data (mandatory) will be kept for a maximum period of 48 months from the date of the event you are registering for. Your personal data (non-mandatory) will be kept for a maximum period of 6 months from the date of the event you are registering for.  

The contractor, will keep your personal data in a safe - virus-protected - electronic storage for future use.

6. Authorisation to use pictures and be filmed

Please note that photos and videos are taken during the event, lunches, coffee breaks, cocktails, etc. and may be recorded. Some events are also live-streamed. Virtual events hosted on web conferencing platforms may also be recorded and published online.

The EU Institutions & bodies  may use the photographs and/or films bearing your image as described above in all types of publications, in any form of televisual broadcasting or communication via the Internet, in order to illustrate or promote the activities or projects, past, present or future, of the European Institutions & bodies   and the European Union. These images may be archived in the EU Institutions’ &bodies   online databases, accessible to the public free of charge. Third parties having access to these databases may use the said photographs and/or films in compliance with the EC's Decision on re-use of Commission's documents (2011/833/EU).

Data subjects have the right to access data related to them, to be informed about the existence and the extent of data processing, to rectify incorrect personal data as the case may be and to oppose further processing. They also have to request erasure of their data.

This authorisation shall apply worldwide and for as long as an image is subject to legal protection. It can be withdrawn by informing the European Commission at the address mentioned above.

In some cases, the request to  consent of being photographed or filmed is provided in the event registration form.

7. GDPR ‚Äď General Data Protection Regulation (of the European Union)

Pracsis srl, as a contractor of the EU institutions, is compliant with Regulation (EU) N¬į 2016/679 (GDPR).

8. Contact Information

Please write to secretariat@euconf.eu for any questions or comments about the service with respect to the use of personal information by Pracsis srl.

Please consider the following website for more information on data protection: ‚ÄėEuropean Data Protection Supervisor, the EU's independent data protectionauthority‚Äô: https://edps.europa.eu

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