How we process personal data of speakers and exhibitors
7. Privacy Policy for the processing of personal data of speakers and exhibitors
We process personal data about you when you participate as a speaker, presenter and/or exhibitor (“Speaker”) at our events, seminars and workshops (“Events”).
What personal data do we process?
We process your first and last name, email address, telephone number, place of employment/title (“Contact Details”) and field of expertise, former experiences and other information that you as a Speaker provides in relation to agreeing to participate as a Speaker at one of our Events. If applicable, we also process personal data needed for payment procedures.
We also process details of any food restrictions or preferences that you have registered when you signed up as a Speaker at our Event.
In the case of us taking pictures and/or videorecording at our Events we also process personal data in the form of images, video- and sound recordings of you from the Event as well as your statements from interviews or similar.
We process the information, insights and, if you agree, the materials that you choose to share with us during your participation as a Speaker.
We may also process information about your nationality.
What are the purposes of our processing of your personal data and what legal basis do we base such processing on?
Weprocess your personal data for the purpose of administering and managing your participation as a Speaker. This includes:
- to inform the general public about our Events and participating Speakers;
- marketing of our Events on Lindholmen Science Park AB website or the website of Lindholmen Science Park AB’s respective programs, in our newsletter and in our social media channels;
- to provide, administer and follow up our Events;
- to communicate with and send marketing materials about and invitations to our Events to Recipients;
- to be able to publish information and content from the Event on our websites, in our newsletters and/or in our social media channels;
- to collect marketing material from the Event in the form of pictures and/or video recordings;
- to use the Speaker’s name, picture and title/area of expertise in our marketing materials for the Event;
This processing is based upon that the processing is necessary for purposes of our legitimate interest to arrange and host Events, to provide information about Lindholmen Science Park and to market our business on Lindholmen Science Park’s website or the websites of our respective programs, on printed material and on our social media channels.
Weprocess your personal data for the purpose of administering payment to you as a Speaker, if applicable. This processing is based upon that the processing is necessary to fulfill contractual obligations towards you as a Speaker.
We process your personal data based on consent, in accordance with articles 6 and 9 of the GDPR, for the purpose of us being able to pre-order food and beverages in accordance with any food restrictions or preferences for the Speaker to the Event.
We process your personal data found in verifications (in relation to invoices and payments or participation in activities of representation) 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.
We process video- and/or sound recordings and transcriptions from your participation as a Speaker based on our legitimate interest for quality and educational purposes to enable us to compile the shared information in the best way possible.
We process the information and insights that you choose to share with us during your participation as a Speaker. This processing of your personal data is based upon the legal basis that the processing is necessary for the purpose of our legitimate interests to be able to receive your knowledge, ideas, insights and feedback connected to the Event where you participate as a Speaker.
We process information about your nationality for the purpose of complying with export control regulations to which we are subject.
From where do we collect your personal data?
We collect your personal data directly from you as a Speaker or your employer or principal in conjunction with you registering as a Speaker at one of our Events and in conjunction with your participation 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 co-hosting an event or meeting with us. When this is applicable, we will provide you with additional information when you sign up for the event or meeting.
For how long do we process your personal data?
The personal data that we process based upon that the processing is necessary for the performance of our contract with you will be processed until the contract has been terminated.
We will process your information on food restrictions or preferences until the Event is finished, or before this if you withdraw your consent. You can easily withdraw your consent at any time by contacting us through the contact information listed on the main page.
Lindholmen Science Park processes images and/or recorded materials for a period of three (3) years after the Event, or as long as Lindholmen Science Park AB has a legitimate interest in processing such personal data.
Video- and/or sound recordings and transcriptions from your participation as a Speaker will be processed until we have fulfilled the purpose for the recording/transcription, maximum a year from the time of the recording.
Our processing of the information and insights that you provide during your participation as a Speaker will be processed until the initiative or activity to which such an Event is connected has been finalized. If there is a need to continue the contact with you and/or to keep this information further we will ask for a consent directly from you.
When it comes to processing of your personal data related to invoicing, payment or participation in activities of representation, we will store the personal data necessary for the fulfillment of requirements under the Swedish Accounting Act (1999:1078) for a period of seven (7) years.
Our processing of your nationality based on our legitimate interest for the purpose of complying with export control regulations, to which we are subject, will be processed until we have fulfilled our obligations in accordance with relevant regulation.
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.
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