Academic Conferences’ privacy policy
Last changed: 04 April 2022
Academic Conferences: Karolinska Institutet (KI), SLU and Uppsala University (UU) plan and administer conferences and other events on behalf of their principals and cooperation partners. In order to do this, we must collect and process personal data. The purpose of this policy is to explain the data we collect and how we use it, as well as your rights as a data subject.
Data controller
The Swedish University of Agricultural Sciences (SLU) is the data controller for the processing of your personal data. It is also the data processor for KI and UU when they arrange conferences. The data protection officer at SLU can be reached on dataskydd@slu.se, 018-67 20 90.
Legal basis
The GDPR (General Data Protection Regulation) dictates that all processing of personal data must have a legal basis. The legal bases relevant to SLU Academic Conferences are the execution of agreements, tasks of public interest, consent and fulfilling legal obligations.
SLU Academic Conferences considers the processing of your personal data necessary in order to manage registrations and plan your participation in conferences/events. The legal bases that apply to various types of processing are described below.
Purpose
We process and store data that you have personally given us when you apply to our conferences and events.
The data is used in order for us to fulfil our commitment to you, administer your registration, plan your participation, payment, changes and cancellations as well as provide you with good service in general.
The personal data can also be used for information sent to you regarding upcoming conferences and events you might be interested in.
Your personal data may also be used to establish, exercise or defend legal claims.
CATEGORIES OF PERSONAL DATA AND SOURCES
CONFERENCE AND EVENT REGISTRATIONS
Purpose: Administrate conference/event participation, manage activity/seminar participation, meals, transport, accommodation, manage fees/travel reimbursements/payments/refunds, statistics and further information on upcoming conferences and events.
Types of data: Name, personal identity number, gender, position, email, address, mobile phone number, phone number, activity selection, bank account information, any allergies and specific requests or circumstances. Data you have submitted in your registration.
Legal basis: Execution of agreements concerning planning and implementation of conferences/events, or consent
PARTICIPATION SURVEY AND CLIENT SURVEY
Purpose: Receive feedback from participants, improve our services and develop upcoming conferences and events
Types of data: Name, mobile phone number, IP address, your answers.
Legal basis: Consent.
DISCLOSURE
SLU Academic Conferences may disclose your personal data to anyone who requests a public document that includes your data, in accordance with the regulations on public documents, unless they are subject to non-disclosure
TRANSFER OF PERSONAL DATA
SLU Academic Conferences pays a lot of attention to managing your data safely. We use adequate physical, technical and administrative processes and procedures to manage the data we collect. Access to the personal data is only given to those who need them in order to carry out their duties.
However, data can also be processed by the host/client of the current conference/event as well as data processors, i.e. companies that SLU Academic Conferences cooperate with in regard to IT, payments, prints, distribution, accommodation, meals and transport. These parties may not use your personal data for any other purpose than the conference/event in question, and only to provide the services they have been hired to perform. The data we collect from you is stored in countries approved in the general data protection regulation.
STORAGE
Personal data is saved for as long as necessary in regard to the processing purpose. For example, data regarding dietary requests is deleted immediately after the conference has concluded.
Your personal data will also be stored for as long as required by the Public Access to Information Act and the regulations on the archives of public authorities.
YOUR RIGHTS
You have the right, under certain circumstances, to have your personal data erased, corrected or limited. You also have the right of access to the personal data being processed, and you have the right to object to the processing of your data. To exercise your rights, contact the Data Protection Unit at dataskydd@slu.se, 018-67 20 90.
However, we cannot erase your data if the law requires that we store it, such as bookkeeping rules, or when there are other legitimate reasons to save the data, or if processing is necessary for your participation in the conference/event.
WITHDRAWING YOUR CONSENT
If SLU Academic Conference’s processing of your personal data is based on consent, you have the right to withdraw this consent.
COMMENTS
If you have any comments on the processing of personal data at SLU, contact dataskydd@slu.se, 018-67 20 90.
If you are not happy with the answer provided by SLU, you can take your complaint to the Swedish Data Protection Authority, imy@imy.se eller 08-657 61 00.
Du kan läsa mer om Integritetsskyddsmyndighetens tillsyn på https://www.imy.se/vagledningar/for-dig-som-privatperson/klagomal/.