Globalaw Limited is committed to protect your personal data and to respect your privacy.
This privacy statement explains the reason for the processing of your personal data in the context of a meeting or event organized by Globalaw Limited. 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.
- Why and how do we process your personal data?
The processing operations on personal data are necessary for the organization, management, and follow-up of the meeting or event.
Gobalaw Limited, (referred to hereafter as Data Controller) is responsible for the overall organization of the event, the communication with the speakers and participants before and after the end of the event, reimbursement of expenses of invited participants, as well as communication and promotion of the event.
The data processor is MCI Benelux S.A., which supports the registration and the logistics of the organization of the event through a mandate with the Data Controller. Organizational measures may include sharing your data with authorized additional data sub-processors with a legitimate need to know for the purposes of this processing operation.
The purpose of the processing of your personal data is handling registration and attendance, travel and accommodation booking, reporting on the event, as well as event follow-up actions, such as sharing presentations among participants and feedback collection. It includes, in particular, lists and mailing lists for contacts, invitations, participants, reports, minutes, distribution of reports/minutes, feedback on reports, meeting follow-up, follow-up meetings, follow-up actions, photographs/pictures, presentations, audio and/or video recording of speakers and participants, news and publications. If you agree to be invited to take part in an online platform and its matchmaking activities of the event, personal data (first name, last name, organization, role, country, email) will be used to create your profile.
Your personal data will not be used for an automated decision-making including profiling.
Live web-streaming and audio-visual recording at the event or meeting of the speakers, organizers and participants, as well as photographs of the speakers and panoramic photographs of participants and organizers will be taken and published in the context of the event or meeting at a site or place indicated in the specific privacy statement linked to the meeting or event.
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.
- Which personal data do we collect and further process?
Personal data collected and further processed for the purposes of the organization and management of the event may include identification/contact data, such as first name, last name, title, job title, organization, email address, phone number, dietary requests (if any) for organizing meals, accessibility requests (if any) to ensure all registrants can participate to the event, information about the form of transport used and hotel, and banking information (for purpose of reimbursement of travel expenses/allowances). Finally, nationality, passport or identity card number and its date of issue and expiry date may be collected, so that the data subjects may obtain access to the premises where the meeting/event is held.
Please note that for this meeting there are photos, audio and/or video recordings taken during the event based on the prior consent of the speakers and the participants. These photos and recordings may be published for communication purposes. During registration, participants should indicate their preference to opt-in from the above photo/recording/publishing activities.
If you opt-in, you are giving us your explicit consent under Article 6(1)(a) of Regulation (EU) 2016/679 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. Please note that you are free to grant your consent. However, the refusal to provide personal data may cause the impossibility for Globalaw to complete the registration for the respective event.
In case, however, a participant decides to intervene by enabling his/her audio or video during the meeting, he/she will be recorded.
The plenary sessions will be streamed on a player, the player will not collect any personal data.
Furthermore, emails will be sent via MailChimp.
- How long do we keep your personal data?
Personal data is kept as long as follow-up actions to the event are necessary with regard to the purpose(s) of the processing of personal data as well as for the meeting and its related management.
Records containing personal data will be archived: among others, data necessary for logistics purposes (reimbursement of expenses, transport, etc.) are kept for five years.
Photos, audio, and video recordings are stored at Globalaw Limited for two years and within this time, they may, based on the prior consent of the speakers and the participants, be used for communication purposes. Thereafter, part of the collection may be selected for historical purposes. The remaining files will be deleted.
Selected service providers for organizational purposes (such as caterers, travel agents or event management organizations) are contractually bound to process personal data on behalf of and in line with the instructions of the data controller and the purposes set forth in this policy, keep confidential any data they process and protect it from unauthorized access, use and retention.
- How do we protect and safeguard your personal data?
After the conclusion of the event, all resulting personal data in electronic format (e-mails, documents, databases, recordings, etc.) are stored on the servers of MCI Benelux.
In order to protect your personal data, Globalaw Limited has put in place a number of technical and organizational measures. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorized access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organizational measures include restricting access to the personal data solely to authorized persons with a legitimate need to know for the purposes of this processing operation.
The contractor, MCI Benelux S.A., is bound by a specific contractual clause for any processing operations of your data and by the confidentiality obligations deriving from the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation).
- Who has access to your personal data and to whom is it disclosed?
Access to your data is granted to authorized staff of Globalaw Limited and service providers bound by confidentiality clauses, involved in the organization of the event, without prejudice to a possible transmission to the bodies in charge of a monitoring or inspection task in accordance with Union legislation.
For visibility purposes, personal data (pictures, video, or audio recording) are diffused to a wider public (intranet or Internet). If you do not agree with your image or voice being recorded and published, please use the possibility to not opt-in during registration or by contacting the organizer at any stage and explicitly specifying your request. Personal data of participants of events (pictures, video/voice recordings) may be published or web streamed on the internet and intranet site of Globalaw Limited social media accounts. If you do not agree with this publication of your personal data, please inform the service responsible for the meeting using the contact information below and explicitly specifying your request. In these cases, and according to available resources, the organizer could offer participants who object to publication a position where their image would not be recorded. In case, however, the participant decides to intervene (by enabling his/her audio for asking questions or turning on his/her webcam) his/her voice and/or image will be recorded. Neither the Data Controller, nor the data processor, share personal data with third parties for direct marketing.
- What are your rights and how can you exercise them?
According to Regulation (EU) 2016/679, you have the right to access your personal data and to rectify them in case your personal data are inaccurate or incomplete. Where applicable, you have the right to erase your personal data, to restrict the processing of your personal data, to object to the processing, and the right to data portability.
Any request to exercise one of those rights should be directed to the Controller (see below). Where you wish to exercise your rights in the context of one or several specific processing operations or files, please provide their description and reference(s) in your request.
Exceptions based on Regulation (EU) 2016/679 may apply.
- Contact information
The Data Controller
If you would like to exercise your rights under Regulation (EU) 2016/679, 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, ([email protected]).
- Right of recourse
You have the right to have recourse (i.e. you can lodge a complaint) to the Globalaw ([email protected]). if you consider that your rights under Regulation (EU)2018/1725 have been infringed as a result of the processing of your personal data by the data controller.