Privacy statement for BEREC events
1. What personal data do we collect?
BEREC Office collects the following data in relation to the organization and management of BEREC and BEREC Office events/meetings:
• Contact data: title, first name, last name, function, nationality, organisation, e-mail address, phone number.
• Dietary requirements and special assistance when applicable, processed in a secured manner for the sole purpose of accommodating special needs or dietary requests
• Photographs, only for certain events – during registration for the event participants can indicate whether or not they want to be photographed;
• Web streaming, only for certain events – during registration for the event participants are asked to give their consent for being filmed, and informed on a video recording of the event to be made afterwards and published on the institution’s communications channels;
• Sound recordings under certain provisions – during some events, audio recordings of interventions could be taken for the purpose of preparing the event minutes and/or event reports.
2. For what purpose do we collect personal data and on which legal basis?
The purpose of the processing of personal data is to register interested persons for effective management of events/meetings, provide access to BEREC and BEREC Office event/meeting venues, maintain participant lists and allow possible event follow-up actions, including feedback collection, specific communication activities and sharing of presentations or other event/meeting materials. Legal basis for organisation of BEREC and BEREC Office events/meetings:
• Articles 11 and 18 of Regulation (EU) 2018/1971 of the European Parliament and of the Council of 11 December 2018 establishing the Body of European Regulators for Electronic Communications (BEREC) and the Agency for Support for BEREC (BEREC Office), amending Regulation (EU) 2015/2120 and repealing Regulation (EC) No 1211/2009 (BEREC Regulation);
• Art.4 and 12 of the Rules of Procedure of the Board of Regulators BoR (19) 58;
• Art. 5 of the Rules of Procedure of the Management Board of the BEREC Office MB (19) Rev.1;
• BEREC Work Programmes and BEREC Office Programming Documents. Processing is necessary for the performance of a task carried out in the public interest and in the exercise of official authority vested in the BEREC Office. Thus, processing of personal data is lawful based on Article 5 (a) of Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC. In addition, processing is lawful as based on Article 5(1)(d) of Regulation 2018/1725 i.e. the data are collected based on the consent of the data subjects.
3. Who may receive your personal data?
BEREC Office authorized staff and event/meeting co-organisers contracted by the BEREC Office to support the organisation of the event as well as, for certain events, the staff of the National Telecommunications Regulatory Authority (NRA) or of the Independent Regulators Group (IRG) which is hosting the event/meeting. Access to all personal data as well as information collected in the context of a BEREC or BEREC Office event/meeting, and the organisation thereof, is only granted on a need to know basis to the recipients defined by the Controller.
4. How long are your personal data kept?
The data provided by you during the registration process will be used by the BEREC Office solely for the event management purpose and will be kept for 1 year. Final participant lists serving as financial documents will be kept for a maximum period of 7 years after the end of the specific event. Identification data, nationality, number of identity document provided for access control purposes will remain in the BEREC Office visitor register for maximum 6 months. Data will be deleted at the end of the aforementioned periods. Sound recordings of events, when not for publication, will be deleted after the minutes or final report of the event is delivered. These will however not be retained for no longer than 6 months. The edited audio and video materials, presentations and photographs intended for publication will be kept on the BEREC website, BERECnet, BEREC social media accounts (YouTube, Twitter, LinkedIn) as long as their content is useful for the public or for the BERECnet users.
5. What are your rights?
You have the right to request from the controller access to and rectification or erasure of your personal data or restriction of processing. You also have the right to object to processing of personal data. You have the right to withdraw your consent for BEREC Office to process your personal data at any time. The controller shall provide information on action taken on a request within one month of receipt of the request. That period may be extended by two further months where necessary, taking into account the complexity and number of the requests. Web streaming, Filming, Photography and Recording Please note that at some events keynote presentations and panel discussions will be web-streamed live, only with the consent of the speakers (presenters/panel participants). Keynotes and panel discussions could also be filmed, recorded and used on the BEREC website and/or social media channels, only with the consent of the speakers (presenters/panel participants), after the completion of BEREC and BEREC Office events. Should any of the other participants at BEREC and BEREC Office events wish not to be recorded in the context of keynote/panel filming or web streaming, he/she should kindly watch the event online on the BEREC website landing page. During some events, audio recordings of interventions could be taken for the purpose of preparing the event minutes and/or event reports. During BEREC and BEREC Office events, photographs can be taken both in the areas adjacent to the event and in the event areas themselves. Should any of the participants wish not to be photographed, he/she should kindly make the BEREC Office aware of this by contacting us at the registration of the event or via firstname.lastname@example.org. The controller shall provide information on action taken on a request within one month of receipt of the request. That period may be extended by two further months where necessary, taking into account the complexity and number of the requests.
6. Who is the data controller and how to exercise your rights?
The BEREC Office shall exercise the tasks of the data controller for the purpose of these processing operations. To exercise the mentioned rights, you can contact the controller as follows: email@example.com If you feel your data protection rights have been breached, you can always lodge a complaint with the BEREC Office’s Data Protection Officer (firstname.lastname@example.org) or with the European Data Protection Supervisor: email@example.com