Terms and conditions
Privacy and data protection policy
By registering, you acknowledge you are entering into a publicity agreement with the CMDR COE.
Specifically, by registering, you give the CMDR COE rights to use your name, quotes and/or photos and images on the Internet (World Wide Web), in print publications, video and multimedia presentations, and/or for any purpose which may include, but not limited to display, public relations, marketing, designs, product preparation. All such uses will be for official CMDR COE purposes, such as public affairs and strategic communications purposes, advertising the outcomes of the event you register to, and for training materials.
You understand that your name and/or images may be used for display or advertisement for the web site and/or literature published. You hereby waive the right to inspect or approve the images prior to any form of usage. You understand that the images may be modified to be used as design and training elements.
This agreement is a licensing agreement that allows the CMDR COE to use any images, quotes and/or my name for any official CMDR COE-related publishing purposes. You will not hold the CMDR COE, or its partner organisations, responsible for any use or misuse of your name, quotes and/or the images. You agree to hold harmless the CMDR COE, their agents and assigns, from any and all actions, claims, and demands arising out of or in connection with the use of all or any part of the photographs (including computer images or reproductions of any kind), including any editorial or comment which may accompany the images in their displayed format and/or my name. You will not hold the CMDR COE liable for any errors, negligence, or gross negligence, in the editing or displaying of said images, quotes and/or in the use of my name.
You understand you may withhold this permission and this assignment of rights, which requires you to make an explicit affirmative rejection of these conditions to the organiser by email with a statement declining to accept the conditions listed above. The email of the CMDR COE administrator: hristina.hristova@cmdrcoe.org
The CMDR COE will make every reasonable effort to honour your request not to allow your name, quotes, photos or images in the CMDR COE written or published materials.
FAQs
What is a privacy policy?
In order to be able to register for any event organised by our organization you are to agree in written with the privacy policy of CMDR COE.
Privacy policy concerns data being subject of personal identification. This data is shared through the CMDR COE website. The policy describes opportunities, rights and choices you are provided with in regard to your personal data stored and managed by our organisation. You will be provided with contacts of a person who is responsible for the privacy of and operation with your personal data.
What data do we collect and operate with?
The CMDR COE processes Personal Data lawfully, fairly and in accordance with relevant applicable data protection norms and rules. The CMDR COE collects and stores personal data received in written form (e-mails, registration for events, joining the CMDR COE Community of Interest (CoI)) and/or in verbal communication (i.e. phone calls).
More precisely, the personal data the CMDR COE collects and stores includes:
- First Name
- Family name
- Official E-mail
- Personal E-mail
- Title / rank
- Nationality
- Date of birth
- Organisation / structure
- Job Title
- Office phone
- Information shared by the user, i.e. profile picture, within the CoI.
- Images and video recordings (from events, i.e. courses, conferences)
The data we collect during registration for events is necessary for administering participation and the provision of relevant information and guiding materials, including education and training (E&T) materials, as well as for the establishment and maintenance of the CMDR Community of Interest.
Processing of Personal Data is carried out in a manner that ensures appropriate security. Access to information, which may identify you, is limited to the CMDR COE staff members, and is physically, electronically and procedurally refined to the level needed for the performance of professional duties.
The data collected is used for official purposes only, and is therefore physically, electronically, and procedurally processed to that purpose. While using the data for improving the quality and relevance of our services, we control, to the best of our capacity and available technical systems, for ill-intended activities, inter alia, protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical and organisational measures unauthorised access to the systems, misappropriation of personal identity, and hacker attacks.
Additional information on travel details and participation in hosted social events is also collected and stored for administrative purposes related to collective transportation arrangements and organisation of hosted events (i.e. menu), and may be provided to third parties (contractors) involved in the arrangement of such activities.
All access to CMDR COE services and products is managed through the Centre’s online platform providing access to events and the CoI. The user receives an automatically generated system e-mail with access credentials to the CoI including a user name and a password, which is generic and a subject to personal modification, preferably every 3 (three) months. Access to personal profile allows the user to change and modify personal data, and to allow or deny access, i.e. limit access, to that content by other members within the CoI. The CMDR COE administrator has full access to user data at any time.
Who is given access to your personal data?
Data collected and stored is not provided to third entities, except when and if there is a requirement by our subcontractors in the performance of their assigned, by the CMDR COE, responsibility in any and all cases abiding by strict privacy and security obligations, the respect for which is continuously monitored by CMDR COE dedicated staff members. The CMDR COE may be legally required, by state authorities or entities that are authorised by law to require and collect information containing personal data, to disclose personal information for further access, storage, and use by the afore-mentioned authorities following applicable normative regulations, or when such information has been disclosed to competent authorities in order to maintain the legal interests of the CMDR COE, or other users in case of legal disputes.
How long do we retain the data?
For CMDR COE events, including CMDR COE-organised, hosted, or co-sponsored events, including, but not limited to, courses, conferences, seminars, workshops, registration data is automatically deleted within 60 days of the completion of the event, or upon explicit request by the use. For users registered within the CMDR COE CoI, data is retained from the registration until a written notice by the user explicitly requesting a withdrawal from the CoI and hence, deletion of their personal data, or until, and within the timeframe required to protect CMDR COE, and our other users against legitimate claims, as well as in order to be able to respond to legitimate queries from the competent authorities.
What are your rights regarding the data we process?
Users are entitled the right to request from the CMDR COE access to and rectification or erasure of Personal Data or restriction of processing concerning the user or to object the processing as well as the right to data portability. Such requests should be made explicit and a written form via e-mail or regular mail.
Data is deleted provided that:
1. it is no longer necessary for the purposes it was collected or otherwise processed.
2. there is an explicit withdrawal of consent on which the processing of the data is based and there is no other legal basis for the processing. The user has the right to objection to the overall processing of personal data, which will result in a failure to provide some or any and all of our services. In case of objection to the processing of personal data for the purposes of direct marketing, the processing is terminated immediately.
3. there is a legal obligation impingent upon the deletion.
The user has the right to receive their personal data in a structured, widely used and machine readable format and has the right to transfer this data to another administrator, when the processing is based on consent or a contractual obligation and processing is done in an automated manner.
The process of deletion has two stages: 1. limiting public access to personal data, and 2. upon reaching the expiration of the retention period, complete removal of personal data (deletion) from the CMDR COE-managed and operated systems.
In case Personal Data is required for archival purposes, deletion requests may not be furthered provided that the storage of archival data is justified by an applicable law or by the CMDR COE in writing
If you believe that your personal data protection rights have been violated, and you do not find their deletion and removal exercised by the CMDR COE as satisfactory, you have the right to appeal to the national supervisory authority or to seek legal protection before the relevant competent national court.