1. Scope

All data subjects whose personal data is collected on Solarplaza’s website, in line with the requirements of the GDPR.

2. Responsibilities

• 2.1 The Data Protection Team Leader is responsible for ensuring that this notice is made available to data subjects when collecting/processing their personal data on Solarplaza.com.
• 2.2 All Employees/Staff of Solarplaza who interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention when collecting personal data.

3. Privacy Notice

• 3.1 Who are we?

  Solarplaza, we organise professional events worldwide about solar energy.

  Our data protection representatives can be contacted directly here:

  • [email protected]
  • +31 (0) 10 280 9198

  The personal data we collect and process on our website about you is:

  Personal data flow	Personal data type	Reason for collecting/processing	Lawful basis
  Website visitors	"Download infographic”: firstname, lastname, email, job title, company, country, interests. “Keep me posted”: firstname, lastname, company and email. “Access webinar recordings” firstname, lastname, company email and country.	Contact prospects, answer inquiries, share news about events.	Legitimate interest
  Website users	firstname, lastname, company and email	Register an account on our website.	Consent
  Event participant	1 Firstname, lastname, company, role, email address, work phone number, event ID 2 Photos, video of event 3 Dietary preference (optional)	1 Register participant to a Solarplaza event, send invitation, send event related materials, send notes of event, send satisfaction survey. 2 Share photo, video of event to participants 3 Provide adequate meals	1 Contractual obligation 2 Legitimate interest 3 Consent
  Event speaker	1 Firstname, lastname, company, role, email address, work phone number, event ID, Bio, results of speaker survey. 2 Photos, video of event 3 Dietary preference (optional)	1 Engage speakers for Solarplaza events, Register speakers to a Solarplaza event, send invitation, exchange event related materials, send notes of event, send satisfaction survey. 2 Share photo, video of event to speaker 3 Provide adequate meals	1 Contractual obligation 2 Legitimate interest 3 Consent
  Event Sponsor	1 Firstname, lastname, company, role, email address, work phone number 2 Firstname, lastname, company, role, email address, work phone number, event ID, event location, survey results.	1 Find event sponsor, contact potential event sponsors, send information about Solarplaza events, send proposals to potential sponsors, send contracts to potential sponsors. 2 Contact Sponsor about event, webinar, or white paper organise and plan the event, deliver event, and event data.	1 Legitimate interest 2 Contractual obligation
  Website Cookies	Google analytics Google Tag Manager EventsAir Hotjar LinkedIn	Obtain telemetric data about webpage usage, improve website experience, ensure billing accuracy.	Consent

  The personal data we collect will be used for the following purposes:

  • Find event sponsors.
  • Organise events, including webinars, invite participants, share event related materials, deliver event presentations and workshops
  • Ask participants and speakers feedback about Solarplaza events.

  Our legal basis for processing for the personal data:

  • Legitimate interests
  • Contractual obligations
  • Consent

  The special categories of personal data concerned are:

  • Dietary preference (optional) – we collect this information for our event participants and speakers to order and provide adequate meals.

  3.2 Disclosure

  Solarplaza will not pass on your personal data to third parties without first obtaining your consent. Solarplaza uses the following Processors:

  Processor	Processor's Location/cross boarder processing	Safeguards in place to protect your personal data
  Google Suite	Ireland	Data processing agreement, no transfer outside EEA, access controls.
  SalesForce	Ireland
  EventsAir	Sweden
  Website (Django)	Netherlands
  Flickr	Europe
  Google Analytics	Netherlands
  Hotjar	USA
  LinkedIn	USA

  3.3 Retention Period

  Solarplaza will process personal data for no longer than necessary and will store the personal data for defined periods of time:

  Personal data flow	Retention
  Website visitors	2 years
  Website users	2 years
  Event participant	2 years after last event attended
  Event speaker	5 years after last event as speaker
  Event sponsor	5 years after last event sponsored
  Website Cookies	2 years

  3.4 Your rights as a data subject

  At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
  • Right to judicial review: in the event that Solarplaza refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain.

  3.5 Complaints

  In the event that you wish to make a complaint about how your personal data is being processed by Solarplaza, or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Solarplaza’s data protection representatives.

  The details for each of these contacts are:

  	Supervisory authority contact details	Solarplaza Data Protection Team
  Contact Name:	Autoriteit Persoonsgegevens	Solarplaza International BV
  Address line 1:	Hoge Nieuwstraat 8	Conradstraat 18 (E2-166)
  Address line 2:	Den Haag	Rotterdam
  Address line 3:	Netherlands	Netherlands
  Address line 4:
  Address line 5:
  Website/Email:	https://autoriteitpersoonsgegevens.nl/nl/zelf-doen/gebruik-uw-privacyrechten/klacht-melden-bij-de-ap	[email protected]
  Telephone:	Tel: +31 (0) 88 - 1805 250	Tel: +31 (0) 10 280 9198

  4. Website privacy statement

  Personal data

  Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:
  “any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

  How we use your information

  This privacy notice tells you how we, Solarplaza, will collect and use your personal data for:

  • Finding event sponsors
  • Contacting you to inform you about our event in your geographical area
  • Registering you to an event, as participant or speaker
  • Planning and organising an events (venue, speakers, accommodation, meals etc…)
  • Sending you material about an event you are registered in
  • Sending you satisfaction survey after the event

  Why does Solarplaza need to collect and store personal data?

  In order for us to provide you with the most pleasant experience, we need to collect personal data for our core business activities, organising events around solar energy and advancing the solar energy field. In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy.

  Will Solarplaza share my personal data with anyone else?

  We may pass your personal data on to third-party service providers contracted to Solarplaza in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only for purpose for which the information was collected. When they no longer need your data to fulfil this service, they will dispose of the details in line with Solarplaza’s procedures. Solarplaza does not collect or hold any sensitive of high-risk personal data.

  How will Solarplaza use the personal data it collects about me?

  Solarplaza will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Solarplaza is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

  Under what circumstances will Solarplaza contact me?

  Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure. We will contact you in the event of a data breach.

  Can I find out the personal data that the organisation holds about me?

  Solarplaza at your request, can confirm what information we hold about you and how it is processed. If Solarplaza does hold personal data about you, you can request the following information:

  • Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
  • Contact details of the data protection officer, where applicable.
  • The purpose of the processing as well as the legal basis for processing.
  • If the processing is based on the legitimate interests of Solarplaza or a third party, information about those interests.
  • The categories of personal data collected, stored and processed.
  • Recipient(s) or categories of recipients that the data is/will be disclosed to.
  • If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
    
  • How long the data will be stored.
  • Details of your rights to correct, erase, restrict or object to such processing.
  • Information about your right to withdraw consent at any time.
  • How to lodge a complaint with the supervisory authority.
  • Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
    
  • The source of personal data if it wasn’t collected directly from you.
  • Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

  What forms of ID will I need to provide in order to access this?

  Solarplaza accepts the following forms of ID when information on your personal data is requested:

  Copy of passport, identification card, or driving licence.

  How can I contact Solarplaza to request my data subject’s right?

  Solarplaza Data Protection Team
  Solarplaza International BV
  [email protected]
  Tel: +31 (0) 10 280 9198