Academic Conference Privacy Policy

Akademikonferens, universities in collaboration: Karolinska Institutet (KI), SLU, Stockholm University (SU) and Uppsala University (UU), plan and administer conferences and other events on behalf of their principals and their partners. In order to do this, we need to collect and process personal data. The purpose of this policy is to explain what data we collect and how we use it, and what rights you have as a data subject.

Data controller

The Swedish University of Agricultural Sciences (SLU) is the data controller for the processing of your personal data and the data processor for KI and UU when organizing conferences under their auspices.

The Data Protection Officer at SLU can be reached via dataskydd@slu.se, 018-67 20 90.

Legal basis

The GDPR (General Data Protection Regulation) stipulates that all processing of personal data must be based on legal grounds. The legal grounds that are relevant to SLU Akademikonferens are performance of a contract, task of public interest, consent, fulfillment of a legal obligation.

SLU Akademikonferens considers that the processing of your personal data we carry out is necessary to be able to handle your registration and plan for your participation in conferences/events. The legal basis that applies to the different types of processing we carry out is described in more detail below.

Purpose

We process and store data you provide to us when you register for our conferences and events.

The data is used to enable us to fulfill our obligations to you, administer your registration, plan your participation, payment, changes and cancellations, and otherwise provide you with good service.

The personal data may also be used to inform you about upcoming conferences and events in which you are interested. Personal data may also be used to establish, exercise or defend legal claims.

CATEGORIES OF PERSONAL DATA AND THEIR SOURCE

REGISTRATIONS FOR CONFERENCES AND EVENTS

Purpose: To administer conference/event participation, management of participation in activities/seminars, meals, transportation, accommodation, management of fees/travel reimbursement/payment/reimbursement, statistics, and further information to you about upcoming conferences and events.

Type of data: Name, personal identification number, gender, job title, e-mail, address, mobile phone number, telephone number, choice of activities, bank account number, any allergies and special requests or circumstances. Information you provided when you registered.

Legal basis: Performance of a contract relating to the planning and organization of a conference/event, or consent.

PARTICIPANT EVALUATION AND CUSTOMER SURVEY

Purpose: To get feedback from participants, improve our services and develop future conferences and events.

Type of data: Name, mobile phone number, IP number, your answers.

Legal basis: Consent.

EXEMPTION

SLU Akademikonferens may disclose your personal data to a person requesting a public document if your personal data is contained in it, in accordance with the rules on public documents, unless it is to be covered by confidentiality.

TRANSFER OF PERSONAL DATA

SLU Akademikonferens places great importance on the secure handling of your data. We use adequate physical, technical and administrative processes and procedures to manage the data we collect and access to personal data is only given to those who need it for their work tasks.

However, data may also be processed by the host/contractor of the conference/event in question and data processors, i.e. companies with which SLU Akademikonferens collaborates regarding IT operations, payments, printing, distribution, accommodation, meals and transportation. However, these parties may not use information about you for any purpose other than for the conference/event in question with the aim of providing services they are hired for. The data we collect from you is stored in countries approved under the GDPR.

STORAGE

Personal data are kept for as long as necessary for the purpose of the processing. For example, data on special dietary requirements are deleted immediately after the end of the conference.

Your personal data will also be stored for as long as required by legislation on public documents and government archives.

YOUR RIGHTS

You have the right, under certain circumstances, to have your data erased, rectified, restricted and to access the personal data being processed, as well as the right to object to the processing. To exercise your rights, please contact dataskydd@slu.se, 018-67 20 90.

However, we cannot delete your data if there is a legal requirement to keep it, such as accounting rules, or when there are other legitimate reasons why the data must be kept, or the processing is necessary for your participation in the conference/event.

WITHDRAWAL OF CONSENT

If SLU Akademikonferens's processing of your personal data is based on consent, you have the right to withdraw this consent.

POINTS OF VIEW

If you have any comments on SLU's processing of personal data, please contact dataskydd@slu.se, 018-67 20 90.

If you are not satisfied with SLU's response to your contact, you can complain about SLU's processing of your personal data to the Swedish Authority for Privacy Protection, imy@imy.se or 08-657 61 00. You can read more about the Swedish Authority for Privacy Protection's supervision at https://www.imy.se/vagledningar/for-dig-som-privatperson/klagomal/

AK

Our principals

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Contact us

Tel: +46 18 67 10 03

E-mail: info@akademikonferens.se

 

Akademikonferens - Universities in collaboration: Karolinska Institutet, SLU, Stockholm University and Uppsala University. Org. number: 202100-2817

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