Privacy notice: Processing personal data when organising events
Processing personal data when organising events
Privacy notice: Processing personal data when organising events: joint informative document for data subjects (Articles 13 and 14 of the General Data Protection Regulation [2016/679]).
Purposes of processing personal data
Personal data is used for event management and event communication.
Personal data can also be used for collecting event feedback.
Photos can be taken in designated and marked locations (for example photo wall or other specific place). If people come to these locations, it is interpreted that they have given their consent for photos to be taken and published. The photos may be used for event marketing, reporting and publications. The photos may also be used for communicating and marketing similar events.
If the event has live streaming and/or is recorded, this will be stated on registration form, event website, confirmation e-mail and at the event. The audience will not be recorded. However, if it is possible that part of the audience will be streamed or recorded, this will be informed at the beginning of the event. In this case, it will be informed which area may be streamed or recorded. It will be stated on the registration form, event website and confirmation e-mail where the recording and live streaming will be published and how long it can be accessed.
If there are refreshments at the event, the participants will be asked about special diets so this alternative can made be available at the event. Information gathered on other special needs is used only for organising the event. Extra caution is taken when handling this data.
Personal data can be collected by using registration form, questionnaires and interviews.
Legal basis for processing
Consent is the legal basis for processing personal data. Project events: Public interest is the legal basis.
Personal data content and retention periods of the register
The personal data retention period is based on the type of the event. The retention period for project events depends on the funder’s requirements (maximum period is 15 years). This table is an example of the personal data categories collected during events. All of this data is not collected during all of the events. Only necessary data is collected.
|Data category name||Retention period|
|Name||1 year (except projects: 15 years)|
|Employer||1 year (except projects: 15 years)|
|Contact details||1 year (except projects: 15 years)|
|Participation details||1 year (except projects: 15 years)|
|Live streaming and recordings (video, voice)||6 months|
|Photos taken at the event||Can be shared to social media services of the event. Retention: 15 years.|
|Special diet (at some events)||1 week|
|Personal special needs||1 week|
|Consent to share contact details with other participants or sponsors.||1 year (except projects: 15 years)|
|Feedback collected concerning the event||1 year (except projects: 15 years)|
|Information needed to arrange the event and event services||1 year (except projects: 15 years)|
The register contains personal data related to people registered and/or attending the event.
Regular sources of data
Personal data is collected directly from data subjects.
Regular disclosures of data
The number of special diets will be submitted in advance to the restaurants.
Attendance information can be shared and transferred only if there is consent.
Principles of data protection of the register
A Manual material
Paper printouts are stored in a locked space and destroyed properly.
B Data processed through automated data processing
Data is stored in an information system. Users have personal user IDs. Access is granted only to those persons working for the data controller who are entitled to access and use the data in the system in order to perform their duties.
No automated decision-making is performed on the recorded data.
Transfer of data outside the EU or EEA
Data is not transferred outside the EU or EEA.
It is possible to access live streaming and recordings outside the EU/ETA area.