1. The e-Service

The EU H2020 funded project RoundBaltic (project no.967051) and the external contractors (see § 7 below), have set up this electronic registration form in order to facilitate the registration of participants to events.

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

Identification data

The registration form collects basic information on each participant including their name, organisation and contact details. From the data collected, a badge may be produced, which will enable registered participants to access the conference venue (not applicable to virtual events).

Data collected by the service may include the following:

• Email address
• First name
• Last name
• Job title/function
• Organisation name
• Organisation type
• Organisation address
• Country
• Telephone number

In addition, non-mandatory personal data may be collected such as food restrictions and accessibility needs.

In some cases, data must be collected to allow entry into venues with high security.

Some data may be not collected for virtual events.

Additional information provided to you as part of the service

By registering for an event, participants agree to receive information specific to that. For example, the service will use your email address and name to send a confirmation email. Participants may also receive information on programme changes, access instructions, and security procedures.

After the event, personal data may also be used to express gratitude to each participant for participating in the event. The EU Institutions, and external contractors on their behalf, may use your personal data to invite you to future conferences.

Registrants may opt-out of receiving future emails from the EU Institutions and their contractors related to similar initiatives.

Technical information

Participants will register on the website www.roundbaltic.eu managed by EC Network on behalf of the project. For some events, a login and password may be provided in an event invitation and is needed for registration.

Fields in the registration page are protected against intrusive codes or any attempts to access/modify/delete the database.

A secured administrative page gives restricted access to the data collected under the control of an appointed administrator.

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

Personal data will be accessible to the contractual staff working in the organisation of this event on behalf of the EU H2020 RoundBaltic project. No third party will receive the information submitted.

Names of participants and their organisations are included in lists distributed to attendees only with their explicit agreement. Participants can refuse the sharing of their contact details in this manner.

Participants can raise questions or comments by sending an email to info@roundbaltic.eu

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

If registrants find a mistake in their registration form, it is possible to register again without giving prior notice to the organiser. The previous data will be deleted from the database.

To delete all or part of their data registrants must send a request to info@roundbaltic.eu

5. How long do we keep your data?

Your personal data is kept for as long as necessary for the purpose of processing your file and for as long as necessary to fulfill our legal obligations. You can request the immediate removal of your personal data from our list at any time, as explained above.

The contractor chosen to do this on their behalf, will keep your personal data in a safe – virus-protected – electronic storage for future use.

6. Authorisation to use pictures and be filmed

Please note that photos and videos may be taken during the event, lunches, coffee breaks, cocktails, etc. and may be recorded. Some events are also live-streamed. Virtual events hosted on web conferencing platforms may also be recorded and published online.

The RoundBaltic Project may use the photographs and/or films bearing your image as described above in all types of publications, in any form of televisual broadcasting or communication via the Internet, in order to illustrate or promote the activities of the project.

This authorisation shall apply worldwide and for as long as an image is subject to legal protection. It can be withdrawn by informing the European Commission at the address mentioned above.

In some cases, the choice to opt-out of being photographed or filmed is provided in the event registration form.

7. GDPR – General Data Protection Regulation (of the European Union)

EC Network AS, as a contractor of the EU institutions, is compliant with (EU) No 2018/1725 and, as a private company, is compliant with Regulation (EU) N° 2016/679 (GDPR).

8. Contact Information

Please write to info@roundbaltic.eu for any questions or comments about the service with respect to the use of personal information.

Please consider the following website for more information on data protection: ‘European Data Protection Supervisor, the EU’s independent data protection authority’: https://edps.europa.eu