- Data Controller
The controller responsible for processing your personal data is:
Belnet
Boulevard Simon Bolivar 30 – Box 2
1000 Brussels – Belgium
For any questions regarding the processing of your personal data or to exercise your rights, you may contact Belnet's Data Protection Officer (DPO):
Email: dpo@belnet.be
Processors
Registrations for the event are managed through an instance of the Indico platform hosted and administered by Belnet.
Belnet ensures that any processors acting on its behalf provide appropriate safeguards for the protection of personal data in accordance with Regulation (EU) 2016/679 (the "GDPR").
- Purposes of the Processing
The personal data collected in connection with registration for and participation in the event are processed for the following purposes:
- Managing registrations and participation in the event;
- Communicating practical information before, during, and after the event;
- Organising the event logistics (access management, badges, participant lists, catering, specific requirements, etc.);
- Managing speakers, partners, and sponsors involved in the event;
- Producing participation statistics and internal reports related to the event;
- Fulfilling applicable administrative, accounting, and legal obligations;
- Taking and publishing photographs or videos of the event for Belnet's communication and promotional purposes, where applicable.
- Legal Basis for Processing
Belnet processes your personal data on the following legal grounds:
| Purpose | Legal Basis |
|---|---|
| Registration and participation management | Belnet's legitimate interest in organising the event (Art. 6(1)(f) GDPR) and, where applicable, the performance of pre-contractual or contractual measures (Art. 6(1)(b) GDPR) |
| Event-related communications | Legitimate interest (Art. 6(1)(f) GDPR) |
| Logistics and security management | Legitimate interest (Art. 6(1)(f) GDPR) |
| Administrative and accounting obligations | Legal obligation (Art. 6(1)(c) GDPR) |
| Identifiable photographs, videos, and individual testimonials | Consent (Art. 6(1)(a) GDPR), where required |
| Optional communications and information | Consent (Art. 6(1)(a) GDPR) |
Where processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of processing carried out prior to its withdrawal.
- Categories of Personal Data Processed
Depending on your role and participation in the event, Belnet may process the following categories of personal data:
Identification Data
- First name;
- Last name;
- Professional email address;
- Organisation or institution;
- Job title or professional position.
Registration Data
- Information provided in the registration form;
- Event-related preferences;
- Registration and participation status;
- Attendance at the event.
Logistical Data
- Accessibility requirements;
- Dietary preferences;
- Other information necessary for the practical organisation of the event.
Communication Data
- Correspondence related to registration or participation.
Audiovisual Data
- Photographs;
- Video or audio recordings;
- Presentations or interventions delivered during the event.
Belnet undertakes to collect only the personal data that are strictly necessary for the purposes described above.
- Retention Period
Personal data are retained for no longer than necessary to fulfil the purposes for which they are processed.
As a general rule:
- Registration and participation data are retained for a maximum period of one year after the event;
- Data required for accounting and tax obligations are retained for the period prescribed by applicable legislation;
- Data processed on the basis of consent are retained until consent is withdrawn or until they are no longer necessary for the relevant purpose;
- Photographs and videos used for communication purposes may be retained in Belnet's communication archives for as long as they remain relevant and justified by a legitimate interest.
- Recipients of the Data
Personal data may be accessible to:
- Belnet staff involved in organising the event;
- Technical administrators authorised to operate the registration platform;
- IT service providers engaged for infrastructure maintenance or support;
- Public authorities where required by law.
Personal data are neither sold nor disclosed to third parties for commercial purposes.
- Transfers of Personal Data Outside the European Economic Area
The data are hosted on infrastructure managed by Belnet within the European Economic Area (EEA).
No transfer of personal data outside the EEA takes place in connection with registration for the event.
- Your Rights
In accordance with the GDPR, you have the following rights:
- The right of access to your personal data;
- The right to rectification of inaccurate or incomplete data;
- The right to erasure of your personal data under the conditions provided by law;
- The right to restriction of processing;
- The right to object to processing based on legitimate interests;
- The right to data portability where processing is based on consent or a contract;
- The right to withdraw your consent at any time where processing is based on consent.
To exercise these rights, please contact:
You also have the right to lodge a complaint with the Belgian Data Protection Authority:
Data Protection Authority (DPA)
Rue de la Presse 35 / Drukpersstraat 35
1000 Brussels
Belgium
https://www.dataprotectionauthority.be
- Security Measures
The data are hosted on infrastructure managed by Belnet. Access to personal data is restricted to authorised individuals in the performance of their duties and protected through appropriate technical and organisational measures, including access controls, authentication mechanisms, logging, backups, and system security measures.
Belnet implements appropriate technical and organisational measures to protect personal data against loss, alteration, unauthorised disclosure, or unauthorised access.
These measures include, in particular:
- Restricting access to authorised personnel only;
- Using secure authentication mechanisms;
- Protecting IT systems and networks;
- Raising staff awareness of data protection requirements;
- Implementing internal security and incident management procedures.
- Photographs and Videos
Photographs, videos, or other audiovisual recordings may be taken during the event.
These materials may be used by Belnet for communication, information, and promotional purposes, including on:
- Belnet's website;
- Belnet's social media channels;
- Activity reports;
- Corporate communication materials.
Where required, your consent will be obtained beforehand.
If you do not wish to appear in photographs or videos published by Belnet, you may object to such use at any time by contacting:
Belnet will assess each request in accordance with the GDPR and any applicable technical or organisational constraints.