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Terms and Conditions

1. Why do we collect personal data?

We collect personal data in the context of an event or a meeting organisation as well as to inform participants of any follow-up activities after the event.

2. What kind of personal data does Speg collect?

Speg collects personal data related to identification and contact details like name, surname, email, address, phone, mobile or fax number, organisation. Minutes, photos and videos of the events could be collected as well in some cases. In such cases, you will be notified during the registration process.

3. How do we collect your personal data?

Speg may collect personal data using different methods i.e. through an online form, through emails or paper format.

We collect such Non-personal and Personal Information for the following purposes:

  1. To provide and operate the Services;

  2. To provide our Users with ongoing customer assistance and technical support;

  3. To be able to contact our Visitors and Users with general or personalized service-related notices and promotional messages;

  4. To create aggregated statistical data and other aggregated and/or inferred Non-personal Information, which we or our business partners may use to provide and improve respective services; 

  5. To comply with any applicable laws and regulations.

 

We may contact you to notify you regarding your account, to troubleshoot problems with your account, to resolve a dispute, to collect fees or monies owed, to poll your opinions through surveys or questionnaires, to send updates about our company, or as otherwise necessary to contact you to enforce our User Agreement, applicable national laws, and any agreement we may have with you. For these purposes we may contact you via email, telephone, text messages, and postal mail.

 

4. Who is responsible for the processing your personal data?

Speg  is the legal entity responsible for the processing of your personal data and determines the objective of this processing activity. The Head of Communications & Events Unit is responsible for this processing operation.

5. Which is the legal basis for this processing operation?

Organising various events is necessary for the functioning of Speg. Therefore, the processing is lawful under Article 5(a) of the Regulation (EU) No 2018/1725.

In addition, since the participation to the events is not mandatory, the processing of the personal data is also in accordance with Article 5(d) of Regulation (EU) No 2018/1725.

6. Who can see your data?

Your personal data are stored in an electronic database. Access to the database is restricted to authorized staff members who are dealing with the organisation of the events and the files concerned are password protected. In some cases, external contractors have access to this information but their access and purpose of use are governed by specific contractual clauses to ensure adherence to the data protection regulations.

7. Do we share your data with other organisations?

We receive, collect and store any information you enter on our website or provide us in any other way. In addition, we collect the Internet protocol (IP) address used to connect your computer to the Internet; login; e-mail address; password; computer and connection information and purchase history. We may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page. We also collect personally identifiable information (including name, email, password, communications); payment details (including credit card information), comments, feedback, product reviews, recommendations, and personal profile.

 

Personal data is processed by Speg only. In some cases we need to share your data with our business partners.

8. Do we intend to transfer your personal data to Third Countries/International Organizations?

No.

9. When will we start the processing operation?

We will start the processing operation upon your registration to the event.

10. How long do we keep your data?

 Speg will keep your personal data for one year from the date of the event that you attended.

11. How can you control your data?

You can access, modify or delete your personal data by sending an email request to

spegmeetings@gmail.com . More details are provided below.

12. How valuable is your consent for us?

Since the participation in the event is not mandatory, the processing is lawful because “the data subject has unambiguously given his or her consent”. The consent will be collected through the registration form, in a separate and distinct manner.

Moreover, you have the right to withdraw your consent at any time, and we will delete your data or restrict its processing.

 

13. Your data protection rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information. You are not required to pay any charges for exercising your rights.

a) Can you access your data?

You have the right to receive confirmation whether or not we process your personal data. Furthermore, you can have access to such data, as well as obtain copies of your data undergoing processing, at any time and free of charge, by sending an email request to spegmeetings@gmail.com

b) Can you modify your data?

You have the right to modify your data without delay of inaccurate or incomplete personal data at any time by sending an email request to spegmeetings@gmail.com . You have the right to update or correct at any time your identification data.

c) Can you restrict us from processing your data?

You have the right to block the processing of your personal data at any time by sending an email request to spegmeetings@gmail.com  when you contest the accuracy of your personal data or when Speg no longer needs the data for completing its tasks. You can also block the processing activity when the operation is unlawful, and you oppose to the erasure of the data.

d) Can you delete your data?

You have the right to ask us to delete your data at any time by sending an email request to

spegmeetings@gmail.com  when the processing activity is unlawful.

e) Can you request the transfer of your data to a third party?

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated. You are not required to pay any charges for exercising your rights. We have (time period) to respond to you.

f) Do you have the right to object?

Yes, you have the right to object at any time by sending an email request to spegmeetings@gmail.com when you have legitimate reasons relating to your particular situation. Moreover, you will be informed before your information is disclosed for the first time to third parties, or before it is used on their behalf, for direct marketing purposes. Speg will address your requests within 15 working days from the receipt of the request.

g) Do we do automated decision making, including profiling?

No.

12. What security measures are taken to safeguard your personal data?

Speg has several security controls in place to protect your personal data from unauthorised access, use or disclosure. We keep your data stored on computer systems with limited access to a specified audience only.

13. What can you do in the event of a problem?

a) The first step is to notify Speg by sending an email to spegmeetings@gmail.com  and

ask us to take action.

b) The second step, if you obtain no reply from us or if you are not satisfied with it, contact our data protection officer (DPO) at dpo@fra.europa.eu.

c) At any time you can lodge a complaint with the EDPS at http://www.edps.europa.eu, who

will examine your request and adopt the necessary measures.

14. How do we update our privacy notice?

We keep our privacy notice under regular review to make sure it is up to date and accurate.

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