for the online conference ENGAGER Energy Rights Forum 2021
Thank you for your interest in the online conference ENGAGER Energy Rights Forum 2021. We have created organizational and technical prerequisites to ensure that we, the team, and our service providers comply with the legal regulations on data protection within the EU, in concordance with the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (EU-GDPR). Below we inform you about the collection and processing of personal data in connection with the conference and the main platform used for it.
As you already know, the European Energy Poverty: Agenda Co-Creation and Knowledge Innovation (ENGAGER 2017-2021) is a research network funded via the European Co-operation in Science and Technology (COST) scheme. It is aimed at developing and strengthening an international community of researchers and practitioners focused on combating energy poverty – a condition typically manifested by the inability to secure adequate levels of domestic energy services (such as heating, lighting, cooling, appliances).
ENGAGER draws together scholars and practitioners based both within and outside Europe who focus on various aspects of complex energy poverty challenges, using the full suite of COST networking instruments.
The Action currently numbers more than 200 members from over 40 countries.
In The Online Conference ENGAGER Energy Rights Forum 2021, the legal responsibility & coordination of personal data protection was placed in the hands of the NGO Association Center for the Study of Democracy, in order for us, the ENGAGER network, to make sure your data will be legally collected and well protected.
Responsible for data processing
Further information on the Association Center for the Study of Democracy, the persons authorized to represent it and contact options can be found here: https://www.democracycenter.ro/english/about-us
If we use online services, such as the video platform YouTube, online chats and so on, the responsibility of the respective provider also comes into consideration. Any services and providers are named below. ENGAGER and ACSD are not responsible for the processing of personal data which may be carried out by these providers for their own purposes and by means of their own choice and over which we have no effective means of control.
Purposes of the processing
Registration for ENGAGER Energy Rights Forum 2021
When you will register for ENGAGER Energy Rights Forum 2021, you will provide the following personal data information: first & last names, e-mail address, the country where you live and the institution you represent, student status, selection of forum days you will be attending. All of this information will be held securely by the ENGAGER NETWORK on our back-end server, based in Strasbourg and hosted by Domainfactory (https://www.df.eu). No additional cookies and statistics are collected from our point of view, but please keep in mind that your IP address could be collected by the web hosting provider.
The personal data will be collected only in accordance with our internal organization and data will not be transferred in external places or to other data operators.
Conference & platforms used by ENGAGER Energy Rights Forum 2021
Recording of the conference (in picture and sound) for the purpose of later publication on video platforms, such as Youtube will take place, so keep in mind that you will be recorded and your participation at this conference means that you know that.
Post conference processing
Your email address will be stored in order to keep you informed about the conference and about future events. You can unsubscribe at any time by clicking on the respective link in the email or by sending an email to firstname.lastname@example.org.
Which personal data is processed?
Data that you provide when registering (name and email address, pronoun, Institution, student status, selection of conference days). The name is freely selectable.
When using BigBlueButton, user data is processed that is required for the provision of the service and to ensure security.
This includes in particular technical data on your devices, your network and your Internet connection, such as IP address, device type, operating system type and version, client version, camera type and microphone type and the type of connection. As far as possible, we make data protection-friendly default settings in BigBlueButton.
You decide yourself whether you want to transmit further data to us.
If you activate your camera and microphone and thus transmit images and sound to the participants of the conference or use the chat function, you agree to the processing of this data by ACSD & The ENGAGER Network, in the context of the conference, including streaming on YouTube, recording and subsequent publication on the Internet.
You can stop the transmission at any time by switching off your camera and microphone and not sending any more chat messages. There is no possibility on our part to activate your camera or microphone. You also have the option to alternatively watch the conference via Livestream only.
When joining a conference meeting, your camera and microphone are disabled by default. Before activating your camera and microphone, check that your environment is suitable for this and that you are not, for example, unintentionally capturing other people.
Legal basis for data processing
The processing of your personal data for the preparation and implementation of the conference takes place on the basis of Art. 6 para. 1 lit. f) GDPR.
Our legitimate interest is the effective preparation and implementation of the online conference as well as the widest possible dissemination of the contents within the framework of our statutory education and public relations work. Information about future events is also part of our public relations work. You can object to the use of your data for the purpose of direct advertising at any time by sending us an email.
The sending of the newsletter is based on your consent given at the time you registered to our conference, in accordance with Art. 6 Para. 1 lit. a) GDPR. You can revoke this consent at any time with effect for the future. To do so, please send us an email.
If you transmit further data to us, in particular by activating your camera, your microphone or using the chat function, the legal basis is your consent in accordance with Art. 6 Para. 1 lit. a) GDPR. You can revoke this consent at any time with future effect by deactivating your camera and microphone and no longer sending chat messages.
The legal basis for the recording (image and sound) of the conference and subsequent publication of the same on a video platform (YouTube) is your consent pursuant to Art. 6 para 1 lit a) GDPR. You can revoke your consent at any time by sending us a message. In this case, we will delete the recording accordingly or arrange for the deletion with the provider of the video platform.
Before publishing the recorded material, we will thoroughly check whether particularly sensitive content that affects the rights and interests of the recorded persons was recorded – and delete it without being asked if necessary.
You will not incur any costs or other disadvantages as a result of a revocation.
Recipients/passing on of data
Personal data processed in connection with participation in the online conference will not be passed on to third parties as a matter of principle, unless it is specifically intended to be passed on.
Service providers commissioned by us with the technical implementation of the conference, including the provider of BigBlueButton necessarily receive knowledge of the above-mentioned data.
Data processing outside the European Union
“YouTube” is a service of Google LLC based in the USA. (The responsible party for data processing of persons living in the EU is Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland.) The basis for data transfers to the USA is the conclusion of EU standard contractual clauses (EU SCCs) with the provider of YouTube, which guarantee an appropriate level of protection.
Further information on data processing by YouTube can be found at: https://policies.google.com/privacy?hl=en
Irrespective of this, we would like to point out that, due to the legal situation in the USA, personal data may be transferred to these authorities by the providers of these services upon request by American authorities. We have no influence on such transfers.
Deletion of data
We delete the data stored during the preparation and implementation of the conference if it is no longer required for the purpose for which it was collected and stored and if there are no other requirements for further storage. In the case of statutory retention obligations, deletion will only be considered after expiry of the respective retention obligation.
Your rights as a data subject
You have the right to obtain information about the personal data concerning you. You also have the right to correction or deletion or to restriction of processing, insofar as you are legally entitled to this.
Finally, you have the right to object to processing in accordance with the law, the right to data portability and the right to lodge a complaint with a supervisory authority for data protection.
Thank you for your participation in our conference and don’t hesitate to contact us if you need any further information about your rights on data protection.