Privacy policy

Privacy policy for the public event registration service via the website public.events.globalcovenantofmayors.eu

This Privacy Policy gives you information about how the public event registration service collects and processes your personal data when you are using the website public.events.globalcovenantofmayors.eu, including any data you may provide during the event registration. It also includes information about your rights, including your right to object to certain types of processing we carry out.

This Privacy Policy only applies to users of the public.events.globalcovenantofmayors.eu website and not to other websites running on other subdomains of the globalcovenantofmayors.eu domain.

The public.events.globalcovenantofmayors.eu website and the event registration service running on this subdomain is referred to as the public event registration service.

Who are the data controller(s) and data processor(s)

The public event registration service has been developed and is operated by DAI Global Austria GmbH & Co KG as a contractor in the context of the EU funded project PI/2020/418-375 Support to the Secretariat of the Global Covenant of Mayors for Climate and Energy. The operator of the public event registration service is the data processor.

The event organisers are the controller of the information you provide when you subscribe to an event (like name, email, name of your organisation, country, address, telephone number, gender and sector) and information about the events you attend (like event name, date and time of the event and the location).

What happens when the privacy policy changes?

We keep our privacy policy under regular review and it may be updated periodically. Laws, regulations, and industry standards evolve, which may make those changes necessary, or we may make changes to our services or business. We will notify you by posting an updated, date-stamped version of this privacy policy on our website. If we make changes that materially alter the privacy policy, we will provide notice to you in accordance with applicable law. Notice may be by posting a notice on our website, by email to you at the email address that you most recently provided to us, or by other means, consistent with applicable law.

How is the access to third party web sites, applications, and integrations handled.

The public event registration service itself does not use third-party services or integration.

The event organisers can introduce a link to third-party services or integrations in the definition of their events. Where you access or use third-party services or integrations provided by an event organiser, advertiser, sponsor or any other party who participates in an Event, we encourage you to request details of and read the privacy policy of that party. We do not control those third parties and are not responsible for their privacy statements or the way in which they collect or use your data.

What data do we collect about you?

We may collect, use, store and transfer different kinds of personal data about you:

  • Identity data which includes your name, gender, name of your organisation and sector.
  • Contact data which includes your address, email address and telephone number.
  • Technical data which includes your internet protocol (IP) address, browser type and version, hardware information, time zone setting and location and operating system.
  • Profile data which includes your event subscriptions.
  • Usage data which includes information about how you use the event registration services. Usage data includes information about the frequency and pattern of use.
How is your data collected?

We use different methods to collect data from and about you including:

  • Direct interactions by filling in forms or by corresponding with us by email or otherwise. This includes personal data you provide when you subscribe to an event or when you contact us.
  • Automated technologies or interactions through server logs and other similar technologies which track your interaction with the event registration service.
How we use your personal data?

We use your data to:

  • Process and handle your event registration by using your identity, contact and profile data to confirm your registration, notify you of upcoming events for which you registered, send you updated event information.
  • Manage our relationship with you by using your identity, contact and profile data to notify you about changes to our privacy policy, investigate complaints.
  • Administer and protect our services by using your identity, contact, technical and usage data to troubleshoot problems, testing, system maintenance, support, reporting and hosting of data.
  • Improve our platform and services by using your technical and usage data to perform data analysis.
How long do we keep your personal data?

We keep your personal data for the time necessary to fulfil the purpose of collection or further processing. Your personal data will be kept for five year after the event.

Do we use cookies?

Cookies are short text files stored on a user’s device (such as a computer, tablet or phone) by a website. Cookies are used for the technical functioning of a website (functional cookies) or for gathering statistics (analytical cookies).

The public event registration service does not use cookies.

Do we use advertising and analytics services provided by others?

The public event registration service does not use advertising and analytics services provided by others.

Who has access to your personal data?

Access to your personal data is provided to the staff responsible for carrying out the processing operation and to other authorised staff according to the “need to know” principle.

Who do we share your personal data with?

We share your personal data with the following recipients to achieve the purposes as specified in the section “How we use your personal data?”. We share your data with:

  • Service providers acting as processors who provide our IT and system administration services.
  • IT Infrastructure providers of our cloud services.
  • Event organisers whose events you attend through your use of the public event registration service.
Do we transfer your personal data internationally?

Your personal information will be processed by us in the European Economic Area (“EEA”) and in the UK.

How do we protect and safeguard your personal data?

In order to protect your personal data, we have put in place a number of technical and organisational measures. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.

What are your rights and how you exercise them?

You have the right to:

  • Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and certain information to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there are valid grounds for doing so and subject to applicable law.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data where applicable.
  • Right to data portability. You may have the right to receive certain of your information in a structured, commonly used and machine-readable format and to transmit such information to another controller.
  • Object to processing of your personal data where we process your data based on legitimate interest. We will assess your objection and determine whether we have any compelling legitimate grounds or legal justification for continued processing.
  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.
  • Right to complain. You have the right to make a complaint to the data protection supervisory authority applicably to you if you are unhappy with the way we are handling your personal data.

If you wish to exercise any of the rights set out above, please contact us by sending an email to privacy@globalcovenantofmayors.eu.