Privacy Statement

9th Annual Forum – EU Strategy for the Baltic Sea Region

1. Online invitation/registration related to the EUSBSR Annual Forum 2018

This web page offers you an online electronic registration for the abovementioned forum. While registering, your personal data will be collected and further processed for the purposes detailed hereafter under point 2. The relevant processing operations thereof and the forum are under the responsibility of the Amazing Productions OÜ, acting as the Controller. In this context, the partners, namely The Ministry of Foreign Affairs of Estonia is considered to be Processors of the data collected, acting on behalf of and under the responsibility of the Controller.

2. What personal information do we collect, for what purpose and through what technical means?

Identification Data

Data necessary for the organisation and management of the forum:

The personal data collected and further processed, e.g. but not limited to: name, surname, organization, profession, country, e-mail address, phone number, ID card/passport number

Other data

Photographs, still images, presentations, live web streaming and/or audio and video recording of speakers and participants. They could be published in the context of the conference and in the framework of EUSBSR activities

Purposes

The purpose of the processing of personal data performed in the context of the forum is the management/organisation of the forum, including management of:

• lists of contacts, invitations, tickets, participants, reports, distribution of reports, feedback on reports, forum follow-up, follow-up meetings, follow-up actions, news, publications
• photographs, still images, presentations, live web streaming and/or audio and video recording of speakers and participants
• publication on the internet/intranet

An opt-out is provided to participants who prefer their images to be neither recorded nor published on any platform. Those participants can follow the live forum and debates at theweb streaming internet address that will be indicated on the conference page on the day of the forum.

Technical information

This website uses cookies for session management. The session information used by this website may remain on your system after you leave the site or your browser is closed. You can disable cookies by modifying the settings in your browser’s options. However, doing so will reduce the functionalities available to you.

Most large websites or internet service providers do this too. Cookies help the site remember your settings – language, font size and other preferences for how you want to view the site on your computer – so you do not have to keep re-entering them whenever you come back to us.

You can control and/or delete cookies if you wish – for details, see http://www.AboutCookies.org.

You can delete all the cookies already present on your computer and you can set most browsers to block them from being placed on your computer. But if you do this, you may have to manually adjust some preferences every time you visit the site.

3. Who has access to your information and to whom is it disclosed?

The data and information gathered through the online form is accessible to authorised staff of the Controller.

Some of your personal data (photographs, still images, presentations, live web streaming) will be published on the web. Your name, surname and organisation will be printed on the forum badge.

If you do not agree with this publication of your personal data, please opt out where required or inform the data controller by using the Contact Information below and explicitly specifying your request.

For speakers only, their name, profile, picture, short CV and presentation(s) if provided voluntarily by the speaker, will be indicated on the forum page and linked to the video recording of the speech.

The report, including the presence list, may be shared between participants and distributed to all organisations represented at the conference.

The list of participants may be transmitted to law enforcement authorities and bodies in charge of a monitoring or inspection task upon their request justified only by security reasons pertaining to the forum. Such list may be transmitted without any comments or revisions.

The access to all personal data as well as all information collected in the context of this forum is only granted through User Id/Password to a defined population of users, without prejudice to a possible transmission to the bodies in charge of a monitoring or inspection task. The users concerned are members of the Amazing Productions, organisations organising the conference and, any other EUSBSR officials concerned by the topic as well as the contractors.

No personal data is transmitted to parties other than the recipients and outside the legal framework mentioned. Amazing Productions will not share personal data with third parties for direct marketing purposes.

4. How is your information protected and safeguarded?

The collected personal data and all information related to the abovementioned forum is stored on the servers of Google and therefore their terms of service are applied as well - https://policies.google.com/terms The data collected for the forum registration purpose can be stored on the server of Amazing Productions abiding by the necessary security provisions. Audio and video recordings as well as information displayed on the internet might be stored on servers of external contractors abiding by the necessary security provisions.

5. How can you verify, modify or delete your information?

In case you want to verify which personal data is stored on your behalf by the responsible controller, have it modified, corrected or deleted, please contact the Controller by using the Contact Information below and by explicitly specifying your request. Please bear in mind that once a deletion request is processed, your contact information will be permanently lost.

6. How long do we keep your data?

Your personal data will be part of a list of contact details shared internally amongst the EUSBSR staff for the purpose of contacting you in the future in the context of the EUSBSR activities. If you do not agree with this, please contact the Controller by using the Contact Information below and by explicitly specifying your request.

7.Contact information

If you wish to verify which personal data is stored on your behalf by the responsible controller, have it modified, corrected, or deleted, or if you have questions regarding the organisation of the forum, or concerning any information processed in the context of the conference, or on your rights, feel free to contact the support team, operating under the responsibility of the Controller, using the following contact information:

Amazing Productions

Liivalaia 19, 10118, Tallinn, Estonia

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.