Wikimedia Summit 2024/Data privacy policy
Data Privacy Policy[edit]
1. Learn more about data privacy[edit]
The legal basis for the processing of these personal data is Art. 6 para. 1 sentence 1 lit. b GDPR. We store this data for the aforementioned purposes for three months.The data collected during registration will be processed internally by the department responsible for the organization of the event. The data can also be passed on to external recipients. This includes, above all, service providers who support us in the organization and implementation of the event. The Wikimedia Summit is supported by the Wikimedia Foundation. If this is the case, we may transmit data for reporting purposes in order to protect our legitimate interests and the interests of the Wikimedia Foundation. You can read Wikimedia Deutschland's full data privacy policy on our Website.
2. Data collected in the nomination and registration forms[edit]
To nominate successfully, you will need to provide certain personal data via online form. Where applicable, mandatory and voluntary information is indicated on the respective registration form. We primarily use the data to organize the nomination of the registering person at the event and to implement the engagement process. This includes contacting the nominee to the extent required within the scope of the event’s organization. What data do we collect:
- Representatives name (and/or user name)
- Name of your affiliate of hub project
- Email address
Please note: Participation in the online engagement sessions will be tracked and audio and presentation will be recorded. When entering the zoom session it is necessary to use the same name/ user name given in the online registration form, so that we can keep track of who is attending.
3. Data collected in the online engagement sessions (via zoom)[edit]
What data do we collect:
- Name and/or username
- Email address
- Participation (tracking)
- Session Recording
When using the attendee count feature for Zoom Rooms, the Zoom room computer will store and count images to generate a participant count temporarily. These files are temporarily stored in the following locations:
- Windows: %appdata%\ZoomRooms\logs\FaceCount
- macOS: ~/Library/Logs/ZoomRooms/faceCount
These files will be removed under the following conditions:
- When the meeting or counting has finished
- When logging out of the Zoom Room
- During the Zoom Room's startup process
- If the setting is disabled
Participation Tracking:[edit]
Participation in one of the first online sessions happening in August/ September 2023 is a condition to attend the Summit in Berlin. Therefore, we will track the participation in the sessions and take it into consideration in the selection process.. Consequently, it is important that participants use the name given in the online nomination form when entering the zoom online sessions, so that we can identify who is in the call.
Session Recording[edit]
In order to create educational video content each online session will be recorded. However, feel free to turn off your camera during the session if you feel uncomfortable with the recording otherwise.
The online sessions in August/September will be conducted with zoom. In order to use zoom’s attendee count feature the Zoom room computer will store and count images to generate a participant count temporarily. Once the counting has finished these files will be removed.
EVE[edit]
By using EVE, you have the opportunity to choose from a variety of different languages in order to receive subtitleling during the online engagement session. There is no need for registration in order to use the cloud based live translation. We will provide a link and OR Code at the beginning of each session which opens a new browser window and gives you the possibility to choose your preferred language.
EVE does not store listeners' names nor cookies and do not use tracking.
4. Data collected on our event platform[edit]
We will reuse the event platform from the Summit 2022. Those who attended the last Summit online or onsite know that we use the platform to share important information and links for all participants and that we manage participant communication via the platform. Hence, it is necessary to access the platform and register yourself prior to the event. To successfully register, you will need to provide certain personal data, which can vary depending on the event. Our event platform is fully GDPR compliant.
What data do we collect:
- Full name as stated in passport
- Home address
- Email address
- Travel dates
- Upload of documents required for booking your travel (e.g. passport)
- Food intolerance, form of diet (e.g. vegan, kosher) in order to plan catering requirements
Where applicable, mandatory and voluntary information is indicated on the respective registration form. We primarily use the data to organize the participation of the registering person at the event and to implement the event. This includes contacting the participant to the extent required within the scope of the event’s organization. The legal basis for the processing of these personal data is Art. 6 para. 1 sentence 1 lit. b GDPR. We store this data for the aforementioned purposes until the event is completed. We then store the data for an additional period of 12 months. This storage takes place due to our legitimate interest in being able to defend ourselves against any legal claims that may arise from the event or to assert such claims. The legal basis for this is Art. 6 para. 1 lit. f GDPR.
The data collected during registration will be processed internally by the department responsible for the organization of the event and the agency commissioned with organizing the Wikimedia Summit 2024, KWERTZ GmbH. The data can also be passed on to external recipients. This includes, above all, service providers who support us in the organization and implementation of the event. In addition to our general service providers and the service providers listed below, we may also use additional service providers apart from the general service providers listed below for online elections in connection with the event and its organization. Some events are supported by the Wikimedia Foundation. If this is the case, we may transmit data for reporting purposes in order to protect our legitimate interests and the interests of the Wikimedia Foundation.
If we provide additional services for you at your request, such as travel or hotel bookings or the organization of childcare, we transmit the data to the recipients that are required for rendering the service in question. These may include in particular: Hotels, travel agencies, foreign offices, other authorities of foreign countries for issuing visas. Depending on where you live and where the event takes place, these recipients may also be located in third countries outside the EU or the EEA for which no EU Commission decision on adequacy exists. In such cases we will only carry out transmissions which are either necessary for the fulfilment of the contract between you and us or for the conclusion or fulfilment of a contract entered into in your interest between us and the recipient.