Privacy Statement for EFTA in-house events

The European Free Trade Association (hereinafter “EFTA”, “we”, “us”, “our”) processes your personal data to organise, manage and follow up in-person events at EFTA (hereinafter the ‘event’). The controller is EFTA.

The European Free Trade Association (hereinafter “EFTA”, “we”, “us”, “our”) processes your personal data to organise, manage and follow up in-person events at EFTA (hereinafter the ‘event’). The controller is EFTA.

 

Why do we process your personal data and under what legal basis?

We process your personal data for the following purposes:

a. to alert you of registration for the event

b. to manage your participation in the event, following your registration and include you on the list of participants which will be distributed at the event

c. to share photos taken by us at the event, specifically [the photos will be taken in designated areas set out by EFTA or following consent given on location to photos being taken] and shared via communications channels

 

The lawfulness of the processing of personal data for the organisation, management and follow up of the derives from the processing being necessary for the performance of this task carried out in the public interest or the exercise of official authority vested in EFTA.

You will only receive alerts regarding the registration (as mentioned in a)) based on your consent. 

Your personal data will only be processed for aggregated statistics on the basis of your consent.

 

What personal data do we process?  

We may process, as applicable, the following categories of personal data collected via the relevant registration form:

  • first and last name
  • e-mail address
  • phone numbers
  • your organisational affiliation
  • your occupation
  • your photo
  • a copy of your photo id

 

When you visit this website, we process your IP address, source Transmission Control Protocol (TCP) port associated to each HTTP request and date and time of the visit. 

We collect, based on your consent, data regarding your browsing experience on our website for aggregated statistics.

 

Who has access to personal data?

The EFTA team organising the event will have access to personal data submitted via the registration form, this information may be shared to organisations and missions that partake in the organisation of the event, if required for the functioning of the event or security purposes. Further, a list of participants may be shared with the participants of the event. Also, a limited number of EFTA staff will have access on the basis of the need to know principle to aggregated statistics regarding the registration website.

 

How have we collected your personal data?

Your personal data are collected directly from you or alternatively your organisation's, mission's or affiliate's representative, when you or your representative  visit the event website or if applicable, when you or your representative submit a registration form or the registration information. 

The email address of the individuals and organisations invited to register are collected from publicly available online sources.

 

How long do we keep your data?

We do not keep your personal information for longer than necessary for the purposes for which we collected it. However, we may keep your information for a longer period for statistical purposes with the appropriate safeguards in place (data aggregation).

Your personal data submitted via the registration form will be kept for six months following the event or at the latest after the last follow-up action.

Videos and photos from the event will be archived after 10 years and will not be available on the EFTA website any more after that period. Please note however that, once information, including personal data, is uploaded online, it can be used by third parties for their own purposes, in their own platforms, and sometimes without EFA being informed. In such cases, please note that it may not be possible for us, notwithstanding any implemented safeguards, to ensure removal from the internet after the retention period has expired. 

 

Technical website’s visitor logs are kept for one year.

 

Processing of personal data outside the EFTA States and the EU

The personal data processed in relation to the in-person event is processed within the EFTA States and/or the EU. 

 

Applicable security measures

EFTA strives to ensure a high level of security for the information you may share with us via the registration or contact forms, such as using Hypertext Transfer Protocol Secure (HTTPS). This measure provides a high level of assurance for the confidentiality and integrity of the communications between your browser and the website. Nevertheless, a residual risk remains for communication over the internet, including email. 

The security of our website and of the data collected is ensured by adequate technical and organisational measures. We protect data in transit between you and our website by using the SSL secure protocol ensuring their confidentiality and integrity.

 

Questions and information on our processing of your personal data

You can access your personal data and relevant information concerning how we use your personal data. You can request rectification of your personal data. You can ask that we delete your personal data or restrict its use. Where applicable, you can object to our processing of your personal data, on grounds relating to your particular situation. On these issues we will consider your request, take a decision, and communicate it to you. 

 

How to withdraw your consent and the consequences of doing this
You can withdraw your consent regarding alerts for registration at any time on the event website form at the same place where you have given it. If you withdraw your consent for one of the above-mentioned purposes regarding registration, we will not process your personal data for that specific purpose. If you withdraw your consent for all of the above-mentioned registration purposes, we will delete your personal data within the timeframes mentioned in the “how long do we keep your data” section above.

Please note that withdrawing your consent does not affect the lawfulness of processing of your personal data based on your consent before its withdrawal. 

You can contact the EFTA Data Protection Officer (DPO) regarding the processing of your personal data by email: , or a letter, marked for the attention of the EFTA DPO (see postal address below).  

 

EFTA postal addresses:

European Free Trade Association, Rue de Varembé, 9-11, 1211 Geneva 20, Switzerland, or

European Free Trade Association, Avenue des Arts 19H, 1000 Brussels, Belgium

 

 

Senior Officer
Trade Relations Division

+41 22 332 26 32

Digitalisation and Communication Manager
Secretary-General's Office

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