W@Privacy Awards 2023 | Privacy Notice

W@Privacy, part of Women AT (“W@”, “we” or “us”) respects your concerns about privacy and recognises the importance of being transparent regarding the personal data we collect about you. This Privacy Notice applies to personal data we collect in connection with the W@Privacy Awards (the “Privacy Awards”) and the related ceremony to take place on 14 November 2023.

 

  1. What Personal Data do we collect and how do we use them?

 

For the purpose of nomination to the Privacy Awards, we collect the following personal data: 

  • contact details of the nominating person and any other information provided in the nomination form;
  • name and email of the nominee – job title, short biography, picture and any professional information provided to us in the nomination form (when answering our questions) (collectively, the “Personal Data”).

 

The Personal Data is collected directly from the nominating person based on our legitimate interest to encourage the visibility and empowerment of women privacy professionals. This includes the organisation of the Privacy Awards for the recognition of notable women privacy professionals.

 

We process Personal Data to administer the various phases of the Privacy Awards, in particular: (i) to collect information about nominees; (ii) to communicate with nominees during the selection process (for instance to let the nominee know whether she passed the selection process and to eventually invite the nominee to the Privacy Awards ceremony); (iii) to share Personal Data of the nominees with the Judging Committee (as defined in the Terms and Conditions) and allow them to select the winners of the Privacy Awards. 

 

If you attend the Privacy Awards ceremony, we also collect Personal Data (such as contact details and pictures) to organise the event. This includes: (i) managing the registration process together with the owner of the venue and (ii) promoting the Privacy Awards to the public through our social media channels. We do so based on our legitimate interest to encourage the visibility and empowerment of women privacy professionals. 

 

At the venue of the ceremony, you will be able to express your consent to appear in pictures by wearing a specific badge/lanyard. Similarly, attendees who do not want to be photographed or filmed will be requested to wear another specific badge/lanyard provided at the reception desk. Only attendees who have consented to appear in photos and/or video may be seen on our social media channels and website to promote the ceremony.

 

We do not collect special categories of Personal Data (sensitive data related to your health, ethnicity, etc.). Please make sure you do not share any special categories of data in the nomination form or any information that is unnecessary for the purposes of the Privacy Awards.

   

 

 

  1. Who do we share Personal Data with?

 

Personal Data are shared with the service providers we rely on to administer and manage the Privacy Awards (e.g., IT and event management service providers, such as Google and Eventbrite). 

If you pass the First Phase of the selection process (as defined in our Terms and Conditions), we share your Personal Data with the Judging Committee to allow the judges to select the winners of the Privacy Award. 

We also share your Personal Data with the venue owner, for us to run the registration process and organise the event. 

 

The service providers named above that we rely on may transfer the Personal Data we collect about you in other countries than the country in which you originally provided it, including the United States. 

 

While we are taking measures to limit transfers outside the EEA, in the event of a transfer to the United States, the dedicated service provider we rely on will implement appropriate safeguards to ensure an adequate level of data protection, including executing data transfer agreements based on the European Commission’s Standard Contractual Clauses. For any additional information, please contact us at: [email protected].

   

  1. How do we protect your Personal Data?

 

We maintain appropriate administrative, technical, and physical safeguards to protect the Personal Data you provide to us against accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access.

 

  1.  How long do we retain your Personal Data?

 

We will keep your Personal Data for the duration of the Privacy Awards and for up to a month after the award ceremony to thank attendees for participation and to be able to run regular deletion routines. 

 

We will keep information about the winners of each category for archiving purposes related to the awards. This includes the name, contact details, and job title. 

 

  1.  Your rights

 

Subject to applicable law, you have the right to request access, rectification, or deletion of your Personal Data. Where applicable, you have also the right to request the restriction of the processing of your Personal Data and the right to object to the processing of your Personal Data. If you wish to exercise your data protection rights, please contact us at: [email protected]. 

 

     If you are not satisfied by our response or if you consider your data protection rights have been breached, you may lodge a complaint with a data protection authority.

 

  1.  Links to other sites

 

Our Site may contain links to other sites for your convenience and information. Linked sites may have their own privacy notices, which we strongly suggest you review if you visit any linked websites.  We are not responsible for the content of any websites that are not affiliated with W@Privacy, any use of those sites, or the privacy practices of those sites.

 

 

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