The European Spallation Source ERIC (ESS) takes the privacy rights of individuals very seriously. ESS complies with personal data laws (GDPR) by keeping your personal data up-to-date, protecting your information from loss, misuse, unauthorised access and disclosure by ensuring appropriate technical measures are in place. 2. How will we use your information? We will use the information you provide to us in this registration form: • to ensure individuals at the Workshop are authorised to attend; • to confirm your attendance with your affiliated organisation; • for physical security reasons. 3. We will share your personal information with your affiliated organisation in order to confirm your attendance. We will also share your personal information with the organisers and participants of the workshop in order to encourage participation and communication. 4. Why are we allowed to use your personal data? We have a legitimate business interest in collecting and using your personal data to ensure only those members authorised to attend the workshop are so permitted. 5. How long is my personal data stored? Your personal data (i.e., the application to register for the Workshop) will be stored in the ESS IT system until 60 days after the conference. At the end of this period, this personal data will be deleted from the ESS IT system. 6. What if I don’t register for the conference? If you do not register with the information requested, then you may not attend the Workshop. 7. Will my personal data be secured? The system is hosted on the ESS premises and has the same backup regime as most of the other systems. Communication to the system is encrypted. 8. What rights do I have? Unless subject to an exception, you have (a) The right to withdraw consent at any time for any reason; (b) The right to request a copy of your personal data held by ESS; (c) The right to request ESS transmit your personal data to another data controller/entity; (d) The right to request ESS correct any personal data if it is found to be inaccurate or out-of-date; (e) The right to request your personal data be erased when it is no longer necessary for ESS to retain such data; (f) The right to request a restriction on further processing when there is a dispute over the accuracy of personal data stored; (g) The right to lodge a complaint with the Swedish Data Protection Authority (Sw: Datainspektionen). 9. Who can I contact? (a) For ESS Staff You may exercise your rights by submitting a ticket in the internal ESS IT systems. (b) For non-ESS Staff For individuals who are not authorised in the internal ESS IT system, you may submit questions or exercise your rights by e-mail: privacy@esss.se 10. Who else can I contact? If you believe there has been a violation of your personal data protection rights, you may in the first instance e-mail privacy@esss.se to discuss a solution. If you remain dissatisfied, then you have the right to communicate directly with the Swedish Data Protection Authority (Sw: Datainspektionen) at: Datainspektionen Box 8114 104 20 Stockholm Telefon: 08-657 61 00 E-post: datainspektionen@datainspektionen.se Fax: 08-652 86 52
For catering purposes will you attend lunch on Tuesday 12th on arrival?
Will you be attending the workshop dinner on Wednesday 13th November?
For catering purposes will you join lunch on Thursday 14th before departing?
ESS requests your consent in order to collect additional personal information. By filling out the information and checking the box below, you consent to ESS’ use of your personal data. ESS will use your personal information to: a. Communicate your dietary restrictions to the restaurant and caterer You may withdraw your consent to allow ESS to use the below information at any time by e-mailing privacy@esss.se.
