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Event participant

Participant in a webinar, seminar or event organised by BNG

Below, you will find an overview of the personal data that we may process, including the associated purposes and legal bases.

Organising webinars, seminars and events
Processing
Organising and facilitating webinars, seminars and events
Description/purposes
  • Registering and managing participants
  • Sending invitations, confirmations and practical information
  • Enabling participation (in person or online)
  • Managing access to (online)platforms
  • Safeguarding the security of systems and participants
Categories of personal data
  • First and last name
  • Contact details (email)
  • Name of organisation/company
  • Job title/role (if provided)
  • Registration of participation (present/absent)
  • Login details or access link (for online events)
Special category personal data and criminal offence data
Not applicable
Basis
Legitimate interest (Article 6 (1)(f) GDPR) – organising and facilitating events and relationship management
Processing
Facilitating participant preferences (physical seminars and events)
Description/purposes
  • Processing dietary requirements/allergies
  • Coordinating with catering and venue
  • Determining accessibility needs (e.g. wheelchair accessibility, mobility support)
  • Organising additional facilities such as hearing support, suitable seating or guidance needs
Categories of personal data
  • First and last name
  • contact details (email)
  • Information on practical preferences and accessibility requirements
Special category personal data and criminal offence data
  • Dietary requirements may indirectly reveal information about health (for example, allergies) or religious beliefs (for example, halal, kosher).
  • Accessibility needs may include medical information (such as reduced mobility, need for wheelchair access, need for hearing support).
Basis
  • Legitimate interest (Article 6 (1)(f) GDPR) – organising accessible and safe events and facilitating participants’ preferences
  • Data subject’s consent (Article 6 (1)(a) and Article 9 (2)(a) GDPR) – to process dietary requirements andany medical or health-related information provided voluntarily.
Processing
Use of voting tools
Description/purposes
  • Enabling interactive features, such as voting, polls, rankings and Q&A functionalities
  • Increasing participant engagement during (online or physical) sessions
  • Real-time collection and display of aggregated results
  • Analysing responses to questions to improve the webinar/seminar
Categories of personal data
  • First and last name (if linked to the voting tool or if recognisable via account)
  • Answers to votes, polls and interactive questions
  • Technical data, such as time of voting, session ID or IP address
Special category personal data and criminal offence data
Not applicable
Basis
Legitimate interest (Article 6 (1)(f) GDPR) – improving the interaction and involvement during webinars, seminars and events
 
Communication with participants
Processing
Communication with participants 
Description / purposes
  • Providing information about content, programme or changes
  • Provision of practical instructions
  • Sending materials or evaluations
Categories of personal data
  • First and last name
  • Contact details (address, email)
  • Event information
Special category personal data and criminal offence data
Not applicable
Basis
Legitimate interest (Article 6 (1)(f) GDPR) – informing participants of events organised by BNG
 
Recordings
Processing
Recordings at webinars, seminars or events (if applicable)
Description/purposes
  • Recording presentations or sessions for replay
  • Sharing recordings with participants
Categories of personal data
  • Video and audio recordings of participants (if identifiable on screen)
  • Chat messages or questions submitted by participants
Special category personal data and criminal offence data
May indirectly contain special category information when participants make it visible or name it themselves 
Basis
  • Legitimate interest (Article 6 (1)(f) GDPR) – supporting participants by making recordings available so they can review content or catch up on missed parts.
  • Consent of the data subject (Articles 6 (1)(a) and 9 (2)(a) GDPR) – for processing special category personal data.
Processing
Photo and video recording during physical seminars and events (for communication or promotional purposes)
Description/purposes
  • Capturing atmospheric images during events
  • Using photo and video material in internal or external communications, such as website, social media, newsletters or annual reports
  • Archiving visual material for documentation purposes
Categories of personal data
  • Participant footage (photo or video)
  • Audio material when participants can be heard
Special category personal data and criminal offence data
May indirectly contain special category data when participants themselves make such data visible or audible (e.g. religious clothing, medical devices) 
Basis
  • Legitimate interest (Article 6 (1)(f) GDPR) – the ability to record and promote BNG activities
  • Data subject’s consent (Article 6 (1)(a) GDPR) – if participants are recognisably depicted
  • For the indirect processing of special category personal data: the personal data has manifestly been made public by the data subject (Article 9 (2)(e) GDPR)