Events and conventions

UPF has a corporate platform, called Eventum UPF, which allows for an integrated management of all aspects related to the organization of an event. It is advisable to use this application since data protection issues have been addressed.

Individuals shall be informed about the details of the personal data processing. This information can be presented in two ways:

1. Option 1. With a checkbox to be clicked by individuals when filling the form. Example:

    I have read and accept the personal data processing details.

2. Option 2. With a text with the basic information and a link to the full information sheet. Example:

Please note that the link URL is the same in both cases. You may access to the version in other languages changing the [en] by [ca] or [es] at your convenience.

Remember that you only need to report once, so you don't have to repeat the legal note every time you contact participants who have already signed up.

Before recording or broadcasting an event, you must have obtained the consent of the people who appear in it. It is also necessary to clearly inform  participants about the purpose of the recording and any future intended use. You may make use of this template (Catalan, Spanish and English versions available) to collect the consent.

Accidental or secondary recording of people (audience, choir members, etc.) is considered legitimate if the existence of a public interest mission in the recording can be considered. It is also necessary to clearly inform the people who attend of the recording or streaming of the session and give them the possibility of exercising their right to object to being recorded. If they did so, their decision would have to be respected.

In the event that the congress has one or more organizing committees (such as program or parallel activities committees) data on participants and/or speakers may be shared with the members of these committees, as they formally act as part of the organization of the congress itself. However, it is necessary comittee members sign a commitment of confidentiality.

The names of the speakers are commonly included in conference programs. Therefore, it is advisable to mention a reference to the processing of personal data when calling to receive presentations. This could be achieved by incorporating a reference to the conditions of personal data processing.

Regarding to the registration list, it's importat to be cautious. Before disclosing the registration list, it is important to obtain the consent of the participants in order to share this information.

Participant's email addresses cannot be shared with other attendees, since it is not necessary to know the identity of the others present to attend a conference. Blind copy communications will be the most appropriate.

It is not advisable to ask directly about food intolerances. The best thing to do is to ask what type of menu they want. Example:

Please specify your catering menu choice:
       Vegan
       Gluten free
       Lactose free

Additionally, an email address or contact information with the catering company may be provided for the purpose of participants expressing their needs.

It depends on the type of relationship maintained with the travel agency:

• Direct management of accommodation by the agency: This option is the most recommended one. Participants are offered a direct contact method with the agency and, if applicable, a discount code or reference that provides access to special prices.

Thus, the UPF is not responsible for managing accommodation data, and the agency will be accountable for the processing of personal data. 

The organization may request aggregate data from the travel agency, such as the number of attendees staying in each hotel, if the logistics of the conference require it.

• The organization acts as an intermediary: If the conference organization acts as an intermediary with the hotel or travel agency, an agreement will be required between the University and the supplying company that defines the conditions for the communication of personal data. Using hotels or intermediaries with which the University has established a framework agreement already includes the necessary clauses. 

Personal data must be kept for the necessary period to meet any obligations that may arise from the organization of the congress. For example, in compliance with the applicable tax regulations or to attend to audits of the entities financing the aid that allowed the organization of the congress.

Information about the speakers, organizing committee, videos or presentations presented at the congress, etc. They may be stored depending on what has been indicated in the authorization form signed by the people to whom the data refers and as long as they do not express their opposition. If someone requests the deletion of their data, it is appropriate to address the request.

Sometimes, data may be permanently preserved due to archiving in the public interest. Only those data that are essential will be stored when this happens.

In order to record a session, it is necessary to have the consent of the speakers.

It is also necessary to inform attendees in advance that the session may be recorded (images, sound, and/or chat). Before the event begins, it is necessary to provide this information in the congress materials or in the auditorium.

Each participant must give their express consent to use their personal data for purposes other than organizing the congress. Example:

The express consent of each participant is necessary before providing their personal data to another entity, such as the co-organizer of the congress: Example: