How we process personal data of speakers and exhibitors

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 the Speaker provides in relation to them 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.

What are the purposes of our processing of your personal data and what legal basis do we base such processing on?

We process your personal data for the purpose of administering and managing your participation as a Speaker and to fulfill contractual obligations towards you as a Speaker such as payment, if applicable. 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;
• Payment procedure, if applicable.

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.

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.

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 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 AB 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?

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.

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 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.

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