Privacy policy events
Leaders Meeting Paris 2022
- Identity of the controller
- Applicable legislation
- When and which personal data will be processed?
- What is the purpose and the legal basis for the processing?
- Sharing of personal data
- Retention period
- Rights of the data subjects
- Contact details
1. Identity of the controller
Mediafin SA with its registered office at Havenlaan 86C bus 309, 1000 Brussels, company number 0404.800.301 (hereinafter “Mediafin”, “we” or “us”), acts as data controller for the processing of personal data in connection with the organisation of the Leaders Meeting.
This Event Privacy Statement contains essential information on how Mediafin, as data controller, collects and processes your personal data, including for what purposes, for how long and what your rights as a data subject are. If you have any questions after carefully reading this Privacy Statement, please do not hesitate to contact us using the contact details in section 8 below.
It supplements our general Privacy Statement on our website, which is available in Dutch and French here.
2. Applicable legislation
Mediafin undertakes to process and protect your personal data in accordance with the applicable legislation on the protection of personal data, in particular Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46 EC (“GDPR”) as well as national or international law – or regulation introducing or supplementing the General Data Protection Regulation and any applicable data protection legislation.
For the purposes of this declaration, terms such as “personal data”, “controller”, “processing”, “data subject” shall have the meaning given to them in the applicable data protection legislation.
3. When and which personal data will be processed?
| When | Personal data | |
|---|---|---|
| Completing the registration form | Name, surname, sex, function, company and e-mail address.
Extra person: name, surname, sex, function, company. Optionally: e-mail address. |
|
| When Mediafin contacts you to become a partner or when you contact Mediafin to become a partner | Telephone number, e-mail address. | |
| Completing the contact form on the website | Name, surname, e-mail address, telephone number (optionally), content of the message. | |
| Making photographs and videos during the event that can be used to identify individuals | Photographs, videos. |
4. What is the purpose and the legal basis for the processing?
In this section, you will find information on the reasons why we process the above-mentioned personal data in the context of the Leaders Meeting in Paris:
| PURPOSE | LEGAL BASIS |
|---|---|
| To provide you with information about the event for which you have registered. | Necessity to execute a contract |
| To reserve a place for you at the event for which you have registered. | Necessity to execute a contract |
| For the general administration and organisation of our events, e.g. to contact you with information about the edition you are attending, as we need your data for planning and logistics, for invoices, to provide customer service in connection with the event, and the general administration of your attendance at the event. | Necessity to execute a contract |
| To fulfil and monitor our legal responsibilities, e.g. under public safety legislation. | Legal obligation |
| To ask you for your feedback or review after an event you attended. | Legitimate interest |
| To assess the activity of our participants in
our events. |
Legitimate interest |
| To compile a list of participants | Necessity to execute a contract |
| To film and photograph the Event, which will be used to promote our services and to promote future Events on our website, social media channels and in marketing materials. You will be notified if we intend to photograph/film an Event, for example in the invitation and on signs at the entrance to the event. | Legitimate interest |
| To improve our services, marketing, customer relations and experiences. | Legitimate interest |
| To better plan future events and visitor experiences. | Legitimate interest |
5. Sharing of personal data
It is also possible that we share your data with the partner that wish to invite you to the Leaders Meeting. Your data will not be made available to all our partners, but only to the specific partner that wishes to invite you.
6. Retention period
Mediafin shall not retain your personal data longer than is strictly necessary for the fulfilment of the purposes for which we have received them, e.g. for the execution of an agreement or for complying with a legal obligation. The retention periods differ with regard to the type of processing activity and the purpose for which the personal data was collected.
For example, personal data may be kept for longer if there is a legal or regulatory reason to do so, or for a shorter period if the data subject objects to the processing of his/her personal data and if there is no longer a legitimate reason for us to keep it.
We guarantee that we will only grant limited access to archived data and that we will delete or anonymise your personal data once the retention period has expired.
7. Rights of the data subjects
| Right | Description |
|---|---|
| Right to information | You have the right to be informed about how your personal data is processed (in particular which personal data is processed, for what purposes and on what legal basis). The Privacy Policy you are reading now aims to do exactly this. |
| Right to access | You have the right to access your personal data and to request a copy of the personal data. |
| Right to rectification | You have the right to have inaccurate personal data corrected, or incomplete personal data completed. |
| Right to erasure | You may request the erasure of personal data held about you. The request to erase your personal data cannot always be granted, for example due to contractual or legal obligations. |
| Right to object | You have the right to object to the processing of your personal data, for example if the processing is based on the legitimate interest or on the public interest of Mediafin processing your data. If your personal data is used for direct marketing purposes, you have an absolute right to object to this processing activity. |
| Right to restriction | You have the right to obtain restriction of processing in certain situations, for example if you dispute the accuracy of the personal data, for a period that allows Mediafin to verify the accuracy. |
| Right to data portability | You have the right to receive the personal data concerning you, which are processed by Mediafin, in a structured, commonly used and machine-readable format and/or to transfer this data to another controller. |
| Right to lodge a complaint | In case of problems, we encourage you to contact Mediafin in order to find an amicable solution. However, if you consider that an amicable settlement is not possible or desirable, you can exercise your right to lodge a complaint with the Belgian Data Protection Authority: Data Protection Authority, rue du Mail 35, 1000 Brussels, Tel +32 (0)2 274 48 00, e-mail: contact@apd-gba.be. |
If processing your request requires unreasonable measures (e.g. it is technically or organisationally practically impossible or extremely expensive), Mediafin may charge you a reasonable fee in the light of the administrative costs involved in processing the request. Mediafin may also refuse to process requests that are excessive, in particular due to their repetitive nature.
You can exercise these rights by sending an email to the following email address privacy@mediafin.be. We will deal with your request in accordance with the applicable privacy legislation.
8. Contact details
If you have any questions regarding this event privacy policy, please contact us at privacy@mediafin.be so that we may assist you further.
