Should you decide to participate to this survey, we will collect information about your experience as our visitor.
Since we are committed to ensure the highest protection of your personal information, we have prepared this document aimed at illustrating what personal data we collect about you, the reason why LIST uses your data and, as the case may be, share your data and the applicable retention periods. Additionally, the notice also provides you with information regarding your rights, how to exercise them and whom you can contact.
- Scope of the notice
The present notice is directed to participants (hereafter the “Participant”) to the Survey organized by LIST on the platforms REACH&CLP Helpdesk and Betrieber&Emwelt (hereafter “Survey”).
- Identity of the data controller
The data controller is the Luxembourg Institute of Science and Technology (LIST).
LIST is the sole responsible for collecting and processing your personal data in relation with your participation to the Survey and acts as a Data Controller in relation the activities described in the present notice.
- Why and how your personal data is processed
The personal data of Participants are collected and processed for the following purposes:
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Purpose
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Details
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To contact Participants in case of future events
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The only personal data collected in the framework of the Survey are name, surname, e-mail address and organisation.
We collect these data only if you decide to provide us with such information at the end of the Survey in order to be informed of future events in which you can participate as speaker.
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- How we obtain the personal data of Participants
We obtain your personal data either from you, typically when you submit your information at the end of the Survey, or by a third party who may provide your personal data at the end of the Survey on your behalf.
- Categories of personal data we process
The only personal data collected in the framework of the Survey are name, surname, e-mail address and organisation.
- Legal basis for processing
Below you can find the list of legal basis on whose grounds LIST collects and processes Participants’ personal data:
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Purpose
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Legal basis
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To contact Participants in case of future events
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Consent of the Participant, who is free to decide if he/she wants to be recontacted or not for future events as a speaker.
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- Share of your personal data with third parties
LIST may share your personal data with LIST’s internal departments on a need-to-know basis, in order to ensure the proper organization and management of the Event.
Some of the mentioned recipients of your personal data may be in countries outside the European Union or the European Economic Area (EU/EEA):
- Microsoft Ireland Operations Limited: This processor is based in Ireland and is the provider of MS Teams, a videoconferencing application. Microsoft may transfer, store and process personal data in the United States or any other country in which Microsoft or its contractors maintain facilities. Transfers out of the European Union and European Economic Area, are governed by Standard Contractual Clauses. For further details, please have a look at the following page: https://learn.microsoft.com/en-us/microsoftteams/teams-privacy.
- Ensuring personal data security and integrity
In compliance with the applicable data protection legislation, LIST has put in place appropriate technical and organisational measures in order to prevent or act upon any unauthorised and unlawful processing or disclosure, accidental loss, modification or destruction of personal data. These measures are implemented based on the current state of art, an evaluation of the risks derived by the processing activity and the need to protect personal data. Such technical and organisation measures are regularly updated and/or adjusted to new technical developments or any organisational change that may affect LIST.
In particular, access on a need-to-know basis has been implemented to ensure only staff with appropriate need for the purpose has access to the personal data of Participants in LIST Events. Additionally, we have data processing agreements in place with our processors.
- Data retention periods
LIST will only retain your personal for a period of time that is strictly necessary for the purposes for which we collect your data, without prejudice to LIST to keep them for a longer duration for legal and/or regulatory obligations applying to LIST or due to exceptional situations that would justify them being kept longer (judicial procedure, etc.). Below are the details regarding the time we keep your personal data:
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Purpose
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Legal basis
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To contact Participants in case of future events
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Three years after the end of the Survey.
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- Your rights and how to exercise them
With regards to your personal data collected and processed by LIST, you may exercise at any time the following rights:
- Right to access: You have the right to receive confirmation about whether or not your personal data is being processed by LIST. If that is the case, you have the right to know what data is being collected and processed and to obtain of copy of it;
- Right to rectification: If the personal data we hold about you is inaccurate or incomplete, you have the right to request to have it rectified;
- Right to erasure: Subject to certain conditions specified in art. 17 of the GDPR, you have the right to have your personal data deleted by LIST;
- Right to restriction of processing: Subject to certain conditions specified in art. 18 of the GDPR, you have the right to obtain restriction of the processing of your personal data performed by LIST;
- Right to data portability: Subject to certain conditions specified in art. 20 of the GDPR, you have the right to obtain a copy of the personal data you provided to LIST in in a structured, commonly used and machine-readable format and to request the transfer of these data to another data controller;
- Right to object: You have the right to object the processing of your personal data when the conditions set out in art. 21 of the GDPR apply;
- Right to withdraw consent: If LIST is processing your personal data based on your consent, you have the right to withdraw that consent at any time. The withdrawal of such consent shall not affect the lawfulness of processing based on consent before its withdrawal.
- Right to lodge a complaint with a supervisory authority: You have the right to lodge a complaint with the Commission Nationale pour la Protection des Données (CNPD). More information on how to lodge a complaint are available on CNPD’s website: https://cnpd.public.lu.
You may exercise any of these rights by contacting our Data Protection Officer (DPO) by filling the online form.
- Changes to this notice
LIST may make changes to this privacy notice from time to time, to reflect our current privacy practices or to comply with changes in the applicable data protection legislation. LIST encourages you to regularly visit this page in order to remain informed on our data protection policies.
