IST EVENT 2004 :: Privacy Statement

Privacy Statement

What is an e-Service?

An e-service on EUROPA is a service or resource made available on the Internet in order to improve the communication between citizens and businesses on the one hand and the European Institutions on the other hand. Three types of e-services are or will be offered by EUROPA:

Information services, that provide citizens, media, business, administrations and other decision makers with easy and effective access to information, thus increasing transparency and understanding of the policies and activities of the EU;
Interactive communication services, that allow better contacts with citizens, business, civil society and public actors thereby facilitating policy consultations, and feedback mechanisms, in order to contribute to the shaping of policies, the activities and the services of the EU.
Transaction services, that allow access to all basic forms of transactions with the EU, e.g. for procurement, financial operations, recruitment, enrolling for events, acquisition or purchase of documents etc.

The Site Registration Service

The IST 2004 event web site will allow the registration to the event through an online registration page. The participant will fill in his personal information and choose the type of his participation via a form. After filling in this information he/she is transferred to the event registration web site created by our contractor. The data collected about the participants serves two purposes:

registration to the event as a delegate or as any other specific profile (journalist, student, etc.)
registration to the site for participation to several online activities : personal profile displayed on the web, networking sessions registration and proposal, Conference sessions registration, Exhibitors online requirements submission, etc.

The legal basis for the organisation of this event, including its management and the related processing, is the following: Articles 5 and 6 of the Council Decision 2002/834/EC of 30 September 2002 and the IST Work Programme for 2003 and 2004 paragraph 2.3.6..

Every person who wants to propose or contribute to a Networking session must fill in a standard on-line form and be registered for the event first. Every delegate can express interest for an existing networking session, once only.

Note that all contributors to our events during the IST 2004 event will have their data displayed in the people pages. With their login and password, delegates will be able to edit their profiles and make changes. Any content published on the site, expression of interest, contribution or modification made to the profile is always validated by the IST 2004 Organising Committee before publication. By filling in the form, users agree that the information gathered will be used in the way that is stated above.

As every year, a List of Participants containing the professional data of the registered participants will be distributed to all delegates during the event. This is Title, Name, Surname, Company or Institution, Address, Street, Number, Post Code, Country, Phone, Fax and Email address.

If you do not wish to have your data appearing in this List of Participant, please go to the registration page (using your login and password, click on event registration) and choose 'No' under the following sentence: No, I don't agree to have my professional data published in the IST 2004 Event List of Participants to be distributed at the event.

What Personal Information do we Collect, For what Purpose and Through which Technical Means?

Identification Data

These are the data requested for the registration on our site : TITLE , FIRST NAME* , LAST NAME*, ADDRESS*~, COUNTRY*, PHONE*~ , FAX~ , EMAIL*~ , WEBSITE, COMPANY* , COMPANY ADDRESS*, COMPANY COUNTRY * , COMPANY PHONE* , COMPANY FAX , DESCRIPTION* , PICTURE, PASSWORD* , LOGIN* , PROFESSION *, POSITION TITLE *, DEPARTMENT *, KEYWORD1* , KEYWORD2 , KEYWORD3

* Field is mandatory

~ are not displayed on the site (sensitive data)

On his site, the contractor managing the event is also requesting financial information. The delegate will have to fill in the details of his credit card. The contractor will offer an online and printable invoice for each registration, so that participants have proof of their payment and registration. Delegates will be offered also the opportunity to complete these processes by means of secured web transactions. The contractor will provide the facilities for the secure web transactions.

Technical information.

The collection of data is stored within a protected database in our IT infrastructure environment. No cookies or information of any kind are written on the subscriber's PC.

Who Has Access To Your Information and to whom Is It Disclosed?

All the data stated above is displayed on the site and used as information about the delegates (except for sensitive data). The personal data collected in this way is only for use of the IST 2004 event Organising Committee of Directorate General Information Society (and its sub-contractors), and only statistics, generated not containing personal data, may be shared with other European Institutions.

How do we Protect and Safeguard your Information?

User data are stored in a database accessible only to the persons managing the application, and are not accessible on-line, except for delegate profile and expressions of interest linked to the online networking activities. They are not transmitted or published by us, only received through the form filled by the user.

How Can You Verify, Modify Or Delete your Information?

If a user wishes his/her record to be verified, modified or deleted, he can access his personal profile using a login and password.

For other data concerning his/her subscription to other activities, an e-mail must be sent to the controller detailing the changes to be made.

How Long do we Keep your Data?

The site will be online at least 3 months after the event and all your data will remain accessible during this period. After this period, the site will be accessible without possibility to register or input new contributions.

Contact Information

If you have any questions regarding the storage of your personal data, the controller can be contacted at the address below;

Name: Andrea Parola
Address: Avenue de Beaulieu 24, -1/88
E-mail: INFSO-IST2004@ec.europa.eu
Tel: 00 32 2 2986584

Right of Recourse

Persons having data published on the web site have at any time the right of recourse to the European Data Protection Supervisor.