According to the GDPR legislation (Regulation (EU) 2016/679 of the European Parliament) ‘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 identifier 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;
List of information that could be considered personal data, either on their own or in combination with other data: First name, last name/surname, maiden name, Email address, Home address (street, zip, postal code, city),Phone number, Photo , Date of birth , Bank account number, Credit card number, National Identification Number, (Social) Insurance Number, Social Security Number, Taxpayer Identification Number, Tax File Number, Permanent Account Number, Passport number, national ID number, driver's license number, Vehicle registration plate number, Employee number, IP address, Cookie ID, Location data, Handwriting, Login Password, Social media profile IDs/links, Mobile device IDs, Employment history, job title, Education history, Sex/Gender, Race/Ethnicity, Place/city/country of birth, Partner name, Health details, Medical records.
We collect your personal data on different occasions:
✦ When you sign up for our newsletter
✦ When you apply for College acceptance
✦ When you pay your tuition for the CoEE
✦ When you fill out a questionnaire before an event you are attending
✦ When you contact us via email, phone, website and/or social media
✦ During the entire development of the Event
WHAT HAPPENS WHEN YOU SIGN UP FOR THE NEWSLETTER?
When you sign up for the newsletter, you share your email and your name with us. You can always delete this data by unsubscribing at the bottom of the actual newsletter. When you unsubscribe, any data on you will be deleted and gone forever.
WHAT HAPPENS WHEN YOU APPLY FOR THE COLLEGE?
When you apply to the College, we ask you to tell us a little bit more about you and your current professional life. This information is then passed on to our onboarding team, who will reach out to you via email to coordinate a time for a call with you. This is the process how we curate the participants of the College.
WHAT HAPPENS WHEN YOU PAY YOUR TUITION?
When you pay for your tuition, your personal data is stored in our participant management solution for a maximum of two years. If you use online payment, we do not receive any payment information, as the transactions are handled by our payment provider Quickpay.
WHAT HAPPENS WHEN YOU FILL OUT THE PRACTICAL QUESTIONNAIRE BEFORE ATTENDING AN EVENT?
To give you the best possible experience, the project team behind our events collects personal data on you. For example, we collect data concerning any allergies, so we know what food we can serve you during the event. We also collect data on your current occupation, so we can highlight you on our website as a participant. You can always opt out of being featured on the website and on our community alumni database. All data is processed by employees who have confidentiality. If you have opted in to be featured as a participant and later as alumna/alumnus on our website and community page, the data you shared will be saved and kept online and publicly accessible until you revoke your explicit permission for us to share your name as an alumni. If you want to revoke your permission or make changes to how you are featured, such as updating your work title, you can always reach us on firstname.lastname@example.org and request the changes.
WHAT HAPPENS WHEN YOU CONTACT US VIA EMAIL, PHONE, WEBSITE AND/OR SOCIAL MEDIA?
We process your personal data when you contact us or when we return a call if you have asked us to contact you. The processing of the personal data is carried out on the basis of executing a contract art. 6(1)(b), Regulation (EU) 2016/679 of the European Parliament), namely the contract between the participant and the Event Organizer. We may also process your personal data for the purpose of direct marketing. This processing is carried out on the basis of expressly manifested consent (art. 6(1)(a), EU Regulation (EU) 2016/679 of the European Parliament). Direct marketing may include sending newsletters, information about our seminars and other events, and other marketing activities. We always offer you the possibility to unsubscribe from our direct marketing.
WHAT HAPPENS DURING THE ENTIRE DEVELOPMENT OF THE EVENT?
During the entire development of the event, we collect images and videos, for such activities we have photographers and a video crew at the event. Sometimes we might have outside media visiting. This means you may appear in pictures or video. We’ll be respectful about it, of course, but mention it here so there’s no misunderstandings later. If there are scenes with questionable content (stuff that might be problematic if taken out of context), we will get permission from the participants involved before releasing it, but if it’s pictures and videos that we do not consider to be problematic, we won’t ask first. You are welcome to reach out discreetly to our photographers or camera crew and let them know that you prefer not to be in any pictures. In conclusion, by participating at the Event, you manifest your fully implicit consent for the Event Organiser to collect your personal data, including images and video where you might be present. Also, we collect and process personal data when you sign up for newsletter, apply for the CoEE, pay your tuition, fill in a questionnaire before an event you are attending, contact us via email, phone, website and/or social media or during the entire development of the event. When participants take photos or videos of others participants in the context of various events or activities, for purely personal, household or recreational purposes, this policy shall not apply and the CoEE shall not bear any responsibility; in such cases, CoEE is absolved from any responsibility regarding the way those self-made photos are taken and further used. The CoEE hereby kindly requests participants to use all images and video taken as described above with maximum regard to the rights and liberties of other persons, especially children appearing in those photos or videos.
WHO WE SHARE YOUR PERSONAL DATA WITH
Our affiliates/partners may access your Personal Data to help us develop, maintain and provide our services and help manage our external relationships. Professional Advisers: Our lawyers, accountants, bankers, auditors, insurers and other qualified professionals may need to review your personal data to provide consultancy, compliance, legal, insurance, membership and similar services. We are not responsible for revising or removing your Personal Data obtained by any third party to whom you have provided such information (whether by sharing your login and password, or otherwise) related or not with the CoEE.
SO WHAT DO YOU NEED TO DO IN REGARDS TO THE NEW RULES?
You don’t have to do anything in relation to the new rules. We take the appropriate precautions to protect your data. Moreover, not only you don’t have any obligation, but in accordance with applicable data protection regulation you have the following rights: You have the right of access to the personal data we process about you, and the right to request rectification of your personal data. In certain circumstances, you are entitled to request the erasure or restriction of your personal data or object to our processing of your personal data. Furthermore, you are entitled to receive the personal data concerning you in a structured, commonly used format. You have the right to fully or partially withdraw any given consent regarding the processing of personal data at any time. You also have the right to object to the processing of your personal data for direct marketing purposes.