This is the privacy declaration (hereinafter referred to as ‘Privacy Declaration’) of Voxxed Days CERN.
Voxxed Days CERN cares deeply about your privacy. We strive to protect the privacy and the confidentiality of personal data we process.
1. Identity of the controller and contact details
CERN is the European Organization for Nuclear Research, where physicists and engineers are probing the fundamental structure of the universe. We are the controller of the personal data that is used to organize these conferences.
Where CERN is deemed to be the controller, CERN will comply with this Privacy Declaration.
2. The personal data we collect and process
We process several categories of personal data, for instance identification data (e.g. name, surname, employer,…) and contact data (e.g. address, email address) financial data (e.g. bank account number, VAT number). These personal data may relate to you in your capacity as a customer or supplier of our company, but also to you as a business relationship of one of our clients, and/or as one of the attendees of our conferences.
We collect and process personal data that you provide to us directly (e.g. by registering online for one of our conferences), as well as data that we obtain through another route, for example via a public source or provided by one of our clients or exhibitors.
We do not use automated data processing or so-called “profiling”.
3. Purposes of and legal basis for the processing personal data
3.1 In General
We process your personal data for various purposes, including conducting our general and financial administration, the organisation of our (future) conferences, to keep you updated about our (future) conferences, managing our customer and supplier base, providing a correct service and the proper execution of our agreements and direct marketing activities (e.g. sending newsletters)
In carrying out the mission with which it is entrusted by its Member States, the Organization collects and uses personal data related to people interacting with CERN, including CERN contributors (i.e., members of the personnel, consultants, contractors working on site, or persons engaged in any other capacity at or on behalf of CERN), beneficiaries of the pension fund, prospective members of the personnel, suppliers, and members of the public.
In order to ensure appropriate treatment of personal data, CERN commits to managing it in accordance with recognised best practices as well as the CERN Code of Conduct. The latter specifies that CERN contributors shall:
3.2 Attending our conferences
CERN occasionally organises community conferences. Organising these conferences requires a lot of administration. Nevertheless we try to keep it very simple for our attendees.
(a) Buying an entrance ticket for one of our conferences
Registering for one of our conferences takes only a few steps. First of all we ask you to fill in an online form. In this form we ask you for several types of personal data, like identification data (name, surname, company you’re connected to) and contact details (address, email address) of the attendee(s). For the avoidance of the doubt, if a third party buys a ticket for someone else (e.g. an employer for its employees) we will ask and process data from the attendees for whom a ticket will be bought.
After you’ve been registered, we will ask you to pay for your entrance ticket(s). Therefore, we may ask you for your bank account number, card number, name of the card holder, the due date of the card, VAT number,… The processing of these data is a necessary step prior to entering into a contract with us. Without the processing of these data you will be unable to attend (one of) our conferences.
(b) Sharing your personal data with the exhibitors
We share the identification data and contact details of the attendees of our conferences with the exhibitors at our conferences.
Attendees of our conferences choose the exhibitors we share their personal data with. At the entrance of our conferences attendees receive a QR-Code. The exhibitors are able to scan this QR-code. Attendees who have this QR-code scanned by one or more exhibitors give their explicit consent to share their personal data with the exhibitor(s) in question.
3.3 Direct marketing activities
We also process personal data for reasons of direct marketing.
We deem it to be one of our legitimate interests to communicate with our customers. Therefore, we may send you information about our products, services and future conferences if we consider you as a part of our customer base. This will be the case if you visited one of our previous conferences, or if you contacted us by mail or subscribed to our newsletter, or if you’re a customer of one of our business relationships or exhibitors of (one of) our conferences.
If you no longer want to receive our communications, you can unsubscribe by clicking the unsubscribe link contained at the bottom of any marketing email we send to you and following the instructions which appear in your browser following your clicking on that link.
4. Who has access to your personal data?
Only a limited number of people, companies, organisations or other entities have access to the personal data we’ve collected and process.
Our employees and staff, have access to the personal data we process. To guarantee the protection of your personal data, they are subject to a series of (contractual) obligations. For example, all employees and employees of our company are bound by confidentiality..
CERN does not share your personal data with third parties for any other purpose than mentioned in this Privacy Declaration, unless you’ve given us your explicit consent to do so or when we are required to do so by law or for the purposes of prevention of fraud or other crime.
We do however pass your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (e.g. to process payments and back-up storage). CERN only discloses the personal data to its sub-processors that are necessary for the execution of their services. CERN enters into a written agreement with each processor in which obligations are imposed to keep your information secure and to prevent your data is used for other purposes (for example the processor’s direct marketing purposes).
If we transfer personal data to countries outside the EEA, we will, in all circumstances, take appropriate safeguards and establish legal grounds justifying such transfer.
5. How long do we keep your personal data?
We keep your personal data as long as required to comply with our legal obligations and to provide our services in a correct manner or because we have a legitimate interest to keep your personal data (longer).
At any moment you have the possibility to object against a further processing of your personal data.
6. How do we protect your personal data?
CERN takes appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure and unauthorized modification. If you have the impression that your data is not properly secured or there are indications of abuse, please contact our customer service or via firstname.lastname@example.org
7. Update Privacy Declaration
CERN is entitled to update this Privacy Declaration by posting a new version on the website. As such, it is strongly recommended to regularly consult the website and the page explaining the Privacy Declaration, to make sure that you are aware of any changes.
8. Questions, requests or complaints
If you have any questions regarding this Privacy Declaration or CERN’s privacy practices, or if you want to submit a request you can contact us using the following contact details: