Events and Meetings

Our Purpose for Processing Your Personal Data

We process your personal data to manage and administer your participation at our events and meetings.

We store your personal data in order to provide you with feedback before, during, and after the event or meeting, e.g. to administer your participation through registration, payments, fees, etc., to provide you with practical information and reminders for the realisation of the event or meeting, to carry out an evaluation of the event or meeting, to inform you about upcoming events or meetings through our marketing, and to include you in future networking and knowledge exchange (see Networking, Marketing and Knowledge Exchange).

In the case that you appear in photographs or videos taken at our various events and meetings, we process personal data for the purpose of documenting the event or meeting, using it in our communication on substantive issues, and in the marketing of upcoming events and meetings.

We process your personal data to fulfil our accounting obligations under relevant legislation and for invoicing purposes.

How We Process Your Personal Data

In connection with sending out information about, and invitations to, our events and meetings, we use external suppliers for technical functionality within the framework of the stated purposes, such as, for example, sending e-mails and handling registrations for the events and meetings we organise.

As a rule, we draw up lists of participants for our events and meetings. A list of participants includes name, organisational role, and organisation. We share participant lists with other registered participants (see Networking, Marketing and Knowledge Exchange).

In the case that you appear in photographs or videos taken at our various events and meetings, we may process personal data for the purpose of communicating on issues and marketing upcoming events and meetings.

The Personal Data We Process

We mainly process your name, e-mail address, telephone number, organisational role, organisation, food preferences in cases where we serve food and drink at our physical events, and photographs and video when you appear in photographs or video. Sometimes additional information may be processed, such as if you are a Member of Parliament or a local politician, but only if you can be considered to have published the information yourself.

Legal basis – Legal Obligation

In addition to GDPR, the bookkeeping law (1999:1078), for example, imposes requirements on us in terms of accounting and invoicing.

Legal Basis – Justified Interest

In addition to the processing necessary to fulfil our legal obligations, some processing is also carried out on the basis of a legitimate interest other than a legal obligation. We take into account and weigh your interest in privacy in relation to our interest and purpose (as stated above) in carrying out the processing. We then balance these interests, taking into account both positive and negative effects, and assess whether our interest is legitimate.

Collection and Disclosure

The personal data we hold about you is primarily collected from you or from a colleague who has registered for an event or meeting on your behalf. We share relevant parts of the data with other event and meeting participants and with such suppliers as necessary for the performance of the processing operations, and within the framework of the purposes set out above. For example:

  • networking and knowledge exchange (other event participants – see also Networking, Marketing and Knowledge Exchange),
  • administration (via the event agency, any subcontractors, and the external suppliers who provide registration systems for our events),
  • payment solutions (economists, accountants, card companies, banks and other payment service providers),
  • information and marketing (via web/communication agencies, external providers for technical functionality and related distribution),
  • IT services (companies that manage the necessary operation, technical support and maintenance of our IT solutions).

Storage Period

We store your personal data only for as long as we deem it legitimate, taking into account the legal basis and purpose stated above, in this case six months after the event or meeting has taken place. After the end of the event, the processing of your personal data continues to enable networking, marketing, and knowledge exchange (see Networking, Marketing and Knowledge Exchange).