V1.0, 16.02.2024 - This Data Protection Notice explains the policy of Knowledge Technologies for Democracy (“KT4D”, “we”, “us”) regarding your privacy, as well as how your personal data will be handled, in accordance with the data protection principles under the EU General Data Protection Regulation (GDPR), in the context of your participation in our events which includes webinars. 

Who is responsible for the handling of my personal data? 

TRUST-IT SRL, as the KT4D event organizer, is responsible for handling any personal data collected on you as a result of your participation in this event, in accordance with data protection principles. 

If you have any questions or requests concerning this Data Protection Notice, please send a written communication to info[at]kt4democracy[dot]eu, or via the contact form available on the Website. 

What Personal Data is being collected? 

When you participate in an event held by us, we will collect and process information related to you as an individual. This information may be classified as “Personal Data”.

When you wish to sign-up to participate in a KT4D event, you may be asked to complete a registration form. These forms require you to include information about yourself, such as your first name, last name, e-mail address, and the profession description e.g., academia. 

Registration forms will not require you to share any sensitive Personal Data on yourself (such as, e.g., information revealing your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health data or data concerning your sex life or sexual orientation). Please do not include any information in registration forms which is not specifically requested in those forms. 

Unless this is specifically requested by the event registration form, and you have the other individual’s consent, please do not include any information in registration forms which is related to other individuals (e.g., your family members). 

Furthermore, you may be captured in photographs or screenshots and video recordings taken during KT4D events, and we may further collect and use presentations which you make at KT4D events. These photographs and screenshots will be used for communications purposes, i.e., on social media platforms including Twitter and LinkedIn. Recording of the events will be stored for reporting purposes on secure repositories until the end of the project and made available ont he project YouTube channel.

Why do we collect these Personal Data? 

We will collect and further use the above Personal Data for the following purposes:

(a) Event and Webinar Management

To organize and coordinate events, including webinars, held by us. This includes using your Personal Data to allow you to take part in events for which you have signed up, to track event attendance on the basis of the Website’s interests in managing events.

We need to use your Personal Data for these purposes to ensure that you are able to participate in events for which you have signed up, as well as to allow us to adequately manage our events (in particular, by understanding how many participants will attend any given event/webinar). If you do not provide your Personal Data to us for these purposes, we will not be able to ensure your attendance to events for which you have signed up. 

We will retain your Personal Data for these purposes for the period which is deemed strictly necessary to allow you to take part in KT4D events and ensure adequate management of those events, in accordance with data protection principles. As soon as your Personal Data are no longer necessary for these purposes, they will be promptly deleted.

(b) Event Follow-up

To contact you with further news, updates, and developments concerning KT4D events which you have attended, and to keep you updated on future KT4D events in which you may be interested. 

We need to use your Personal Data for these purposes to be able to contact you with the abovementioned information. However, you can refuse to consent to the use of your Personal Data for these purposes or withdraw your consent later (see below for more information). If you refuse or withdraw your consent, we will not be able to reach out to you with relevant communications concerning its events. 

We will generally retain your Personal Data for these purposes until you withdraw your consent, or until we no longer have a need to retain your Personal Data for our event communication/promotion purposes to be met (usually, 24 months after the event). The presentations you may share with the KT4D may be collected and used later and uploaded to the project Zenodo community for dissemination purposes. If you withdraw your consent, or as soon as your Personal Data are no longer necessary for these purposes, your Personal Data will be promptly deleted or anonymized.

(c) Event Promotion

To publicly promote our work and raise awareness on topics discussed / presented at KT4D events through different media channels, including our websites, publications, and social media. This may include capturing photographs and video recordings of events for publication through those channels, making presentations given by speakers available through those channels, broadcasting KT4D events through live web-streaming, and making recordings of events available online. 

If these activities are carried out at an KT4D event, you will be clearly informed about this beforehand (through verbal announcements and, where appropriate, notices at the event premises). 

We need to use your Personal Data for these purposes to be able to publish photographs, video recordings and other relevant documents concerning an event, with the goal of promoting and raising awareness on our activities. However, whenever this is deemed reasonably practical, you can refuse to consent to the use of your Personal Data for these purposes or withdraw your consent later (see below for more information). If you refuse or withdraw your consent, we will refrain from including Personal Data related to you in any promotional activities carried out concerning KT4D events (whenever technically feasible) or will otherwise employ reasonable efforts to ensure any disclosure of your Personal Data is limited to the greatest extent possible. 

We will generally retain your Personal Data for these purposes until you withdraw your consent, or until we no longer have a need to retain your Personal Data for our event communication/promotion purposes to be met. If you withdraw your consent, or as soon as your Personal Data are no longer necessary for these purposes, your Personal Data will be promptly deleted.

Who can see your Personal Data, and who will they be shared with? 

Your Personal Data may be shared with the following persons / entities: 

  • Companies, entities or professional firms engaged by us in order to organize or provide venues for events, or to provide other services related to the management and organization of KT4D-hosted events, which typically process Personal Data on our behalf; 
  • Other participants who sign up for an KT4D event; 
  • Individuals we have authorized to process Personal Data needed to carry out activities strictly related to the purposes described above, who have undertaken an obligation of confidentiality or are subject to an appropriate legal obligation of confidentiality (e.g., TRUST-IT staff). 

In accordance with the data protection principles, all transfers of Personal Data to parties external to KT4D will be covered by adequate safeguards to protect the confidentiality of those Personal Data, as well as your rights and interests (in particular, through written agreements between us and those parties). 

Personal Data contained in photographs, video recordings, screenshots and other relevant documents concerning KT4D events which are published will become publicly available. 

What are my rights? How can I exercise them? 

You are entitled, under the KT4D Data Protection Principles, to exercise the following rights: 

  • Access your Personal Data being processed by us, as well as information on the processing of your Personal Data;
  • Verify, update, or rectify your Personal Data being processed by us, where it may be inaccurate or incomplete; 
  • Withdraw your consent to the processing of your Personal Data, where you have previously provided it to us for one or more specific purposes (such as for Event Follow-up and/or Event Promotion);
  • Request the erasure of your Personal Data being processed by KT4D, where you feel that the processing is unnecessary or otherwise unlawful; 
  • Object to the processing of your Personal Data, based on relevant grounds related to your particular situation, which you believe must prevent KT4D from processing your Personal Data for a given purpose. 

To exercise any of the abovementioned rights, you may send a written request to us at: info[at]kt4democracy[dot]eu.

Please note that the above rights may not apply, or may not apply in full, as there may be applicable exemptions or restrictions to those rights. We will assess this on a case-by-case basis; if such an exemption or restriction is found to be applicable, you will be informed of our main reasoning for this.