PRIVACY STATEMENT
INFO DAY: HORIZON 2020 RESEARCH INFRASTRUCTURES
BRUSSELS, 30 November 2017
1. ONLINE INVITATION/REGISTRATION RELATING TO THE INFO DAY: HORIZON 2020 RESEARCH INFRASTRUCTURES
This web page offers you an online electronic registration for the above mentioned meeting. While registering your personal data will be collected and further processed for the purposes detailed hereafter under point 2.
As this online service collects and further processes personal data, Regulation (EC) 45/2001, of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data, is applicable.
2. WHAT PERSONAL INFORMATION DO WE COLLECT, FOR WHAT PURPOSE AND THROUGH WHICH TECHNICAL MEANS?
Identification Data
The personal data collected and further processed will be:
- Data necessary for the organisation and management of the meeting, such as Gender (needed for the right title) / name / surname / profession / postal & E-mail addresses / etc.
- Photographs/pictures, presentations, live webstreaming and/or video recording of speakers and participants;
Purposes
The purpose of the processing of personal data performed in the context of the meeting is the management/organisation of the meeting, including management of:
- Lists for contacts, invitations, participants, reports, distribution of reports, feedback on reports, meeting follow-up, follow-up meetings, follow-up actions, publications, news;
- Publication on EUROPA and/or INTRACOMM and/or CORDIS website and/or website dedicated to the meeting;
- Photographs/pictures, presentations, live webstreaming and/or audio and video recording of speakers and participants.
An opt-out is provided to participants who prefer their images are neither recorded nor published on any support. In these cases, those participants can locally follow live meeting and debates at the webstreaming Internet address indicated on the subscription form or the invitation by the organizer.
3. WHO HAS ACCESS TO YOUR INFORMATION AND TO WHOM IS IT DISCLOSED?
For speakers only, in the conferences webcast portal, name, profile, picture, short CV and presentation(s) if provided voluntarily by the speaker, will be indicated in the portal and associated to the video recording of the speech. No personal data is added for interventions not in agenda (e.g. questions from the public).
In order to keep the network of the participants operational a contact list of participants is shared between attendees.
The report including the presence list is shared between participants and distributed to all organisations represented in the meeting.
No personal data is transmitted to parties, which are outside the recipients and the legal framework mentioned.
4. HOW DO WE PROTECT AND SAFEGUARD YOUR INFORMATION?
The collected personal data and all information related to the above mentioned meeting are stored on the servers of EKT
Audio and videorecordings as well as information displayed on the internet/intranet might be stored on servers of external contractors abiding by the necessary security provisions.
5. HOW CAN YOU VERIFY, MODIFY OR DELETE YOUR INFORMATION?
In case you want to verify which personal data is stored on your behalf, have it modified respectively corrected or deleted, please contact the support team by using the Contact Information below and by explicitly specifying your request.
Special attention is drawn to the consequences of a request for deletion, in which case any trace to be able to contact you will be lost.
6. HOW LONG DO WE KEEP YOUR DATA?
Personal data is kept as long as follow-up actions to the meeting are necessary with regard to the purpose(s) of the processing of personal data as well as for the meeting and its related management. All personal data will generally be deleted from databases 2 year after the last action in relation to the meeting. Reports containing personal data will be archived according to the relevant Commission's legal framework.
7. CONTACT INFORMATION
In case you wish to verify which personal data is stored on your behalf, have it modified, corrected, or deleted, or if you have questions regarding the organisation of the meeting, or concerning any information processed in the context of the meeting, or on your rights, feel free to contact the support team, using the following contact: RICH-infoday@cea.fr
