Updated on 9 February 2023
All data subjects whose personal data is collected on Solarplaza’s website, in line with the requirements of the GDPR.
3.1 Who are we?
Solarplaza, we organise professional events worldwide about solar energy.
Our data protection representatives can be contacted directly here:
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 |
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:
Our legal basis for processing for the personal data:
The special categories of personal data concerned are:
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 | |
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:
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 |
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:
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:
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 |