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 and for the performance of contractual relations established between you and us. 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.
2. 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 by our Event Manager. Your personal data like name, surname, occupation, workplace, photo and biography can be also made publicly available for marketing and informative purposes on our website (www.icds.ee) and social network profiles (Facebook, LinkedIn, Twitter) and our printable materials.
3. Event photography and video
Please be aware that we may take photographs and video material at our events and we may use these materials on our website (www.icds.ee), Youtube and social network profiles (Facebook, LinkedIn, Twitter) 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.
4. Travel and stay
If your travel and stay is organised by us, we may obtain additional personal data with your permission.
5. 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.
6. 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:
- Prefix or rank;
- First and last name;
- E-mail address;
- Institution (workplace or representing establishment) or Media outlet;
- Mobile phone number (for media representatives only);
- Optional – food preferences.
Speaker and moderator information at our website (www.icds.ee), social network profiles (Facebook, LinkedIn, Twitter) and printed materials may include such personal data:
- First and last name;
- Representing institution or workplace;
- Biography, publications;
- Information on education, experience, fields of expertise;
- Photography and/or video material.
We may take photographs and video material at the 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 your travel and stay, we process such personal data:
- Preferred and actual date and time of travel; preferred and actual airport of arrival and departure;
- Passport information: birth date; nationality; passport number; country of issue; expiration date; personal code or ID number;
- 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 (Mailchimp, a company operated by The Rocket Science Group LLC, headquartered in the State of Georgia in the United States 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, Mailchimp, which is located and processes personal data out of EU/EEZ. However, Mailchimp is EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework 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. A list of Privacy Shield participants is maintained by the Department of Commerce and is available here: www.privacyshield.gov/list. Please contact us if you require additional information on your personal data transfer to Mailchimp.
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.icds.ee), 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.icds.ee),Youtube, 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.
At the International Centre for Defence and Security (ICDS) we highlight the importance of your privacy and personal data protection. ICDS respects the privacy of every individual who visits our website or sends us e-mail. Therefore, we comply with applicable data privacy legislation in regards to processing personal data. Below we describe how ICDS uses and protects personally identifiable information.
When you are asked to submit personal information while using our services, you are free to choose whether or not to provide this. Your personal details will be stored and used in accordance with European Union General Data Protection Regulation (EU GDPR). Any personal details collected as part of this newsletter subscription will be used for the purpose of processing the subscription and dealing with your enquiries. Your details will not be passed onto third parties. No use will be made of your details for consulting purposes, for advertising or for market research. If you cancel your subscription, all your personal details will be deleted from our database.
ICDS Data Privacy Statement
ICDS respects the privacy of every individual who visits our website or sends us e-mail. Therefore, we comply with applicable data privacy legislation in regards to processing personal data. This Privacy Statement describes how ICDS uses and protects personally identifiable information. This Privacy Statement constitutes the entire agreement between you and ICDS relating to the publicly accessible portions of our website. By your use of our website, you consent to be governed by this Privacy Statement.
You may have the opportunity, via our website or other means, to provide us with personal information about you and your interests. This information may include, but is not limited to, your name, mailing address, e-mail address, company name, position and interests.
If you choose to share any personal data with us via our website or via e-mail, we may store it and use that information to assist you with any questions you may have. We use industry standard practices to review data quality and confirm that the information we have for you is up-to-date.
We may also store data that you voluntarily provide during ICDS or ICDS-related events in order to keep you informed of other events of a similar nature.
You will receive information from us only if you choose to do so. Once your consent is indicated, you will have the possibility to contact us in case you no longer want us to use your personal information for those purposes.
Unless you specifically consent to the sharing of your personal data, your information will solely be used for organisational purposes.
Sharing of the Personal Data with other Organizations
For network communities (like Senior Courses on National Defence), ICDS will share your information with other members of these communities.
This information will not be shared outside of these communities. To avoid people receiving multiple invitations to the same co-sponsored event, ICDS reserves the right to share your first name, last name, and employer with partner organizations for the purpose of de-duplicating the final invitation list. Except as described in this Privacy Statement, we will not share your phone number, e-mail address, or any other contact information.
ICDS will not sell, rent, loan, trade, or lease any personal information collected online or offline.
ICDS uses secure data networks that are protected by firewall and password protection systems that are consistent with industry standards. ICDS’s security and privacy policies are periodically reviewed and enhanced as necessary. Only authorized individuals have access to the information provided by ICDS contacts.
Opt-Out or Change Your Contact Information
ICDS website provides users the opportunity to opt-out of receiving communications from ICDS through a special online form. You may choose to receive only specific communications or none at all. You may also update your contact information previously provided to us through another online form. In order to avoid a situation where repeated, unwanted contacts could occur, we will not remove you from the database. We will only contact you according to the preferences you specify.
All information shall be kept absolutely confidential unless given consent to.
Use of Google Analytics
ICDS website uses Google Analytics, a web analysis service of Google Inc. (referred to as Google in this text). Google Analytics uses “cookies,” which are text files placed on your computer to help the website analyse how users use the site. The information generated by the cookie about your use of this website is usually transferred to a Google server in the United States and stored there. However, due to the activation of IP anonymization on this website, within the European Union member states or in other states that take part in the Agreement on the European Economic Area, your IP address will be shortened by Google beforehand. Only in exceptional cases will the full IP address be transmitted to a Google server in the United States where it will be shortened. On behalf of the operator of this website, Google will use this information to evaluate your use of the website, compile reports on website activities and provide the website operator with further services associated with website and Internet use. The IP address transmitted by your browser in the context of Google Analytics is not merged with other Google data.
The purpose of data processing is to evaluate the use of the website and to compile reports on activities on the website. Other related services will then be provided based on the use of the website and the Internet. The processing is based on the legitimate interest of the website operator.
You may visit our website anonymously. Except as described in this Privacy Statement, we do not collect identification data of our visitors.
Cookies and other similar technology can make it easier for you to use the website during future visits. Cookies only record which areas of the site have been visited by the computer in question, and for how long. This information allows ICDS to understand how our website is being used, which helps with planning future website growth.
If You Don’t Like Cookies…
You can have your browser reject the cookies. Most Internet browsers will allow you to erase cookies from your computer hard drive, block all cookies, or receive a warning before a cookie is stored. Please refer to your browser instructions to learn more about these functions.
Embedded YouTube Videos
On some of our websites, ICDS embeds YouTube videos. YouTube, LLC, 901 Cherry Ave., San Bruno, CA 94066, USA is the operator of the corresponding plug-ins. When visiting a page with the YouTube plugin, a connection to Youtube servers is established, thus informing Youtube which pages you visit. If you are logged into your Youtube account, Youtube can assign your surfing behaviour to you personally. You can prevent this by logging out of your YouTube account beforehand.
Further information on Youtube data protection can be found in the provider’s data protection declaration under: policies.google.com/privacy.
Like most standard Web site servers, ICDS uses log files. ICDS collects and stores only the following information about you: the name of the domain from which you access the Internet (for example, aol.com, if you are connecting from an America Online account, or princeton.edu if you are connecting from Princeton University’s domain), the date and time you access the site, and the Internet address of the website from which you linked to the ICDS site. ICDS uses this information to measure the number of visitors to the different sections of the site, and to make the site more useful to visitors. Upon request, ICDS is required by law to disclose this and other information records to you.
ICDS takes technical and organisational security precautions to protect your personal data against manipulation, loss, destruction or access by unauthorised third parties, and to guarantee the protection of your rights and compliance with the applicable data protection regulations.
To protect the security of your data, we use state-of-the-art encryption methods (e.g. SSL) via HTTPS.
Our data processing and security measures are continuously improved in line with technological developments.
Throughout our web pages, we provide links to other servers and websites which may contain information of interest to our readers. We take no responsibility (and shall have no liability) for, and exercise no control over, the organizations, views, or accuracy of the information contained on other servers and/or sites. Creating a text link from your website to our site does not require permission. If you have a link you’d like us to consider adding to our website, please send an email to GDPR@icds.ee with the subject “Link request.”
Though we take industry standard measures and other efforts to preserve user privacy, ICDS may need to disclose personal information (including personally identifiable information) when required by law wherein we have a good-faith belief that such action is necessary to comply with a current judicial proceeding, a court order or legal process, and/or in connection with a verified request relating to criminal investigation or alleged illegal activity.
Access to Information and Data Rectification
You have at any time the right of access, modification, correction and removal of your data collected in our database. You can request this by contacting ICDS by e-mail or in writing at the address mentioned below. Also, you can access the data ICDS collected through the link provided at the bottom of every email sent by ICDS (you will be redirected to a form on the MailChimp website, our registration services provider, operated by The Rocket Science Group LLC, a company headquartered in the State of Georgia in the United States). Complete removal may not be immediate, however, and in some instances, archival copies may be impossible to delete.
How You Can Withdraw Consent to Be E-mailed or Unsubscribe from Receiving E-mails
If you wish to stop receiving e-mails from ICDS, you may do so by clicking the ‘Unsubscribe’ link at the bottom of any e-mail. Alternatively, please email us at: GDPR@icds.ee. Alternatively, you can telephone +372 6949 340. You have the right to ask for a copy of the information ICDS has about you.
Third Party Service Providers Working on Our Behalf
If you receive emails from us, we pass your information to our third-party service providers, (for example to process donations and send you mailings). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond the ICDS network for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
When you receive an e-mail from ICDS, to include event invitations, newsletters, or other communication, we may collect information about you in the following ways if you open or click on links in that e-mail:
- Opening e-mails: If you open the e-mail, we log that activity on our database.
- Clicking on link View as web page: If you click on the “view as a web page” link, a tracking code is passed in the link so that the web page will be personalized the same way the e-mail is personalized.
- Clicking on links to web pages: If you click on any web link in the e-mail, we pass a tracking code in the link to the web page which we use to log that activity.
- Unsubscribing: If you unsubscribe from receiving e-mails, we will log this information in our database and we will continue to store your personal data on a “suppression list” so as to record your preferences and not send you anymore e-mails.
- RSVPs for Events: In our event invitations and confirmations, we may provide buttons to allow you to accept, decline, and cancel registration for that event. Clicking on these buttons will pass a tracking code so we can record your choice in our database to help us manage the event.
No cookies are used for e-mail tracking. The above tracking does not apply to e-mails sent to you from personal ICDS e-mail accounts.
If you contact us by e-mail or contact form with questions of any kind, please give us your voluntary consent for the purpose of contacting us. A valid e-mail address is required for this purpose. This is used to assign and correspond to the request. The submission of further data is optional. The information you provide will be stored for the purpose of processing your inquiry and for possible follow-up questions.
Changes to Our Privacy & Data Policy
We reserve the right to adapt this data protection declaration to always comply with current legal requirements or to implement changes to our services in the data protection declaration, e.g. when introducing new services. All changes and additions are at the sole discretion of the company. Current status is 2 January 2019.
The new data protection declaration will therefore be valid for your next visit.
If you have general enquiries or any questions regarding data protection, please send an e-mail to GDPR@icds.ee.
Our Contact Information
Rahvusvaheline Kaitseuuringute Keskus SA
Narva mnt 63/4 East Building, Tallinn 10152, Estonia
Phone: +372 6949 340
Fax: +372 6949 342
For general enquiries, please e-mail firstname.lastname@example.org
Event Terms & Contitions
1. Description of the event:
1.1. International Centre for Defence and Security (ICDS) (hereinafter – „Organiser”) organises the event (hereinafter – „Event”). For the purpose of the Event, the Organiser has made available an internetbased platform either on aventri.com or mailchimp.com (hereinafter – “Platform”), a registration form (hereinafter – “Registration Form”).
1.2. These rules for the Event (hereinafter – “Rules”) shall be binding to all persons who have registered for the Event via completing the Registration Form (hereinafter – “Participant”). These Rules shall constitute an agreement between the Participant and the Organiser. Where the Participant does not agree to the Rules, the Participant is prohibited from registering for the Event. The Organiser shall be entitled to amend and supplement the Rules. Such changes shall take effect after having been communicated to the Participant using his/her e-mail address specified on the Registration Form.
2. Rights and obligations of the Participant:
2.1. The Participant, when registering for the Event, is responsible for keeping his/her Registration Form secure and not to disclose information on the Registration Form to third parties (in particular, the username and password).
2.2. The Participant shall be eligible to register for the Event only once.
2.3. The Participant hereby confirms that all the information (including but not limited to personal data, texts, files, intellectual property online postings contents and materials) entered on the Registration Form is lawful, true, accurate, up-to-date and complete, and if necessary, the Participant undertakes to promptly update such information in order to keep it true and accurate.
2.4. The Participant shall be prohibited from entering and/or posting on the Registration Form any information and online postings that are deemed offensive, threatening, slanderous, discriminating, pornographic, blasphemous, contain commercial secrets or are unlawful in other respects.
2.5. The Participant may not use the Registration Form and/or Platform for any goals that are unlawful or prohibited in other aspects. In addition to complying with the Rules, the Participant undertakes to comply with the Rules for using the Platform (available correspondingly at mailchimp.com/legal/terms/ or www.aventri.com/privacy-policy), as well as all the laws and regulations binding on it, as well as to be guided by the generally accepted principles of virtue, ethics and morality.
2.6. The Participant may not interfere or tamper with the functioning of the Registration Form and/or the Platform, and/or servers and/or networks pertinent to the Registration Form and/or the Platform.
3. Rights and obligations of the Organiser:
3.1. The Organiser undertakes, if need, to supply the Participant with information about the Event. Information will be sent via email.
3.2. The Organizer disclaims any and all damages, direct or indirect, claims, injuries, losses or liability arising from or related to any acts or missions of any third parties while traveling to and from or attending this event. The Organizer does not bear any legal liability or responsibility for the safety of any individual attending or traveling to or from this event. The Organisers do not accept responsibility for the behaviour of any attendee or outside entity during the event.
3.3. The Organiser is entitled to suspend Participant’s access to Platform and acceptance to the event if Participant does not comply with these Rules. In such case the Organiser will immediately inform respective Participant via his/her e-mail address specified on the Registration Form.