CIDOC 2021 conference main organiser National Heritage Board (‘Muinsuskaitseamet’ in Estonian) is committed to protecting and respecting your privacy in compliance with Europe’s General Data Protection Regulation (GDPR).
What is National Heritage Board?
National Heritage Board is a governmental institution in Estonia founded by the Republic of Estonia with the aim of organising the fields of heritage protection and museum sector. National Heritage Board is the main organiser of CIDOC 2021 conference.
National Heritage Board has one main office in Tallinn, Estonia. The registered office address is:
Pikk 2, 10123 Talllinn
What kind of data do we collect and keep regarding the CIDOC 2021 conference?
We collect and keep the following personal data:
- Your first and last name
- The name of the company/institution you work for
- Country of residence
- Your email address
- The category in which you fall under – ICOM member, non-ICOM member, student, members of local organising committee, accompanying person
- Your ICOM member ID number (if applicable)
- Copy of your student ID card or any other document confirming your student status (if applicable)
- Your address, the registry number of your company (if applicable)
We may also collect (anonymous) feedback, comments and questions received from you in service-related communication and activities, such as meetings, phone calls, documents, emails and post-conference surveys.
From our website, we may collect IP-address and actions taken on the website.
National Heritage Board is the data controller. If you choose to purchase a conference ticket via our website, we will collect your payment information and forward it to the data processor (Maksekeskus AS) in order to process payments.
If you choose to purchase a conference ticket from us, we, our ticketing system provider and/or our third-party payment processors will collect your payment information.
National Heritage Board does not collect or process any special categories of personal data, such as public unique identifiers or sensitive personal data.
When do we collect your personal data?
We collect your personal data when:
- You use CIDOC 2021 website
- You purchase a conference ticket
- You submit your paper via EasyChair conference system linked to our website
- You participate in conference activities either on the site or online
Why do we collect and use your personal data?
We collect and use your personal data mainly to send you information regarding your purchased ticket(s) of CIDOC 2021, keep you informed about the conference and the paper you have submitted.
We may use your personal data for the following purposes:
- To send you information about your conference ticket(s) that you have purchased from us
- To notify you about any problems or disruptions related to the CIDOC 2021 conference
- To give you feedback about the paper you have submitted for the conference
- To conduct a satisfaction survey after the conference
Most of our services do not require any form of registration, allowing you to visit our website without telling us who you are. However, some services – i.e. purchasing our conference ticket(s) or submitting your paper, participating in (online) conference activities – will require you to provide us with your personal data.
The conference will be recorded and broadcasted online via our website in order to provide the possibility to participate in the conference both on site and online. Photographs will be taken at the conference for the purpose of documenting and promoting the event. The recordings and photos will be stored and shared by the National Heritage Board and CIDOC on their webpages and social media channels.
In these situations, if you choose to withhold any personal data we request, it may not be possible for you to purchase ticket(s), submit your paper, participate in the conference, receive crucial information about the event and for us to respond to you.
- Improve our service
- Improve user experience
- Analyse and improve our content
- Analyse how our website is being used
- Analyse and monitor conversions of our ticket sales
This information is used to make our website work more efficiently, as well as to provide business and marketing information to National Heritage Board, and to gather such personal data as browser type and operating system, referring page, path through site, domain of ISP, etc. for the purposes of understanding how visitors use our website. Cookies and similar technologies help us tailor our website to your personal needs, as well as to detect and prevent security threats and abuse. If used alone, cookies and web beacons do not personally identify you.
The only way to completely ‘opt out’ of the collection of any information through cookies or other tracking technologies is to actively manage the settings on our browser or mobile device. If you are using Google Chrome or Mozilla Firefox, here are the links to help you with your cookie management:
For all other browsers and mobile devices, please refer to the relevant technical information of your browser and mobile device for instructions on how to delete and disable cookies as well as other tracking/recording tools.
If you would like to learn more about cookies, clear gifs/web beacons and related technologies, you may wish to visit http://www.allaboutcookies.org and/or the Network Advertising Initiative’s online resources, at http://www.networkadvertising.org.
Our legal basis for collecting your personal data
Collecting your personal data based on consent
The collection of your personal data based on consent will be done using ‘Consent Forms’ that will store documentation related to the consent given by you. Individual consent will always be stored and documented in our systems.
Collecting personal data based on legitimate interest
We may use personal data if it is considered to be of legitimate interest, and if the privacy interests of the data subjects do not override this interest. Normally, to establish the legal basis for data collection, an assessment has been made during which a mutual interest between National Heritage Board and the individual person has been identified. This legal basis is primarily related to our sales and marketing purposes. We will always inform individuals about their privacy rights and the purpose for collecting personal data.
How long do we keep your personal data?
We store your personal data for as long as we find it necessary to fulfil the purpose for which your personal data was collected, while also considering our need to resolve possible problems, to comply with legal requirements under applicable laws, to attend to any legal claims/complaints, and for safeguarding purposes.
This means that we may retain your personal data for a reasonable period of time after your last interaction with us. When the personal data that we have collected is no longer required, we will delete it in a secure manner. We may process data for statistical purposes, but in such cases, data will be anonymised.
Do we share your data with anyone?
We do not share, sell, rent, or trade your information with any third parties without your consent except from what is described below:
- Third-party service and/or product providers who are partners and/or sponsors of CIDOC 2021:
We may pass your information on to our partners, sponsors and other associated organisations with the purpose of them providing you relevant services that are happening at or are in direct relation to CIDOC 2021. This includes sharing conference recordings and photos with ICOM Estonia and CIDOC for the purpose of storage and sharing on their websites and social media channels.
- If required by law:
We will disclose your personal information if required by law or if we, as an organisation, reasonably believe that disclosure is necessary to protect our organisation’s rights and/or to comply with a judicial proceeding, court order or legal process. However, we will do what we can to ensure that your privacy rights continue to be protected.
Your rights to your personal data
You have the following rights in respect to your personal data:
- The right to request a copy of your personal data that National Heritage Board holds about you
- The right to request that National Heritage Board corrects your personal data if inaccurate or out of date
- The right to request that your personal data is deleted when it is no longer necessary for National Heritage Board to retain such data
- The right to withdraw any consent to personal data processing at any time.
- The right to request that National Heritage Board provides you with your personal data and, if possible, to pass on this information directly (in a portable format) to another data controller when the processing is based on consent or contract.
- The right to request a restriction on further data processing, in case there is a dispute in relation to the accuracy or processing of your personal data.
- The right to object to the processing of personal data, in case data processing has been based on legitimate interest and/or direct marketing.
Any query about your Privacy Rights should be sent to firstname.lastname@example.org
If we make changes that significantly alter our privacy practices, post a notice on our websites prior to the change taking effect.
Your right to complain with a supervisory authority
If you are unhappy with the way in which your personal data has been processed, you may, in the first instance, contact email@example.com
If you remain dissatisfied, then you have the right to apply directly to the Estonian supervisory authority for a decision. The supervisory authority can be contacted at:
Estonian Data Protection Inspectorate