Privacy notice
Privacy Notice: CERN PGDay
Each Service at CERN is responsible for compiling its own Privacy Notice(s) regarding the data it processes as a controller.
This Privacy Notice is part of CERN’s Layered Privacy Notice and details the processing that is unique to this event. It does not address:
- processing by other services on which this event may rely and which have their own Privacy Notice,
- processing activities carried out by this event as a processor on behalf of other services, as processing services are not obliged to document their processing activities.
Personal Data we process
The personal data we have, and how it’s used:
| Personal Data | Purpose | Basis - Explanation | Source |
|---|---|---|---|
| Name | To identify you as a participant or presenter in the event, to produce the badges, and to display your details on the conference’s web site if you are a presenter | Legitimate interest of CERN | You via the registration, or automatically detected from your Single Sign-On |
| E-mail address | To contact you before, during and after the conference | Legitimate interest of CERN | You via the registration, or automatically detected from your Single Sign-On |
| Your organisation, its country and your position | To identify you, to produce the badges, for statistical purposes, and to display your details on the conference’s web site if you are a presenter | Legitimate interest of CERN | You |
| Your role: participant or presenter | To identify you, to decide about the appropriate processing of your personal data | Legitimate interest of CERN | You |
| Information about your organisational role and interests. URL of your organisation’s server, as well as your organisation’s sector of work | To help prepare the event and tailor the sessions to the audience, for reporting and anonymous statistics | Consent | You |
| Information about your participation in the event’s activities: attendance of visits/meals; whether you would like to participate in the sprint day and how; your arrival/departure dates; whether you would like to stay at the CERN hostel and in which kind of room; any additional comments you may have about the event or your participation therein | For statistical purposes, to help prepare the event and its sessions, plan accommodation, book transport and restaurants | Consent | You |
| Dietary restrictions | To provide you with a suitable meal choice at the social dinner | Consent | You |
| Your contribution (title, abstract, material, etc.), if you are a presenter | To identify your contribution, and to publish on the conference’s web site | Legitimate interest of CERN | You |
| Your image and your voice, if you are a presenter | To allow to present your contribution to participants in the live stream of the event | Legitimate interest of CERN | You |
| Your image and your voice, if you are a presenter | To record your talk and to make it public on the conference’s web site for educational purposes and for scientifc research | Consent | You |
| Your agreement to Video Recording of your talk, if you are a presenter | To ensure you understand the sessions will be recorded and made public, to comply with the legal obligation to have an explicit and traceable consent | Legal Obligation | You |
| Your image and your voice, if you are a participant | To allow for interactions during the conference with remote participants, if you wish to participate actively | Consent | You |
| Date of the event you are participating in | To manage your participation in the event | Legitimate interest of CERN | You |
Personal Data we keep
The personal data we store, for how long and why:
| Personal Data | Retention Period | Purpose |
|---|---|---|
| All data above, except Dietary restrictions | 3 weeks after the event | To organise the event and the logistics, for post-event communication, for statistical and accounting purposes |
| Dietary restrictions | immediately after the event | To provide you with a suitable meal choice at the social event |
| Name, e-mail address, Your organisation, its country and your position | 3 years after the event | For conference-related information after the event and to inform you about the next event |
| Information about your organisational role and interests. URL of your organisation’s server, as well as your organisation’s sector of work | 3 years after the event | For statistical purposes and organization of future events |
| Name, Your organisation, its country and your position, Your contribution, if you are a presenter | Indefinite | To organise the event, for publication on the event’s website as part of the public conference material for scientific, educational or other non-commercial purposes; for archiving purposes |
| Your recorded image and your voice, if you have given your consent | Indefinite, or after you have withdrawn your consent, whatever comes first | for publication on the event’s websites as part of the public conference material for scientific, educational or other non-commercial purposes; for archiving purposes |
| Your agreement to Video Recording of your talk, if you are a presenter | 5 years after you have withdrawn your consent | To comply with the legal obligation to have an explicit and traceable consent, for the establishment, defense of legal claims |
Who at CERN has access
In addition to yourself, personal data collected by this Service is accessible by the following services, teams or individuals at CERN:
| Personal Data | Who | Purpose |
|---|---|---|
| All data above | event organizers at CERN | To plan and run the event, to carry out statistics |
| Your image and your voice | Video conferencing and Web Lecture services | To provide video conference service and to record the video |
| Your recorded image and voice | CDS service | To store the video recording |
| All data above except your image and your voice | Indico Service | To store the data, for technical support and troubleshooting |
Personal Data we may transfer to others
Personal data we share with entities or individuals outside the Organization:
| Personal Data | 3rd Parties | Purpose |
|---|---|---|
| Name, e-mail address, Your organisation | Swiss PUG | To check membership and allow registration at discounted rate, promote Swiss PUG activities and events |
| Name, Your organisation, its country and your position, Your contribution, if you are a presenter; Your recorded image and your voice, if you have given your consent | General public | To organise the event, for publication on the event’s website as part of the public conference material for scientific, educational or other non-commercial purposes |
For more detailed information about personal data and privacy please refer to the Data Privacy web site.
For questions regarding this Privacy Notice, please contact this Service.
For questions regarding personal data and privacy please contact the Office of Data Privacy.
To request to exercise data subject rights please fill and submit the following online form.
This Privacy Notice is subject to revision.
Last revision: 08-11-2024 12:32:00
