Privacy Notice To Event Terms And Conditions to Event
This Privacy Notice is designed to inform you about the personal data relating to you (referred hereinafter as “personal data”) and which is processed by the European Broadcasting Union/Union Européenne de Radio-Télévision (“EBU”) (hereinafter referred to as “we”, “our” and “us”) an association duly established under Swiss law, located at L’Ancienne-Route 17A, 1218 Grand-Saconnex (Geneva), Switzerland and registered with the Commercial Registry in Geneva under number IDE CHE 107.741.078.
Your privacy is important to us. We aim for full transparency on how we collect, use, and share your personal information in accordance with applicable data protection laws including the General Data Protection Regulation (EU) 2016/679 (hereinafter, the “GDPR”).
Through this Privacy Notice, as data controller, we would like to inform you as a participant/delegate and/or any holder of an accreditation (incl. speakers) about what personal data we may process about you in relation with your participation to the News Xchange event (whether being held physically or virtually with the use of video or web conferencing tools/platforms) (the “event”) in accordance with the Events Terms and Conditions for Participants/Delegates/Accreditations, how we collect it, on which legal basis, for what purposes we use it, and with whom we may share it. We will also explain your privacy rights and how you can exercise them.
What categories of personal data are being processed?
We may process the following categories of personal data relating to you in the framework of your registration and your participation/attendance to the event through our site www.newsxchange.org: title (optional), first name, last name, email address, ip address, electronic identification data (cookies), phone number (optional), name and legal form of the organisation you work for (where applicable), position in the organisation you work for (optional), address, zip/postal code, city, country, your organisation VAT nr (where applicable), photos, video and audio recordings, date and time of registration, payment method (if applicable) and information relating to your participation/attendance to the event (including attendance to specific activities and/or workshops), social media accounts (optional). Your phone number may be used when your e-mail address doesn’t work and/or is out of reach and/or as matter of urgency. You may be asked as well for your ID details for security reasons in some cases.
Please note that if you do not provide the requested information (mandatory data), it may be that your registration submission to the event be denied and therefore that your participation/attendance to the event is denied.
What special categories of personal data may be processed? (where applicable)
We may also process the following special categories of personal data relating to you based on your consent in the framework of your registration and your participation/attendance to the event through our site www.newsxchange.org: dietary requirements (where applicable and optional), disabilities (optional, provided on a case-by-case basis).
What are the purposes of the processing?
Your personal data are processed in order to enable your registration to the event, and to enable to manage your participation/attendance to event (including setting up the venue and managing accessibility, sending the confirmation of registration and invoice, contacting you in case of changes related to event). Your personal data are also processed in order to produce minutes of meeting, make the sessions available after the event, promote the event, make statistics and/or surveys about the event. Your individual participation details (such as your name, course attended) can be transferred to the organisation for which you work for as explained in the Events Terms and Conditions for Participants/Delegates/Accreditations,. An EventApp may also be used where you may sign in and access relevant information about the event such as the programme, the list of speakers, participants, working documents, presentations but also tools to enhance networking such as in app messaging, online voting, surveys, challengers, maps.
Photos, audio and/or video recordings and web streaming can be used in our future promotional/marketing materials, illustration, information, news, and dissemination activities on EBU’s own websites and/or EBU’s pages on social media platforms which may process personal data according to their own privacy policies/notices.
We may also use your e-mail address to send the newsletter or information relating to the next event(s), based on your consent or our legitimate interest. You can always unsubscribe from the mailing lists at any time by clicking on the unsubscribe link you can find in each e-mail sent you or by contacting us at the following email address [email protected]. We will then remove your contact information from the lists used for such mailings.
Your personal data may also be collected and processed for communication purposes (such as answering requests and better understanding expectations).
What is the storage duration?
We do not process your personal data for a period of time which is longer than necessary. Your personal data will be erased when no longer required for accounting, legal and/or tax compliance purposes.
What is the legal basis for the processing of your personal data?
We may process your personal data on the basis of: (i) your consent (for example for personal data concerning your dietary requirements and disabilities or concerning your nomination for an award), (ii) the necessity for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract with us and/or (iii) our legitimate interests (not overridden by your data protection interests or fundamental rights and freedoms).
Who has access to your personal data?
EBU staff. Our staff may have access to your personal data in order to fulfil the purposes related to the event.
Your organisation (for which you work for) and staff of your organisation. Your personal data (such as name, surname, position, participation/attendance to the event) may be shared with your organization and staff of your organisation as explained in the Events Terms and Conditions for Participants/Delegates/Accreditations.
Other participants/attendants to the event. Your contact details (first name, last name, country of origin and company affiliation, where applicable) will appear in the list of participants/attendants, which will be distributed to the participants/attendants to the Event or made available via the eventapp, in order to facilitate networking.
Event website provider and/or online platform provider. In order to correct bugs and/or inaccuracies, verify email notification and reception, the website provider and/or online platform provider may have access to your personal data.
Subcontractors/third-parties. We have appointed News Agenda Ltd with which we have concluded a data processing agreement to organize the event on our behalf. News Agenda Ltd will be processing your personal data to enable you to register to the event but also to promote and manage the event.
We may also share relevant personal data with subcontractors or any other third-parties assisting in the event organisation such as speakers, commercial partners, logistics, IT providers, virtual video conferencing or web conferencing platforms/tools, online voting platforms, catering and security companies for access rights, catering, security and insurance purposes.
Your personal data will not be transferred with other third parties, unless we are legally required to do so, or unless you have consented to such transfer. Appropriate measures will be taken to ensure the security of your personal data with respect to such transfer, in particular outside of the European Union (for instance the adoption of Standard Contractual Clauses). You may request a copy of the measures upon request.
Security & Confidentiality
We have implemented technical and organisational measures in accordance with standard industry practices to ensure an appropriate level of security of the personal data processed by us. Nevertheless, security requires efforts from all parties involved. We thus recommend that you use strong passwords and keep all usernames and passwords (if any) confidential.
Children at the event
This Privacy Notice is not intended for or directed to children. Children are not permitted at the event. We do not collect any information from children. If you believe your child has provided us with personal data, please contact us at [email protected].
What are your rights?
You have the right to access your personal data, and to request that they be corrected in the event of inaccuracy or deleted in the event that they are not necessary. In some cases, you have the right to ask for a restriction of processing or to object to processing. You also have the right to object to the future processing of your personal data for direct marketing purposes at any time, without charge and without justification.
To exercise your rights, please contact us at the following email address [email protected].
You also have the right to withdraw your consent to any processing based on your consent (if any) at any time. This withdrawal of consent does not compromise the legality of the processing based on consent made prior to such withdrawal.
If you consider that the processing of your personal data constitutes a violation of the data protection law(s), you have the right to lodge a complaint with a data protection authority, in particular in the Member State of the European Union of your usual place of residence, your place of work or the place where the violation occurred.
In order to protect your privacy and the security of the data recorded on our site, we may ask you for additional information in order to check your identity before we answer your query.
How can you contact the EBU Data Protection Officer?
We have appointed an internal Data Protection Officer who you may contact if you have any questions or concerns about this Privacy Notice and other if any personal data processing activities:
Data Protection Officer
1218 Grand-Saconnex (Geneva)
European Union Representative
We have designated EBU UER AISBL, Avenue des Arts 56, 1000 Brussels, Belgium as our representative in the European Union. You can therefore also submit your requests to our EU Representative.
Effective date and Changes
This Privacy Notice is effective from 1 March 2023 (or any earlier date if posted earlier). We reserve the right, at our complete discretion, to change, modify, add, or remove portions of this privacy notice at any time. We encourage you to check this page periodically to read the most recent version of this privacy notice as a continued use of the site after the posting of changes to these terms will mean that you acknowledge these changes.