Privacy Policy

PN00064 - Privacy Notice: Indico

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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 Service. It does not address:

  • processing by other services on which this Service may rely and which have their own Privacy Notice,
  • processing activities carried out by this Service 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
Your Account name [User] To identify you as an Indico user, to provide you with the service, for technical support and troubleshooting Legitimate interest of CERN CERN Single Sign-On and Active Directory Services
Your Name and Title, Affiliation [User] To identify you; Allowing others to find you on Indico; Pre-filling your information in events at which you register; Allowing event managers to contact you and to generate booklets, badges and timetables Legitimate interest of CERN CERN Single Sign-On and Active Directory Services, or you
Your e-mail address [User] To identify you as an Indico user, to provide you with the service, for technical support and troubleshooting, to communicate with you, to send you e-mail notifications; Allowing others to find you on Indico; Pre-filling your information in events at which you register; Allowing event managers to contact you and to generate booklets, badges and timetables Legitimate interest of CERN CERN Single Sign-On and Active Directory Services, or you
Your Phone number [User] In case you submit service requests, to allow the support staff to contact you Legitimate interest of CERN CERN Single Sign-On and Active Directory Services, or you
Your user preferences (language, time zone, preferred display and navigation settings) and favourite categories and users [User] Improving your experience while using Indico, adapting the interface to your preferences Legitimate interest of CERN You
Which events you are involved in, in which categories, and your role in them [Event] Allowing you to access protected contents and to manage access rights in Indico Legitimate interest of CERN You and/or event organizers and/or category managers
Which categories you manage [User] Access Control, Allowing others to contact you so that you grant permissions to them Legitimate interest of CERN Access privileges granted by another manager or an administrator
Any actions you perform while managing an event (creating/removing/editing content, mails sent through Indico, etc...) and timestamp [Event] To enable event managers to investigate possible problems, to provide technical support and troubleshooting by the Indico Service Legitimate interest of CERN Automatically detected from your interactions with the system
Your IP address, visited URLs and corresponding timestamp Debugging of the Indico application, Security Auditing Legitimate interest of CERN Automatically detected from your interactions with the system
Your service requests (such as Webcast, Recording and Assistance, etc.) linked to an event [Event] To provide you with the requested service, to manage the handling of your request 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 labelled [User] Lifetime of your Indico account To provide you with the Indico service
All data above labelled [Event] Until the event is deleted To provide you with the Indico service
Your IP address, visited URLs and corresponding timestamp 13 months after the timestamp Debugging, Security Auditing and Security incident investigation and response

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 Indico Service Administrators To provide you with the Indico service, Debugging, Security Auditing and Security incident investigation and response, technical support and troubleshooting
Your service requests, Your e-mail address, Your Phone number, the event you are involved in Webcast and Recording support Teams, Audiovisual support Team To handle your service request
Your IP address, visited URLs and corresponding timestamp CERN Piwik service To provide analytics of the web page of your event in Indico at the attention of the Indico Service (global view) and you (event view)
Your Account, Your Name and Title, Your e-mail address, Which events you are involved in, in which categories, and your role in them CERN Centralised Search Service To provide centralised search functions in Indico, so that other users can search and find your events, incl. their content
Your e-mail address, Your Name, Any actions you perform while managing an event (creating/removing/editing content, mails sent through Indico, etc...) CERN managers of the event in question and parent categories To enable event managers to investigate possible problems, User Support
Your Name if you are a category manager All CERN users with access to the category you manage Provision of transparency about the responsibilities for a category, allowing others to contact you in order to ask for privileges
Your e-mail address, Your Name, Which events you are involved in, in which categories, and your role in them CERN Users who can access/manage the same events as you Provision of transparency about the responsibilities for an event
Your Name and Title, Affiliation, Your e-mail address All CERN users holding an Indico account To allow other Indico users to find you, for example to mention you as a participant in an event

Personal Data we may transfer to others

Personal data we share with entities or individuals outside the Organization:

Personal Data 3rd Parties Purpose
Your Name and Title, Affiliation, Your e-mail address All external users holding an Indico account To allow other Indico users to find you, for example to mention you as a participant in an event
Your Name if you are a manager of a category All external users with access to the category you manage Provision of transparency about the responsibilities for a category
Your Name if you are a manager of a public category General Public Provision of transparency about the responsibilities for a category
Your e-mail address, Your Name, Any actions you perform while managing an event (creating/removing/editing content, mails sent through Indico, etc...) External managers of the event in question and parent categories To enable event managers to investigate possible problems, User Support
Your e-mail address, Your Name, Which events you are involved in, in which categories, and your role in them External users who can access/manage the same events as you Provision of transparency about the responsibilities for an event

For more detailed information about personal data and privacy please refer to the Data Privacy web site External link.

For questions regarding this Privacy Notice, please contact this Service.

For questions regarding personal data and privacy please contact the Office of Data Privacy External link.

To request to exercise data subject rights please fill and submit the following online form.

This Privacy Notice is subject to revision.

Last revision: 12-05-2023 16:03:05


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