Privacy Policy

Privacy Policy

Last modified: March 1, 2018.

NATO Strategic Communications Centre of Excellence, address: 11B Kalnciema Street, Riga, LV-1048, Latvia (hereinafter – „Organiser”, “Us” or “We”) respect and value your privacy. We have designed this Privacy Policy to inform you on how we collect and process your personal information (further- “personal data”) that you have provided to us.

This Privacy Policy applies to you when you have submitted your personal data in the registration form (hereinafter – “Registration Form”) in the internet-based platform cvent.com (hereinafter – “Platform”) and when you use the application “NATO StratCom COE Events” (further – “the Application”) as a participant, media representative or as a speaker or moderator for the purpose to attend or watch online an event organised by us.

A. Why do we collect and process your personal data?

We collect and process your personal data for several purposes:

  1. Registration and attendance

For you to be able to register and attend events organised by us, we process your personal data obtained via Platform for identification and registration purposes. Personal data processing is required for us to take the necessary steps prior to entering into a contract on the attendance of the event or on receiving live streaming services from us  and for the performance of contractual relations established between you and us.

If you choose to use the Application, your personal data are processed in the Application for the purpose to provide you with information on events on your mobile device, which is based on our legitimate interest to foster event attendance and provide easily accessible and convenient form of information exchange. If you are willing to, you can inform other participants, media representatives, speakers and moderators about you attending the event and you can connect with them in the Application.

If you wish and when provided in the Registration Form, you can inform us on your dietary preferences. We will use this information to accommodate, as far as reasonable, the relevant requests. This personal data processing is based on our interest to maximize the level of participant, speaker and moderator satisfaction and wellbeing.

  1. Speaker and moderator information

If you are a speaker or moderator at our event, we process your personal data for the performance of contractual relations between you and us. For you to be able to register to an event and attend, your personal data are collected from the Registration form in the Platform and processed also in the Application. Your personal data is also made publicly available for marketing and informative purposes at our websites (www.rigastratcomdialogue.org, www.stratcomcoe.org), the Application, social network profiles (Facebook, LinkedIn, Twitter) and our printable materials (booklets).

  1. Event photography and video

We take photographs and video material at our events and we use these materials in our website (www.rigastratcomdialogue.org), Youtube and social network profiles (Facebook, LinkedIn, Twitter) for our legitimate interest to enhance awareness of our events. If you are not comfortable with any material published containing your image, you can inform us accordingly and we will refrain from using such image in the future.

  1. Travel and stay

If you are a speaker or moderator at our event, we obtain additional personal data for the purpose to organise your travel and stay, which is based on our contractual relations with you.

  1. Social networking

If you wish to connect with us in social network platforms and share the information you have provided therein, you can give us the link to your personal profile and consent to connection and communication activities in these social network platforms. You can withdraw at any time by simply disconnecting from our profiles (“unfollow”, “unfriend”), or, if for any reason that is not possible, you can contact us to require disconnecting from you in the social media.

  1. Newsletters and notifications

You can sign up to receive our latest newsletters and notifications on other similar upcoming events and we will send you such information based on your consent or our legitimate interests to foster event attendance; to enhance awareness of our events; to maintain relationship between you and us; to communicate with you about our recently published information and our events. You can always change your mind and subsequently opt-out from receiving such materials by using the unsubscribe option provided in every newsletter or notification, or by contacting us in any other way.

B. What kind of personal data is collected and processed by us?

For registration and attendance, we process personal data:

  1. Prefix or rank;
  2. First and last name;
  3. E-mail address;
  4. Institution (workplace or representing establishment) or Media outlet;
  5. Position;
  6. Country;
  7. Mobile phone number (for media representatives only);
  8. Payment information, if you choose to pay with a credit card: name on card; type; credit card number; card security code; expiration date; country; address. If you choose to receive invoice: bank; account number;
  9. Your photography;
  10. Optionally – food preferences.

Speaker and moderator information at our websites (www.rigastratcomdialogue.org, www.stratcomcoe.org), the Application, social network profiles (Facebook, LinkedIn, Twitter) and printed materials may include such personal data:

  1. First and last name;
  2. Position;
  3. Representing institution or workplace;
  4. Biography, publications;
  5. Information on education, experience, fields of expertise;
  6. Photography and/or video material.

We take photographs and video material at every event organised by us and you as a participant or media representative may appear on such materials. We publish such materials on our webpage and social network profiles (Facebook, LinkedIn, Twitter).

For organising speaker and moderator travel and stay, we process personal data:

  1. Preferred and actual date and time of travel; preferred and actual airport of arrival and departure;
  2. Passport information: birth date; nationality; passport number; country of issue; expiration date; personal code or ID number;
  3. For any payment reimbursements: address of residency; bank; bank account number (IBAN format); SWIFT code (for USA – ABA routing number and Bank address).

For social networking, you may also provide us with your additional contact information on social platforms. If you have consented to do so, we may process your name, recent and upcoming post and newsfeed information, and all other information you have provided in that platform under profile or newsfeed information but only for mutual connection and communication purposes.

For newsletters and notifications, we use your first and last name, and e-mail address to send you newsletters and notifications on other similar upcoming events organised by us, if you have consented or when it is based on our legitimate interests. You may withdraw your consent or object to such personal data processing at any time.

C. Third party access to your personal data and data transfers

When you register for an event via the Platform or use the Application “NATO StratCom COE Events” (CrowdCompass, Inc., a company of Cvent, Inc.), your personal data provided in the Registration Form is processed by us and the Platform service provider, data processor, Cvent, Inc., which is located and processes personal data out of EU/EEZ. However, Cvent Inc. is Privacy Shield certified and processing is subject to measures that provide an equivalent level of protection as provided by data privacy laws in the EU. Transfers are based on the Commission Implementing Decision (EU) 2016/1250 of 12 July 2016 on the adequacy of the protection provided by EU-US Privacy Shield. You can receive more information on the Privacy Shield here: https://www.privacyshield.gov/welcome. Please contact us if you require additional information on your personal data transfer to Cvent Inc.

Furthermore, the use of personal data collected by Cvent Inc. through the Platform and the Application is strictly limited to the purpose of providing the Registration Platform and the Application service for us. For any other personal data processing activities carried out by Cvent Inc, for example on cookies, tracking, marketing and advertising, which falls outside the processing purposes mentioned in this Policy, please see Cvent Inc. Privacy policy http://www.cvent.com/en/privacy-policy.shtml.

In some cases, we are obliged to share your personal data with public institutions, officials and bodies under local laws and regulations and/or upon their request (for example, we must share some of your personal data in specific cases with the State Revenue Service). We generally do not share your information with third parties, but in the limited cases we do, we always make sure there is legitimate basis to do so (i.e. legal obligation or your explicit consent). We always do our best to use only safe social network platforms, website hosts and others, which provide an adequate privacy protection.

We may transfer or share your personal data if you are a speaker or moderator at our event and you require assistance with accommodation and travel. For those purpose we may share your personal data only with the flight and travel agencies, hotels and similar travel related service providers to allow you to attend our event, and only when we are confident that such processing is subject to measures that provide an equivalent level of protection as provided by data privacy laws in the EU.

We sometimes use various services providers for our internal and database software and systems, and we always ensure that when the personal data are transferred out of EU/EEA, processing is subject to measures that provide an equivalent level of protection as provided by data privacy laws in the EU.

We are obliged to provide you with detailed information on your personal data recipients if you request so. You can file such a request by contacting us. Our contact information is available below.

D. How long do we keep your personal data?

We only retain your personal data as long as necessary for the purposes this personal data was collected for.

Participant and media representative personal data provided for registration and attendance of an event (excluding personal data for sending newsletters, if consented), are deleted 12 months after the last attended event organised by us. We keep registration and attendance data as long as the participant or media representative actively and regularly, at least once in a year, continues to register and attend further events organised by us. Photographs and videos of an event where participant or media representative personal data may be included are retained and made publicly available at our webpage (www.rigastratcomdialogue.org), Youtube, the Application, and our social media profiles depending on the importance and size of the event. You have a right to object to such data processing, and we will do our best to respect your choice.

Speaker and moderator personal data provided for registration and attendance, and for travel and accommodation (excluding personal data for sending newsletters, if consented) are deleted within 12 months after the event has ended, excluding personal data in documents which must be stored for longer periods in accordance with applicable laws and regulations, or for the establishment, exercise or defence of legal claims. Speaker and moderator personal data, including data on education and experience, fields of expertise, publications, photographs and videos are made publicly available at our webpage (www.rigastratcomdialogue.org), Youtube, the Application, our social media profiles and printed materials depending on the importance and size of the event. You have a right to object to certain personal data processing activities, and we will do our best to respect your choice.

Personal data provided for connecting in social network platforms and for receiving our newsletters and notifications by e-mail are retained as long as these social network connections are active, and you have not withdrawn your consent or unsubscribed; in such cases all your personal data processed for these purposes are immediately erased.

E. Your data protection rights

For personal data processing which is based on your consent, you can withdraw your consent at any time. Withdrawal becomes effective for further personal data processing.

Furthermore, you are entitled to such rights:

  • Right of access: You are entitled to know whether we process your personal data and what personal data we have, as well as you can ask for more specific information about the processing carried out.
  • Right to rectification: We are under an obligation to rectify inaccurate personal data and to complete incomplete personal data.
  • Right to erasure: We must erase your personal data upon your request and under certain circumstances.
  • Right to restriction of processing: We, in some circumstances, are required to restrict the use of your personal data upon your request.
  • Right to data portability: You have a right to receive the personal data we have on you, in a structured, commonly used and machine-readable format, but only under certain circumstances.
  • Right to object: When we process your data based on our legitimate interests, you have a right to object to personal data usage for such purposes. You can at any time object to your personal data being used for direct marketing purposes, and we will cease to do so.
  • You have a right to lodge a complaint in the national data protection supervisory authority.

Our contact information

Please feel free to contact us if you have any questions or requests related to this Privacy Policy or your personal data being used by us. Here are the contact details:
NATO Strategic Communications Centre of Excellence
11B Kalnciema Street, Rīga, LV-1048, Latvia
[email protected]