Consent Form for Processing of Personal Data including Contact Details by EHEF Indonesia 2023
EHEF Indonesia 2023 is an event organized by the EHEF Committee, partially funded by the EU through EU Policy and Outreach Partnership to Indonesia and coordinated by ehef.id as the service provider.
EHEF Committee is committed to user privacy. The policy on the protection of individuals with regard to the processing of personal data by the European Union institutions is based on the Regulation (EU) 2018/1725 on the protection of personal data by the EU institutions, bodies, offices, and agencies.
The information that you submitted to participate in EHEF Indonesia 2023 that includes name, contact details and other information is going to be collected and processed for the event and marketing purposes. The processing of personal information is necessary to carry on the task out in the public interest for the management and functioning of the event. Your data will be distributed to all booth that you were visited during the event.
By ticking the box, you give your consent for EHEF Committee to publish the personal information you have submitted to carry out the administration purposes of the event and receive the information you request to the exhibitors during the event. Your name, email address, and personal preference information will be shared internally amongst your chosen universities for the purpose of promoting their events and broadcasting news.
The protection of your data and privacy is of great importance to the European Union institutions and bodies, including the European External Action Service (EEAS) along with the Union Delegations. You have the right under European Union law to be informed when your personal data is processed [collected, used, stored] as well as about the purpose and details of that processing. When handling personal data, we respect the principles of the Charter of Fundamental Rights of the European Union, and in particular Article 8 on data protection.
Your data are processed following Regulation (European Union) 2018/1725 on the protection of natural persons concerning the processing of personal data by the Union institutions, bodies, offices, and agencies and the free movement of such data, aligned with Regulation (European Union) 2016/679, the General Data Protection Regulation. In this privacy statement, you find information about how the EEAS and European Union Delegations process your data and what rights you have as a data subject.
PURPOSE OF DATA PROCESSING
Why do we process your data? The purpose of the processing is to ensure proper organization and management of the EHEF Indonesia 2023 to disseminate information among participants and to the public, enhance cooperation, networking, facilitate exchange fora, often web-based.
The organization of ‘EHEF Indonesia 2023’ includes the management of contact and mailings lists for invitations, handling of participation requests and feedbacks, the preparation and distribution of preparatory materials, meeting reports and news items, and publications to the participants.
Publication and communication activity related to ‘EHEF Indonesia 2023” for dissemination purposes includes the publication of information about the event and the facilitation of photos and videos, web streaming, audio, or video recording during the event/meeting.
DATA PROCESSED: What data do we process?
Personal data will be collected, used, and kept only to the extent necessary for the purposes above. Data, including personal data, that may be processed, are the following:
Identification and contact data, including name, title, profession, function, email address, phone numbers, and any other administrative information.
Login credentials in case of online registrations.
In addition, data are also collected from the website during the EHEF Indonesia 2023 and processed to inform the public, promote the event in communications and publications:
Photos, audio or video filming, and web streaming of speakers, participants, or organizers as well as feedbacks, surveys, reports, and other information about the EHEF Indonesia 2023.
Disclaimer: The organizer waive responsibility of videos/photos taken, shared, published by participants or other individuals, including journalists and other members of the press not contracted by the EEAS/EU Delegations.
Data collection by websites: when using online applications, websites may apply dynamic tools such as cookies for technical functioning, gathering statistics, and providing a personalized experience for you as a user. More information about cookies can be found on specific websites.
DATA CONTROLLER: Who is entrusted with processing your data?
The data controller determining the purpose and the means of the processing activity is ehef.id, in which you received the invitation for the EHEF Indonesia 2023.
RECIPIENTS OF THE PERSONAL DATA: Who has access to your data?
The recipients of your data may be:
Designated organizing staff of the EEAS/EU Delegation
Security and other partners, contractors, service providers on behalf of the organizer
Participants, Interpreters, Technical staff if relevant
The general public (if data made public on the internet, ehef.id or social media platforms)
ehef.id as the service provider for the event
Data will not be shared with third parties for direct marketing. Access to the personal data by the Service Provider for management and maintenance of the Registration page is implemented following the provisions of Chapter V of Reg. (European Union) 2018/1725, in particular Art. 50. The service provider is ehef.id, a company sub-contracted by Agriconsulting Europe S.A., a Belgian Enterprise, part of the Agriconsulting Group, an EU-wide organization. The service provider is bound by contractual clauses for the protection of your data. Under certain conditions outlined in law, we may disclose your information to third parties, (such as the European Anti-Fraud Office, the Court of Auditors, or law enforcement authorities) if it is necessary and proportionate for lawful, specific purposes. Service providers will process data on documented instructions and behalf of the EEAS/EU Delegation following Article 29 of Regulation (European Union) 2018/1725. More information on how the provider processes personal data on the website of the contracted organization. Data will not be communicated to third parties, except where necessary for the purposes outlined above.
LEGAL BASIS: On what grounds we collect your data?
The processing of personal data related to EHEF Indonesia 2023 organized by the EHEF Committee is necessary for the performance of a task carried out in the public interest [Article 5(1)(a) of Regulation (EU) 2018/1725], as mandated by the Treaties, in particular by articles 5, 11, 20, 21-40, 42, 43 of the Treaty on European Union (TEU) and 2 (4) and (5), 205, 220-221, 326 – 334 of the Treaty on the Functioning of the European Union (TFEU). Further reference: Council Decision of 26 July 2010 establishing the organization and functioning of the EEAS (2010/427/EU) (OJ L 201, 3/8/2010, p. 30) and Shared Vision, Common Action: A Stronger Europe - A Global Strategy for the European Union’s Foreign and Security Policy of June 2016 and Council Conclusions of October 2016 where the Council of the European Union emphasizes “the need of joining up efforts in the field of public diplomacy including strategic communication, inside and outside the European Union, to speak with one voice and ultimately promote its core values”.
At the same time, data processing for European Union communication activities and publications is based on your consent requested separately [Article 5(1)(d) of Regulation (European Union) 2018/1725]. Your consent is required for:
Photos, video recordings, and web streaming related to events/meetings which may be shared in ehef.id.
Attendance list containing your name, email, and education preferences which may be shared among participants.
TIME LIMIT - DATA STORING
For what period and how we process your data? We aim to keep your data no longer than necessary for the purposes we collect them. After the EHEF Indonesia 2023, your data are kept as long as follow-up actions to the EHEF Indonesia 2023 are required. Reports and other material containing personal data are archived. Personal data will be deleted five years after the last action concerning the EHEF Indonesia 2023. Personal data may, however, be part of a contact list shared internally among ehef.id services to promote future activities and disseminate information.
Personal data may be kept for information and historical, statistical, or scientific purposes for a longer period including the publication on the European Union Delegation to Indonesia & Brunei Darussalam or ehef.id with appropriate safeguards in place. ehef.id strives to ensure a high level of security for your data, appropriate organizational and technical measures are ensured. Data is processed by assigned staff members. Files have authorized access. General access to personal data is only possible for recipients with a UserID/Password. Nevertheless, a residual risk always exists for communication over the internet, including hacker attack and email exchange.
You have, at any time, the right to have recourse to the firstname.lastname@example.org
LEGISLATION ON COOKIEST
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The small data called cookie may then be stored on your computer's hard drive and can be accessed by our web server. Afterwards, this data can be restored and allow us to customize our web pages and services accordingly. However, cookie does not collect any personal data stored on your hard drive or computer so you may consider it safe.
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