January 17, 2025
CERN
Europe/Zurich timezone
There is a live webcast for this event.

Privacy Information

Data controller
CERN

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