Event Privacy Policy

World Energy Council Latvia, located at Mūkusalas Street 41, Riga, LV-1004, Latvia, (referred to as the "Organiser," "Us," or "We"), holds your privacy in high regard and places significant value on it. In this Privacy Policy, we have formulated an outline to provide you with insights into how we gather and process your personal information, hereinafter referred to as “personal data”, that you have provided to us.
This Privacy Policy applies to individuals who have supplied their personal data via the registration form (referred to as the “Registration Form”) accessible at trillemaconference.worldenergycouncil.lv. This includes participants, media representatives, speakers, or moderators who have done so with the intention of attending or viewing an event organised by us.

A. For what purpose do we gather and undertake the processing of 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 the Registration Form for identification and registration purposes. The processing of personal data is necessary for us to undertake the essential measures before entering a contract for your participation in the event or for the provision of live streaming services by us, as well as for the fulfilment of contractual obligations established between you and us.
Should you wish to do so and opt to include such details in the Registration Form, you can communicate your dietary preferences. We will employ this information to reasonably accommodate the respective requests. This processing of personal data is predicated upon our commitment to optimizing the satisfaction and well-being of participants, speakers, and moderators.

1. Speaker and moderator information

IIf you are a speaker or moderator in the event, we process your personal data for the performance of contractual relations between you and us. For you to be able to register for an event and attend it, your personal data are collected through the Registration Form. Furthermore, your personal data are disseminated publicly for promotional and informational purposes through our official websites (www.worldenergycouncil.lv, trillemaconference.worldenergycouncil.lv), our social media profiles (Facebook, LinkedIn, Twitter), and within our printed promotional materials (brochures).

Event photography and video

We engage in capturing memorable moments at our events through photos and videos, which we share on our website (www.worldenergycouncil.lv) and social media platforms (Facebook, LinkedIn, Twitter). This helps us spread the word and make our events more exciting. If you're not comfortable with us using any pictures featuring you, just let us know, and we'll make sure not to include them in our future posts.

B. What kind of personal data is collected and processed by us?

For registration and attendance, we process personal data:
    • prefix;
    • first and last name;
    • e-mail address;
    • institution (workplace or representing establishment) or Media outlet;
    • position (job title);
    • country;
    • optionally – dietary needs and preferences.
Speaker and moderator information on our websites (www.worldenergycouncil.lv, trillemaconference.worldenergycouncil.lv), social medial platforms (Facebook, LinkedIn, Twitter) and printed materials may include such personal data:
    • prefix;
    • first and last name;
    • position;
    • representing institution or workplace;
    • biography, publications;
    • information on education, work experience, fields of expertise;
    • photography and/or video material.
    • optionally – dietary needs and preferences.

We take photographs and film video materials at the event, thus, you as a participant or a media representative may appear in such materials. We publish such materials on our website and social media platforms (Facebook, LinkedIn, Twitter).
In case you would like to connect with us on social media platforms, you can share your extra contact details via those platforms. If you give us permission, we may use your name, recent and upcoming posts, as well as any other information you have shared on your social media profile or newsfeed, solely for the purpose of staying connected and communicating with you.
We employ your first and last name, in addition to your email address, for the purpose of sending you newsletters and notificationsregarding similar upcoming events organised by us. This practice is contingent upon your consent or when it aligns with our legitimate interests. You maintain the option to withdraw your consent or raise objections to the processing of your personal data at your discretion.

C. Third party access to your personal data and data transfers

When you register for the event via the Registration Form, your personal data provided in the Registration Form is processed by us and the Platform service provider, the data processor, Sanity US Inc. ("Sanity"). “Sanity” collects and uses your personal data strictly within the legal limits of the data protection law of the Kingdom of Norway, the EU General Data Protection Regulation No. 2016/679 and UK GDPR (collectively, the "GDPR") as incorporated in the Norwegian law, in addition to applicable data protection laws in the United States, including but not limited to, the California Consumer Privacy Act (“CCPA”).
Furthermore, the use of personal data collected by Sanity US Inc. through the Registration Form is strictly limited to the purpose of providing the Registration Form service for us. For any other personal data processing activities carried out by Sanity US Inc, for example on cookies, tracking, marketing and advertising, which falls outside the processing purposes mentioned in this Policy, please see Sanity US Inc. Privacy policy: https://www.sanity.io/legal/privacy.
If you are a speaker or a moderator at our event and need assistance with travel and accommodation, we might need to share your personal information. Specifically, we would share it with flight and travel agencies, hotels, and similar travel-related service providers to facilitate your attendance at our event. We would only do this when we are assured that these entities have in place measures that offer a level of data protection equivalent to that provided by EU data privacy laws.
If you wish to receive comprehensive details about who receives your personal data, please do not hesitate to reach out to us. You can make this request by contacting us using the information provided below.

D. How long do we keep your personal data?

We only retain your personal data as long as necessary for the purposes the personal data was collected for.
We keep the personal data of the participants and media representatives who registered for and attended our events for a period of 12 months after the respective event has taken place. Photographs and videos from the event, which may contain participant or media representative personal data, are retained, and shared publicly on our website (www.worldenergycouncil.lv) and social media platforms. You have the right to express your objection to this data processing, and we will make every effort to honour your preference.
We retain the personal data of the speakers and moderators who registered for and participated in our events for up to 12 months after the respective event has taken place. This excludes personal data contained in documents that must be retained for longer durations due to legal requirements or for purposes related to legal claims. Information about the speakers and moderators, such as, their educational and professional backgrounds, areas of expertise, publications, photographs, and videos, is made publicly accessible on our website (www.worldenergycouncil.lv), social media platforms, and printed materials. You have the right to object to specific personal data processing activities, and we will make every effort to honour your preferences.
We keep the personal data you provide for social network connections as long as those connections remain active, and you haven't withdrawn your consent or unsubscribed. If you decide to withdraw your consent or unsubscribe, all the personal data used for these purposes will be promptly deleted.

E. Your data protection rights

You have the right to withdraw your consent for personal data processing at any time. Once you do so, this withdrawal will apply to any future personal data processing activities.
Furthermore, you are entitled to the following rights:
    • Right of access: You have the right to inquire about the existence of personal data processing related to you, including details on what personal data we possess. Furthermore, you can request more specific information about the nature of this processing.
    • Right to rectification: We are required to correct any inaccuracies in your personal data and fill in any missing information when necessary.
    • Right to erasure: We are obligated to delete your personal data when you request it and in specific situations.
    • Right to restriction of processing: In certain situations, we must limit the utilization of your personal data as per 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.

Our contact information
If you have any questions or requests concerning the Privacy Policy or the use of your personal data by us, please do not hesitate to get in touch with us. You can find our contact information below:

World Energy Council Latvia
Mūkusalas Street 41, Riga, Latvia, LV-1004

Policy last updated: 29/09/2023