This policy pertains to the collection and processing of personal data submitted by participants ("you") who wish to access the European Commission building to participate in a debate organized by us on the 14th of May 2024.

Introduction

Alumni Europae ASBL (referred to as "we", "our", or "us"), with its registered office at AVENUE HUARD HAMOIR 48 1030 BRUXELLES, company number 840.729.187, is committed to protecting and respecting your privacy in compliance with the EU General Data Protection Regulation (GDPR).

This policy pertains to the collection and processing of personal data submitted by participants ("you") who wish to access the European Commission building to participate in a debate organized by us on the 14th of May 2024.

Data Collection

The personal data we collect for event registration includes:

  • Last Name*

  • First Name*

  • Email Address*

  • Nationality*

  • Date of Birth*

  • Passport/ID Number*

  • Document Expiry Date*

  • Organization/Company

  • Mobile Number

(*Mandatory fields)

Purpose of Data Processing

Your data will be used exclusively for the purpose of verifying your identity, facilitating your entry to the European Commission building, and ensuring your participation in the debate. It will not be used for any other purposes.

Legal Basis for Processing

The processing of your personal data is based on the necessity for the performance of a contract to which you are a party — the agreement to participate in the event.

Data Access and Sharing

Access to your personal data is limited to the Data Protection Officer of Alumni Europae ASBL and the event organizers, specifically Guy JANAWAY, Thomas FAIRHURST, and Ioannis NOTOGLU, who are responsible for the event coordination.

Your personal data will be shared with the European Commission solely for the purpose of securing your access to the building on the event day. The way your data is treated by the European Commission is available here: https://commission.europa.eu/about-european-commission/service-standards-and-principles/security-commission_en

Use of Third-Party Service Providers

Google Forms

In order to facilitate the registration and management of participants for our event, we utilize Google Forms, a service provided by Google LLC (“Google”), as our data collection platform. Google acts as a data processor on behalf of Alumni Europae ASBL.

Data Processing through Google Forms

Data Collection: Google Forms is used to collect the registration details as specified in this privacy policy.

Data Storage: The data collected through Google Forms is stored on Google's servers. Google provides a secure and compliant infrastructure as per its terms of service and privacy statements.

Data Access: Access to the data within Google Forms is restricted to the authorized personnel of Alumni Europae ASBL and is protected by robust access controls, including two-factor authentication.

Compliance and Safeguards

Data Processing Agreement: We have entered into a Data Processing Agreement with Google that includes standard contractual clauses as required by the GDPR to ensure an adequate level of data protection.

Sub-processors: Google may use sub-processors to provide the necessary hardware, software, networking, storage, and related technology required to operate Google Forms. Google maintains a list of sub-processors which are also contractually bound to provide an adequate level of data protection.

Data Transfers: If personal data processed through Google Forms is transferred outside of the European Economic Area, it is done so under Google’s model contract clauses and privacy shield framework which provides the necessary guarantees for such transfers.

Google's Compliance

Google is committed to GDPR compliance across its services and provides robust data protection and privacy safeguards. You can read more about Google's commitments to GDPR and data security on their website.

Participant Consent

By choosing to register for this event, you acknowledge and consent to your personal data being processed through Google Forms. You may withdraw your consent at any time by notifying us, though this may affect your ability to participate in the event.

Data Security

We are dedicated to ensuring the security of your personal data. We have implemented appropriate technical and organizational measures to protect your data from unauthorized access, alteration, disclosure, or destruction.

Technical Measures

1.      Encryption: Personal data is encrypted during transmission over the network using secure protocols such as SSL/TLS to prevent unauthorized interception of data.

2.  Access Control: We have implemented strict access controls to ensure that only authorized personnel can access personal data. This is achieved through authentication and authorization mechanisms.

3.      Data Anonymization: Where possible, we anonymize the data to prevent association with any particular individual unless necessary for the purpose of the event.

4.      Regular Security Audits: Our systems undergo regular security audits to ensure that they are secure against emerging threats and vulnerabilities.

5.      Firewalls and Antivirus Software: We use firewalls to protect our internal network from unauthorized access and malware. Antivirus software is installed on all systems to detect and prevent malicious software attacks.

Organizational Measures

1.      Data Protection Officer: A designated Data Protection Officer (DPO) oversees compliance with data protection laws and internal data security policies.

2.      Policy Reviews and Updates: Our data protection policies and procedures are regularly reviewed and updated to reflect best practices and legal requirements. See https://alumnieuropae.org/privacy/ for more details.

By implementing these measures, we strive to protect the personal data of our participants against unauthorized access, alteration, disclosure, or destruction, thereby ensuring the confidentiality, integrity, and availability of the data.

Retention Period

The personal data collected will be retained only for as long as necessary to fulfil the specific purpose of managing your participation in the debate on the 14th of May 2024. After the event, the personal data will be deleted within 30 days.

Your Rights

Under the GDPR, you have the right to access, rectify, erase, restrict processing of your data, data portability, object to data processing, and the right to not be subject to automated decision-making including profiling.

You can exercise these rights by contacting our Data Protection Officer at dpo@alumnieuropae.org

Data Protection Officer

For questions regarding the processing of your personal data, please contact our Data Protection Officer at: László Molnárfi @ dpo@alumnieuropae.org

This privacy policy is effective as of 14/04/2024


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