By registering for the event, the participant agrees that the organiser may collect, process, and store their personal data in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (GDPR) and applicable national data protection legislation.
1. Data Controller
The controller of personal data is:
HEMA zveza Slovenije
2. Purpose of Personal Data Processing
Personal data are collected and processed for the following purposes:
- organisation, implementation, and administration of the event,
- communication with participants before, during, and after the event,
- preparation of participant lists, name badges, and certificates of attendance,
- logistical arrangements concerning accommodation, catering, and transport where applicable,
- ensuring the safety and security of participants and the event,
- compliance with legal, accounting, and administrative obligations of the organiser,
- documentation and promotion of the event.
3. Legal Basis for Processing
The legal basis for processing personal data is:
- the participant’s consent pursuant to Article 6(1)(a) GDPR,
- activities necessary for the organisation and management of the event,
- the legitimate interests of the organiser pursuant to Article 6(1)(f) GDPR.
4. Categories of Personal Data
The organiser may process the following personal data:
- first name and surname,
- organisation or institution,
- e-mail address,
- telephone number,
- country of residence,
- dietary or accessibility requirements voluntarily provided by the participant,
- photographs, video recordings, and audio recordings created during the event.
5. Photography, Recording, and Use of Materials
The participant acknowledges and agrees that photography, audio recording, video recording, and live streaming may take place during the event.
Photographs, audio recordings, and video recordings may be used for:
- reporting on the event,
- publication on the organiser’s websites,
- publication on social media channels,
- promotional and presentation materials,
- archival documentation of the organiser,
- media publications and printed materials.
The organiser undertakes to use such materials in an appropriate, respectful, and non-misleading manner.
6. Disclosure of Personal Data to Third Parties
Personal data may be disclosed to:
- contractors and service providers involved in organising the event,
- IT and registration system providers,
- hotels, transport providers, or other logistical partners where necessary for the implementation of the event,
- competent public authorities where required by law.
Where personal data are transferred outside the European Economic Area (EEA), the organiser shall ensure appropriate safeguards in accordance with GDPR requirements.
7. Retention Period
Personal data shall be retained only for as long as necessary for the implementation of the event, compliance with legal obligations, and the organiser’s legitimate archival and promotional purposes, after which the data will be deleted or anonymised.
8. Rights of the Data Subject
The participant has the right to:
- access their personal data,
- rectify inaccurate data,
- request erasure of data,
- restrict processing,
- data portability,
- object to processing,
- withdraw consent at any time,
- lodge a complaint with the competent supervisory authority.
9. Contact Regarding Data Protection
For questions regarding the processing of personal data or to exercise their rights, participants may contact the organiser at:
org@hemaslovenica.eu