This Data Protection Notice (DPN) provides information about the processing and the protection of your personal data.
1. Introduction
RE-IMAGINE EUROPA (aisbl) is committed to protect your personal data and to respect your privacy. RE-IMAGINE EUROPA collects and further processes personal data in accordance to Regulation (EU) 2018/1725 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data.
This Data Protection Notice (DPN) explains the reason for the processing of your personal data in the context of the RIE Global Conference. It explains the way we collect, handle, and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data. It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights.
The information in relation to processing operation RIE Global Conference undertaken by RE-IMAGINE EUROPA, in partnership with ALLEA, EU-SAGE, the European Food Forum and the Institute of Agroecology.
2. Definitions:
Data Controller: means the natural or legal person, public authority, agency or pther body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law.
Personal Data: means any information relating to an identified or identifiable natural person (‘data subject‘). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an indentifier such as a name, an identification number, location, data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
3. Why and how do we process your personal data?
Purpose of the processing operation: the Data Controller collects and further processes your personal data to provide you with information about the RIE Global Conference (before, during and after) and to process your application for participation in that conference. Live web-streaming and audio-visual recording at the RIE Global Conference of the speakers, organisers, and participants, as well as photographs of the speakers and panoramic photographs of participants and organisers will be taken and published in the context of the Conference at YouTube for the live web-streaming, Twitter, LinkedIn.
The audience or non-speaker participants are not photographed individually or in groups. They may however appear on panoramic photographs of the whole event/audience. Participants that do not wish to be part of the above web-streaming and recording/publishing activities have the possibility to object to processing, by contacting the organisers (events@re-imagine.eu).
Your personal data will not be used for any automated decision-making including profiling. The Data Controller shall not be held accountable for any processing of personal data that you might carry out on your own initiative during or after the event. For instance, if you decide to take photographs/audio-visual recordings of participants of the RIE Global Conference and/or publish them online, you assume full responsibility for these actions.
4. On what legal ground(s) do we process your personal data?
The processing operations on personal data, linked to the organisation, management, follow-up and promotion of the RIE Global Conference (including web-streaming, photos, audio-visual recording) are necessary for the management and functioning of RE-IMAGINE EUROPA.
Your consent is required for:
- The sharing of the meeting/event attendee list containing your name and affiliation among RE-IMAGINE EUROPA services.
- The processing of your personal data for the organisation of the RIE Global Conference.
If you opt-in, you are giving us your explicit consent under Article 5(1)(d) of Regulation (EU) 2018/1725 to process your personal data for those specific purposes. You can give your consent
via a clear affirmative act by ticking the box(es) on the online registration form.
5. Which personal data do we collect and further process?
The following personal data will be processed:
- Identity (function/title, first name, last name, name of organisation, city, country);
- Contact details (e-mail address);
- Nationality;
- Accreditation details (ID number, birth date, expiry of document);
- Dietary preferences.
6. For how long do we keep your personal data?
The Data Controller only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing. For each of the categories of personal data that is processed, please find below the retention details and the reference to the relevant record of processing:
- All personal data related to the organisation and management of the RIE Global Conference (this includes the information given during the registration, before, during or after the event) will be deleted one year after the last action in relation to the Conference.
- Selected service providers for organisational purposes (such as caterers, travel agents or event management organisations) are contractually bound to process personal data on behalf of and in line with the instructions of the Data Controller, keep confidential any data they process and protect it from unauthorised access, use and retention. RE-IMAGINE EUROPA is on purpose keen on limiting the number of suppliers and carries out most actions that require data use in-house.
7. How do we protect and safeguard your personal data?
All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored on the corporate cloud of RE-IMAGINE EUROPA. All processing operations are carried out pursuant to the Data Protection laws in vigour in the European Union.
In order to protect your personal data, RE-IMAGINE EUROPA has put in place a number of technical and organisational measures. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of given processing operations.
8. Who has access to your personal data and to whom is it disclosed?
Access to your personal data is provided to the RE-IMAGINE EUROPA staff responsible for carrying out this processing operation and to other authorised RE-IMAGINE EUROPA staff according to the “need to know” principle.
Third party IT tools, including Social Media
We use third party IT tools to inform about and promote the RIE Global Conference through widely used communication channels, including the social media. You may be able to watch our videos, which we also upload to our social media page(s) YouTube and follow links from our website to other relevant social media Twitter and LinkedIn.
In order to view such third-party content on our websites, a message will alert you that you need to accept those third parties’ specific Terms and Conditions, including their cookie policies, over which RE-IMAGINE EUROPA has no control. We recommend that users read the relevant privacy policies of the social media tools used. These explain each company’s policy of personal data collection and further processing, their use of data, users’ rights and the ways in which users can protect their privacy when using those services.
The use of a third-party IT tool does not in any way imply that RE-IMAGINE EUROPA endorses them or their privacy policies. In the event that one or more third party IT tools are occasionally unavailable, we accept no responsibility for lack of service due to their downtime.
International transfers
Please note that pursuant to Article 3(13) of Regulation (EU) 2018/1725 public authorities (e.g., Court of Auditors, EU Court of Justice) which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients. The further processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing. The information we collect will not be given to any third party, except to the extent and for the purpose we may be required to do so by law.
9. What are your rights and how can you exercise them?
According to the regulations on the processing of personal data, you have the following rights:
- Right to be informed about the purposes of the processing and the identity of the Data Controller.
- Right of access and verification of data: you may, at any time, have access to the data that RE-IMAGINE EUROPA has on you or check if you are included in the database.
- Right of objection: you may, at any time, object to the use of your data by RE-IMAGINE EUROPA by sending your request by mail.
- Right of cancellation and/or modification: you may, at any time, notify RE-IMAGINE EUROPA of corrections of your data him and, where appropriate, request the deletion from the database – except those which RE-IMAGINE EUROPA has a legal obligation to keep on record.
- Right of limitation of processing: you may, in particular, obtain a limitation of processing when you have objected to the processing, when you dispute the accuracy of the data, or when you consider that the processing is illegal.
You have consented to provide your personal data to the Data Controller for the present processing operations. You can withdraw your consent at any time by notifying the Data Controller. The withdrawal of your consent will not affect the lawfulness of the processing carried out before you have withdrawn the consent. You can exercise your rights by contacting the data controller. Their contact information is given under Heading 10 below. Where you wish to exercise your rights in the context of one or several specific processing operations, please provide their description (i.e., their Record reference(s) as specified under Heading 10 below) in your request.
10. Contact information
The Data Controller
If you would like to exercise your rights under Regulation (EU) 2018/1725, or if you have comments, questions or concerns, or if you would like to submit a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller: Matteo Nicolosi (Matteo.Nicolosi@re-imagine.eu).