Privacy Notice for Groups and Communities

By joining a Group or Community, as defined in the EBU Terms and Conditions for Groups and Communities, you acknowledge that your personal data may be collected and processed by the European Broadcasting Union/Union Européenne de Radio-Télévision, an association duly established under Swiss law, located at L'Ancienne-Route 17A, 1218 Grand-Saconnex (Geneva), Switzerland and registered with the Commercial Registry in Geneva under number IDE CHE 107.741.078 (hereafter “us”, “EBU”, “we” or “our”).

This Privacy Notice is intended to inform you about the rights and freedoms you can exercise with regard to our use of personal data. We will not process your personal data for any other purposes than the ones set out below.

WHAT CATEGORIES OF PERSONAL DATA ARE BEING PROCESSED?

We may process the following categories of personal data relating to you in the framework of your participation and your attendance to a Group or Community activities, whether physically or virtually via the use of video conferencing or web conferencing or social media platforms/tools: title (optional), first name, last name, email address, mobile phone number (where applicable), company name and legal form (where applicable), position in the company (optional), address, IP address, social network user ID if you use social network plug-ins (e.g. “like” button), location, zip/postal code, city, country, company VAT No. (where applicable), photos, video and audio recordings, date and time of registration, payment method (if applicable) and information relating to your attendance at a Group or Community meeting or event (such as attendance to specific activities and/or workshops or usage i.e how you interact with social media platforms), social media accounts (optional), content. Your phone number may be used when (i) we are unable to contact you via your e-mail address and/or as matter of urgency (ii) using social media platforms Groups (including but not limited to Whatsapp). We might ask you your ID details for security reasons in some cases.

Please note that if you do not provide us with the requested information (where applicable mandatory data ) we will not be able to grant you the access to the Group or Community meeting or event, or social media platforms Groups.

WHAT SPECIAL CATEGORIES OF PERSONAL DATA MAY BE PROCESSED? (WHERE APPLICABLE)

We may also process the following special categories of personal data relating to you based on your consent in the framework of your registration and your attendance or participation to a Group or Community: dietary requirements (where applicable and optional), disabilities (optional, provided on a case-by-case basis).

WHAT ARE THE PURPOSES OF THE PROCESSING?

Your personal data are processed in order to organize the Group or Community whether physically or virtually via the use of video conferencing or web conferencing or social media platforms/tools, and manage your participation or attendance in the Group or Community (including welcoming you, organising food orders, setting up the venue and managing accessibility, sending the confirmation of registration, documentation, contacting you in case of changes related group, meeting or event issuing the invoice where applicable…). Your personal data are also processed in order to produce minutes of meeting, make the sessions available after a Group or Community, promote the activities of the Group or Community, make statistics and/or surveys about the Group or Community. Your individual participation details (such as your name, group, meeting or event attended) can be transferred to the organization for which you work for as explained in the EBU’s Terms & Conditions for Groups and Communities. For certain groups, meetings or events, we may use online tools such as Sharepoint, an Eventapp where you may sign in and access relevant information about our groups, meetings or events such as the agenda, the list of participants, working documents, presentations but also tools to enhance networking and your participation in the activities such as in app messaging, social media platforms, online voting, surveys, challengers, maps.

In case of online voting, personal data of voters (such as name, email address, phone number, country, organization) and election candidates (including but not limited to photos, biographies and motivation statements) may also be used and processed by the EBU to set-up the process for online voting in EBU Groups or Communities elections in accordance with EBU’s Terms & Conditions for Groups and Communities.

Photos, audio and/or video recordings and web streaming can be used in our future promotional/marketing materials, illustration, information, news, and dissemination activities on EBU’s own websites and/or EBU’s pages on social media platforms which may process personal data according to their own privacy policies/notices. Some audio and/or video recordings are accessible only to EBU Members via log in.

We may also use your e-mail address and/or phone number to send you our newsletter or information relating to other Groups or Communities activities or our next events, based on your consent or our legitimate interest as part of your relationship with the EBU. You can always (i) unsubscribe from the mailing lists at any time by clicking on the unsubscribe link you can find in each e-mail we send you or by contacting us at the following email address privacy@ebu.ch (ii) withdraw from any social media platform groups. We will then remove your contact information from the lists used for such mailings (where applicable).

We may also collect some of your personal data for communication purposes such as answering your requests and better understanding your expectations.

WHAT IS THE STORAGE DURATION?

We do not process your personal data for a period of time which is longer than necessary. Your personal data will be erased when no longer required for accounting, legal and/or tax compliance purposes.

WHAT IS THE LEGAL BASIS FOR THE PROCESSING OF YOUR PERSONAL DATA?

We may process your personal data on the basis of: (i) your consent (for example for personal data concerning your dietary requirements and disabilities or concerning your nomination for an election), (ii) the necessity for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract (Group or Community participation, casting an online vote) and/or (iii) our legitimate interests as part of your relationship with the EBU to allow us to ensure adequate follow-up and best services to our Members as well as for statistical purposes (for example: by using photos and video recordings of a Group or a Community for future marketing materials, illustration, information and dissemination activities sharing your participation details unless you opted-out by informing us).

WHO HAS ACCESS TO YOUR PERSONAL DATA?

EBU Staff. EBU Staff may have access to your personal data in order to fulfil the purposes related to the Group or Community work.

EBU Member Organisation’s Staff. Your personal data (such as name, surname, position, phone number, participation and attendance to a Group or Community) may be shared with the Staff of the Organization you work for, as part of EBU services to its Members as explained in the T&Cs for Groups and Communities.

Other participants. Your contact details (first name, last name, country of origin and company affiliation, where applicable) will appear in the list of participants or your phone number (where applicable for instance when using social media platforms including but not limited to Whatsapp), which will be distributed to the participants of a Group or Community or made available via (i) specific online tools such as Sharepoint and the Eventapp, in order to facilitate networking, except where you object to such sharing by informing us before the meeting or event minimum 48 hours prior or (ii) social media platforms such as Whatsapp.

Website provider and/or online platform provider and/or social media platform provider. In order to correct bugs and/or inaccuracies, verify email notification and reception, the website provider and/or online platform provider and/or social media platform provider may have access to your personal data.

Subcontractors/third parties. We may share your personal data with logistics, IT providers, virtual video conferencing or web conferencing platforms/tools, online voting platforms, social media platforms, catering and security companies for access rights, catering, security and insurance purposes. We may also share relevant personal data with subcontractors or any other third party assisting us in the organisation of a Group, meeting or event such as speakers, experts, trainers, partners/sponsors and video conferencing or web conferencing platforms/tools or social media platforms, on which you register.

Such third parties may also collect and process personal data for their own purposes, under their own “terms and conditions” and “privacy policy”, as the case may be, for which we are not liable.

Your personal data will not be shared or transferred with other third parties, unless we are legally required to do so, or unless you have consented to such transfer. Appropriate measures will be taken to ensure the security of your personal data with respect to such transfer, in particular outside of the European Union (for instance the adoption of Standard Contractual Clauses). A copy of such appropriate measures may be obtained upon request by sending an email to privacy@ebu.ch.

SECURITY AND CONFIDENTIALITY

We have implemented technical and organisational measures in accordance with standard industry practices to ensure an appropriate level of security of the personal data processed. Nevertheless, security requires efforts from all parties involved. We thus recommend that you use strong passwords and keep all usernames and passwords (if any) confidential. In case of a Group or Community meeting you attend virtually via the use of video conferencing or web conferencing platforms/tools or social media platforms,, it is your responsibility to use a secure technical system to attend or participate in a group, event or meeting.

WHAT ARE YOUR RIGHTS?

You have the right to access your personal data, and to request that they be corrected in the event of inaccuracy or deleted in the event that they are not necessary. In some cases, you have the right to ask for a restriction of processing or to object to processing. You also have the right to object to the future processing of your personal data for direct marketing purposes at any time, without charge and without justification.

You also have the right to withdraw your consent to any processing based on your consent (if any) at any time. This withdrawal of consent does not compromise the legality of the processing based on consent made prior to such withdrawal.

To exercise your rights, you may do so by fulfilling a specific request form accessible on our dedicated Data Subject Rights online platform.

In order to protect your privacy and the security of the data recorded on our website, we may ask you for additional information in order to check your identity before we answer your query.

If you consider that the processing of your personal data constitutes a violation of the data protection law(s), you have the right to lodge a complaint with a data protection authority, in particular in the Member State of the European Union of your usual place of residence, your place of work or the place where the violation occurred.

THIRD PARTY SERVICES

Third party providers of website, online platforms, social media platforms (including but not limited to WhatsApp) accessed by you through the participation to a Group or a Community are accessed at your own risk, and the EBU has no liability for third party services. If third party websites or online platforms, social media platforms cause any problems or harm, you should seek redress directly from the third party provider of those services. The EBU has no responsibility in such matters and cannot assist you regarding the same. Third party providers of websites or online platforms, social media platforms that you access through any device and phone number are subject to and governed by their own terms and conditions. It is your responsibility to read and adhere to such terms and conditions.

HOW CAN YOU CONTACT THE EBU?

If you have any questions or concerns about this Privacy Notice and any other personal data processing activities: privacy@ebu.ch 

EUROPEAN UNION REPRESENTATIVE

We have designated EBU UER AISBL, Avenue des Arts 56, 1000 Brussels, Belgium as our representative in the European Union. You can therefore also submit your requests to our EU Representative.

EFFECTIVE DATE AND CHANGES

This Privacy Notice is effective from 17 August 2022. We reserve the right, at our complete discretion, to change, modify, add, or remove portions of this Privacy Notice at any time.