How we process personal data in connection to registration and participation in our events
We process personal data about you when you are registered and participating (“Participants”) in our events, seminars and workshops (“Events”), due to the circumstance that you or your employer or principal has registered for, participates in or has participated in an Event.
What personal data do we process?
We process your first and last name, email address, telephone number, place of employment/title and other information that you as a Participant confirm when you register for one of our Events.
We also process details of any food restrictions or preferences that you as a Participant has registered when you signed up for our Event.
In the case of us taking pictures and/or video recordings at our Events we are also processing personal data in the form of pictures and recorded materials of you as a Participant.
What are the purposes of our processing of your personal data and what legal basis do we base such processing on?
We process personal data about you as a Participant for the following purposes:
- to provide, administer and follow up our Events, e.g., to calculate the number of participants and from which organizations and to conduct surveys after an Event etc;
- to communicate with and send marketing materials about and invitations to our Events to Recipients, including newsletters, information about Lindholmen Science Park AB, our programs, projects and Events;
- to collect marketing material from the Event in the form of pictures and/or video recordings;
- fulfill legal requirements in relation to e.g. marketing legislation (keeping record of if you have unsubscribed to receiving our newsletters/marketing material);
- invoicing and payment procedure, if applicable.
This processing is based upon that the processing is necessary for the purposes of our legitimate interest to arrange and host Events, evaluate and improve our Events, to provide information about Lindholmen Science Park and to market Lindholmen Science Park’s business on our website or the websites of our respective programs, on printed material and on our social media channels. In addition, the legal basis for the processing related to keeping record of if you have unsubscribed to receiving our newsletters/marketing material, is that the processing is necessary for compliance with the Swedish Marketing Act.
We process personal data about you as a Recipient based on your consent, in accordance with articles 6 and 9 of the GDPR, for the following purposes:
- to be able to pre order food and beverages in accordance with any food restrictions or preferences for the Recipient to the Event.
- to collect marketing material from the Event in the form of pictures and/or video recordings.
We process your personal data found in verifications (in relation to invoices and payments) and the like for the purpose of fulfilling the requirements in the Swedish Accounting Act (1999:1078). The legal basis for this processing is that the processing is necessary for the compliance with a legal obligation which we are subject to.
From where do we collect your personal data?
We collect your personal data directly from you or your employer or principal in conjunction with you registering for one of our Events and in conjunction with you participating at our Event.
Who do we share your personal data with?
We share your personal data with third parties that process personal data on our behalf, so called processors. For Events, your personal data is for example shared with our suppliers and partners who manage the Event administration, as well as with our supplier of the system we use for Event booking and communication in conjunction with the Event.
We will also transfer personal data to third parties acting as independent controllers or joint controllers with Lindholmen Science Park, if such transfer is required by applicable law, or if we have another legal ground for such transfers, e.g., third parties that are acting as host organizations to one of our programs, for example as with the program AI Sweden, and therefore need to access some personal data to be able to fulfill their contractual obligations and undertakings followed by the collaboration agreement between the respective host organization and Lindholmen Science Park regulating their work within AI Sweden. We have provided specific information about how AI Sweden collaborates with such host-organizations and how this affects the processing of your personal data on AI Sweden’s website, here.
For how long period of time is your personal data stored?
We process information on food restrictions or preferences until the Event is finished.
We process images and or/recorded material for a period of three (3) years after the Event and seminar, or as long as Lindholmen Science Park has a legitimate interest in processing such personal data.
If you have not given your consent, we will process your personal data as long as you or your employer or principal has a business relationship with us and for twelve (12) months thereafter.
Personal data processed for marketing purposes will be processed for 12 months from when the last time you read our newsletter or other marketing material. If you unsubscribe from receiving our newsletters or other marketing material we will store your personal data for a period of ten (10) years after our receipt of such request in order to make sure that no marketing material is sent to you.
When it comes to processing of your personal data related to invoicing or payment, we will store the personal data necessary for the fulfilment of requirements under the Swedish Accounting Act (1999:1078) for a period of seven (7) years.
Transfer of personal data to countries outside the EU/EEA
We strive to only process personal data within the EU/EEA. When we transfer your personal data to third parties acting as our processors, e.g., supplier of the supply-, support and maintenance of IT- and cloud services, these processors may transfer data outside the EU/EEA on our behalf. In cases where our processors are transferring or processing personal data outside the EU/EEA, such processing is based either on a decision from the European Commission establishing that the country in question ensures an adequate level of protection or appropriate safeguards that ensure that your rights are protected such as standard contractual clauses adopted by the European Commission and supplementary security measures to such standard contractual clauses when necessary.