Privacy Notice for the EGI Conference
Name of the event
EGI Conference
Description
The EGI Conference (hereinafter referred to as: “the Conference” or “the event”) is an event organised to gather the members of the EGI Federation and present and discuss all activities taking place across the EGI Federation. Different activities are conducted as part of the management of this event: abstract, session and registration management, broadcasting or recording of sessions and dissemination activities before, during and following the events.
This privacy notice describes how we, the EGI Foundation (hereinafter referred to as "we" or "the Data Controller"), collect and process data by which you can be personally identified (“Personal Data”) when you use the service.
Data controller
EGI Foundation
Science Park 140
1098 XG Amsterdam
Netherlands
Data protection officer
EGI Foundation
Data Protection Officer
Science Park 140
1098 XG Amsterdam
Netherlands
E-mail: dpo@egi.eu
Jurisdiction and supervisory authority
Jurisdiction: NL, The Netherlands
EGI Foundation's lead supervisory authority is the Dutch Data Protection Authority. They can be contacted at https://autoriteitpersoonsgegevens.nl/en/contact-dutch-dpa/contact-us
Personal data processed
The service may process the following personal data:
Identification data:
- Name
- Identification number
- E-mail address
- Address
- Bank details
- Affiliation
- IP address
Behavioural data:
- Usage data
- Technical logs with timestamps
- Data allowing conclusions on the personality:
- Membership information on group, roles or communities
Biographical data:
- CV data
Purpose of the processing of personal data
The purpose of the collection, processing and use of the personal data mentioned above is:
- Process your booking, contact you regarding your participation in the event, organise and facilitate the event (including the creation of attendance lists and attendee badges) and to carry out post-event evaluation.
- The organisation of events (abstract, session and registration management), broadcasting or recording of sessions and dissemination activities before, during and following the events.
- Identify the users accessing the services related to the event management and track usage of resources for accounting and security management.
Legal basis
The legal basis for processing personal data are: performance of a contract with the data subject and legitimate interests pursued by the controller or by a third party according to Art. 6 (1) (f) GDPR.
Third parties to whom personal data is disclosed
Personal data will not be used beyond the original purpose of their acquisition. If a forwarding to third parties should be necessary to answer an inquiry or to carry out a service, the consent of the data subject is considered to have been given when using the respective function or service. In particular, the data you provide to us will not be used for advertising purposes.
For the purpose given in this privacy notice, personal data may be passed to the following third parties:
Within the EU / EEA:
- CESNET: sub contracted processor, resource provider for the Collaboration Tools, providing services like Indico.
- Google Ireland Limited: sub contracted processor, resource provider (provision of Google Workspace).
- Mentimeter: resource provider for collecting feedback of attendees during events.
- Guarant: sub contracted processor, service provider for the registration management.
Individuals are responsible for organising the events, reviewing abstracts and managing sessions. - Events' attendees.
- Anonymous users that may be accessing public events.
- Persons accessing public broadcasts.
- The records of your use and technical log files produced by the service components may be shared for security incident response purposes with other authorised participants in the academic and research distributed digital infrastructures via secured mechanisms, only for the same purposes and only as far as necessary to provide the incident response capability where doing so is likely to assist in the investigation of suspected misuse of Infrastructure resources.
Outside the EU / EEA:
- Zoom Video Communications Inc: subcontracted processor, resource provider for online events.
- Whova Inc: sub contracted processor, service provider for event management software and a smartphone app that will be used to ease interactions and information sharing.
- Individuals responsible for organising the events, reviewing abstracts and managing sessions.
- Events' attendees.
- Anonymous users that may be accessing public events.
- Persons accessing public broadcasts.
- Any data transfer to a third country outside the EU or the EEA only takes place under the conditions contained in Chapter V of the GDPR and in compliance with the provisions of this privacy notice and any related policies adopted by the EGI Federation.
Your rights
You can exercise the following rights at any time by contacting our data protection officer using the contact details provided in the Data Protection Officer section:
- Information about your data stored with us and their processing
- Correction of incorrect personal data
- Deletion of your data stored by us
- Restriction of data processing, if we are not yet allowed to delete your data due to legal obligations
- Objection to the processing of your data by us
- Data portability
You can complain at any time to the supervisory data protection authority (DPA) responsible for you. Your responsible DPA depends on your country and state of residence, of your workplace or of the presumed violation. A list of the supervisory authorities with addresses can be found at https://edpb.europa.eu/about-edpb/board/members_en.
You can contact EGI Foundation's lead supervising authority using the contact details provided in the Jurisdiction and Supervisory Authority section.
Data retention and deletion
The personal data related to your registration, will be deleted within three months after the event.
The records of the usage and technical log files produced by the supporting services are deleted or anonymised after, at most, 18 months as documented in EGI-doc 2732: Policy on the Processing of Personal Data.
Security
We take appropriate technical and organisational measures to ensure data security and the protection against accidental or unlawful destruction, accidental loss, alteration, unauthorised disclosure or access.
A comprehensive overview of the technical and organisational measures taken by EGI Foundation can be found at EGI Document 3737: EGI Foundation Technical and Organisational Measures (TOM)
Related policies
EGI Foundation is conforming to REFEDS Code of Conduct and your personal data will be processed in GI Foundation is conforming to REFEDS Code of Conduct and your personal data will be processed in accordance with the Code of Conduct for Service Providers and the EGI-doc-2732-v3: Policy on the Processing of Personal Data.
Note
This privacy notice is based on the AARC Policy development kit (licenced under CC BY-NC-SA 4.0)