1. Who is responsible for data processing?
The Council of Europe (CoE) is the “data controller” with respect to processing of personal data in relation to the participants’ registration for the 17th Council of Europe Conference of Ministers Responsible for Sport (“the Conference”), which means it has the decision-making power concerning the data processing.
Ultra Turizm ve Seyahat Acentesi (Ultra Tourism and Travel Agency) is the “data processor”, which means it processes personal data on behalf of the Council of Europe.
2. What data do we process and for what purpose?
We process personal data that we receive either from you yourself or from the person you have authorised to transmit such data to us (e.g. your assistant) insofar as they are necessary for us to ensure your participation in the Conference.
We process the types of personal data listed below for the following purposes:
a) Online registration form
To proceed with the registration for the Conference you need to create an online account. For this you will have to create a login with your e-mail address and a password.
For the duration of your session, we store login information in your browser’s local storage. It is deleted upon the expiry of your session.
b) Participant administration
In order to register you for the participation in the Conference we need your name, contact details, professional information and nationality. If you need our assistance in order to obtain a visa in order to travel to the Conference, we will also need your date and place of birth and passport details. If you are offered VIP welcome services upon your arrival at the airport, we will also need you ID photo.
We also need the following information so as to organise your stay during the Conference: information on your planned attendance of meetings, travel details, information related to accommodation needs and dietary requirements. Should you have special needs related to a disability or medical treatment, we also need information in this respect in order to accommodate your needs as best we can.
c) Publication of lists of participants
As part of the Conference documentation, we draw up lists of all participants and make them available to the other participants for networking and reporting purposes, although it only contains the data mentioned in the bullets below. A list of the heads of delegation will be attached as an appendix to the Secretary General’s Report on the Conference. Once the Ministers’ Deputies will have taken note of the report, it will be published on the internet pages of the CoE (including Committee of Ministers’ documents and Sport website). Such lists of participants contain:
- Title, first name and surname
- Professional title and/or position
- Country and/or organisation
d) Use of your contact details for transmitting information
We will use your contact details to provide you with the relevant information concerning the Conference and your participation in it.
3. What is the legal basis for our processing of your data?
We process your personal data on the basis of the Council of Europe’s legal instruments and its internal rules in order to carry out activities necessary for the performance of the Council of Europe’s tasks.
4. Who has access to your data?
Only those units or persons within the Council of Europe who organise the Conference and the data processor have access to the personal data you provide for your participation in the Conference.
Except where we need to provide you with a visa, local transport and accommodation assistance and catering services, we shall not share your personal data that is not included in the list of participants with any third party.
If you need our assistance with the issue of a visa in order to travel to the Conference, we will share your personal data required for the issue of the visa with the competent authorities of the State hosting the Conference.
Where we need to provide you with visa, local transport and accommodation assistance and catering, we shall share your personal data with the host country organising committee and with service providers. We shall share the minimum of your personal data necessary for provision of such services.
5. How do we collect and store your data?
We collect your information using secure online registration form. We then store your information electronically on the data processor’s servers. We have put in place measures to protect the security of your information, including appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In particular, the data you provide to us are protected using modern encryption, intrusion prevention, and account access techniques.
Where we share your data for the purpose of providing you with visa, local transport and accommodation assistance and catering, such data may also be stored and shared in the form of electronic files and hard copies.
6. How long will your data be stored?
We will delete from the data processor’s servers the personal data you have submitted for the participation in the Conference, except for the data included in the lists of participants, one month after the Conference.
The list of participants, along with other conference documents, will be stored for archiving purposes according to the Council of Europe’s guidelines on archiving.
Where we share your personal data for the purpose of providing you with visa, local transport and accommodation assistance and catering, the duration of storage of such data by the competent authorities and service providers will be determined by the applicable laws (for example, transport companies and hotels may need to keep your personal data for tax reporting purposes). You can request the specific service provider for more information on the storage of your personal data.
7. What are your data protection rights?
You have the right to:
– request access to your personal information held by us;
– request that we correct incomplete or inaccurate personal information that we hold about you;
– request we delete or remove your personal information when there is no valid reason for us to keep it;
– object to the processing of your personal information on specific grounds relating to your situation.
If you want to exercise the above rights, or for any queries, concerns, or requests you may have in connection with the way your data is collected and used, please contact the Council of Europe by:
– sending an email to email@example.com
– sending an email to the Council of Europe’s Data Protection Officer at firstname.lastname@example.org.