PRIVACY NOTICE

Last updated: 20th of March 2019

Introduction

SingularityU Nordic (“SingularityU Nordic, “we,” “us,” and “our”) takes your privacy seriously. This Privacy Notice (the “Notice”) has been designed to give you information about our processing activities and your privacy rights while you engage Singularity’s websites as well as when you participate in SingularityU Nordic’s programs and events. If you need more information, please refer to the Contact Section of this Policy below.

Definitions

Personal data” means any information regarding you that can make us, directly or indirectly, identify or single you out. Such information can be your name, e-mail address, address, telephone number, image or date of birth.

Special categories of personal data” or “sensitive data” means any personal data that reveals your racial or ethnic origin, your political opinions, your religious or philosophical beliefs, your trade union membership or your sexual orientation. Also genetic data and biometric data that are used to uniquely identify you is considered sensitive data. This data can only be processed under specific circumstances.

Data Protection Legislation” means the EU General Data Protection Regulation 2016/679, (from now on GDPR) or any national or EU level that complements the GDPR.

Data controller” is the organisation that decides the purpose (the “why” we process your personal data) and means (the “how” we will process your personal data) of the processing of your personal data. Singularity is the Data Controller and as such, we are responsible to process your data according to the Data Protection Legislation.

Data processor” is the organisation that process data on our behalf. Any Data Processor is chosen carefully by us so that he meets the highest level of safeguards regarding your privacy, he can act only under our structured instruction and he is bound by confidentiality.

Data subject” is you and any other person whose data we are processing.

Data Protection Authority” is the national authority which is responsible for supervising compliance with the Data Protection Legislation.

Collection and Use of Your Personal Data

While you interact with us and you visit our website, we are collecting and processing different types of your personal data, collected directly from you or indirectly. Each processing has a legal basis:

A. Personal Data collected directly from you:

  • Processing that is based on your consent:

Processing and purpose

Categories of personal data

Student applications to Summits. For the purpose of selecting students and administer applications.

name
nationality
age
gender
contact information
social media accounts
name of university
level of education
graduation date
opinion concerning favourite subject/speaker

To contact you concerning inquiries about our programs, hosting an event, renting an office, our summits, booking one of our speakers, partnerships or community and co-working spaces.

name
email
company
topic

To send you marketing information, product recommendations, newsletters, and other non-transactional communications about us, our affiliates and partners for purposes of conducting legitimate direct marketing.

name,
e-mail

To optimize and improve our website and services.

Web site usage

Please mind that you can withdraw your consent ANY time, by contacting us or by unsubscribing to marketing e-mails.

  • Processing that is based on contractual necessity:

Processing and purpose

Categories of personal data

Memberships. To create, secure and manage your community membership account.

name
email address
Bio (about me)
city (primary and secondary)
country (primary and secondary)
region (primary and secondary)
occupation
company
title
website
social media links
Photo
URL

Administration of our services such as; hosting events, renting of office space, summits, booking of our speakers or community and co-working spaces.

name
contact information
phone number
company association
job title
company website
social media links
number of employees
nationality
credit card number

To send you administrative email notifications.

name
e-mail address

To manage invoicing

Name of contact
address
financial information

  • Processing based on our legal obligations:

Processing for the purpose of accounting and book-keeping

Name
Transactional information

B. Personal Data collected NOT directly from you

1. Use of Google Analytics

We use Google Analytics, a service that transmits our Site traffic to Google servers in the United States of America. We use reports and data provided by Google Analytics and other website traffic tracking services to help us understand our Site traffic trends and usage. For detailed information see SingularityU Nordic’s Cookie Notice.

2. Singularity Cookies Statement

To learn more about how to our processing of personal data through the use of cookies and other web browsing technologies, please go to the SingularityU Nordic Cookie Notice.

Sharing Your Personal Data with Third Parties

We will share your Personal Data with the following third parties for the purposes of operating our business, sending marketing and other communications related to our business, and for other purposes that are allowed by law or based on your consent. We may share Personal Data in the following ways:

  1. With Business partners, service vendors or contractors in order to conduct events and summits. For example: processing of orders and credit card transactions, hosting websites, customer and faculty relationship management, hosting event and program planning and registration, assisting with sales-related efforts or post-sales support, delivering content, and providing customer support The following third parties are being used for the stated purpose by SingularityU Nordic:

  • PayPal is used for payment processing connected with the events of SingularityU Nordic.

  • Eventbrite is used for payment processing connected with the summit events.

  • We use Vesterkopi, a Copenhagen-based printing company, to send them name tags to be printed, which contains the names of participants for our programs.

  1. We use the following partners for hotel bookings for our events

  • Copenhagen Island Hotels

  • Aloft Cupertino (USA)

  • The Meeting Network (USA)

  1. With third parties for the purposes of marketing SingularityU Nordic. The following third-party providers will we share data with, for the following purposes:

  • We share contact information with MailChimp for the purpose of distributing promotional material and newsletters.

  • We share personal data with SurveyMonkey for the purposes of delivering online surveys connected to our events.

  • We share personal data with Obisidian Digital for marketing purposes.

  1. In response to a request for information by a competent authority if we believe disclosure is in accordance with, or is otherwise required by, any applicable law, regulation or legal process;

  2. With law enforcement officials, government authorities, or other third parties as necessary to comply with legal obligations or meet national security requirements.

  3. If we otherwise notify you and you consent to the sharing.

International Transfers of Your Personal Data

Most of our processing activities take place within the EU/EEA area. Some of our providers will however process personal data In case that a processing activity occurs outside the EU/EEA, we ensure that this transfer and processing is lawful (based on standard contractual clauses, an adequacy decision of the European Commission or by using providers that have joined the U.S. self-certification mechanism of the Privacy Shield)

Your Rights and Choices Regarding Your Personal Data

Under the General Data Protection Regulation (GDPR) any person in the EU or any person who is outside of the EU whose data is being processed by an organisation in the EU is afforded various Data Subject Access Rights;

  • You have the right to know what data we hold about you and can request access to that data at any time.

  • You have the right to know who we share data with.

  • You have the right to know who is processing your data on our behalf, however we do not use any external processors to process your data.

  • You have the right to know where we have obtained personal data related to you if it was not obtained directly from you, however we do not obtain personal data from any third party sources.

  • You have the right to have any data we hold on you to be accurate; and rectified if it is not accurate.

  • You have the right to request that your data is erased.

  • You have the right to transfer any data we hold relating to you to a third party (data portability).

  • You have the absolute right to object to us using your personal data for direct marketing and/or for automated decisions to be made based on your personal data.

  • You also have the right to restrict us from processing your personal data should you feel we are doing so unlawfully.

  • You have the right to withdraw your consent for any processing activity that has consent as a legal basis, any time you wish.

We would encourage you to understand what these rights mean and therefore would suggest you read all about them on the European Commission's web site so you can exercise these rights with other organisations which may be processing your personal data.

Security of Your Personal Data

SingularityU Nordic is committed to protect the personal data you have entrusted to us and take all the appropriate safeguards to fulfill this commitment. SU implements various physical, administrative, and technical measures designed to protect your Personal Data from unauthorized access, use or disclosure. We require, via contract, our critical vendors to protect such information from unauthorized access, use and disclosure. We also restrict access to your Personal Data on a need-to-know basis.

Retention of Personal Data

We will retain your Personal Data for the period required to fulfill the purposes for which the data has been collected. Since the different categories of personal data are collected for the fulfillment of different purpose, the retention period of categories of personal data may vary, depending on the purpose for which the personal data is collected. Data processed with consent as the legal basis will only be retain as long as there is a valid consent to the processing of personal data. The following retention periods will apply to our processing of personal data:

Processing and purpose

Retention period

Memberships. To create, secure and manage your community membership account

Until cancellation of membership

Student applications to Summits. For the purpose of selecting students and administer applications

Personal data will be retained during the application process. The selected student applications will be retained until the end of the relevant summit

To contact you concerning inquiries about our programs, hosting an event, renting an office, our summits, booking one of our speakers, partnerships or community and co-working spaces.

Until the relevant inquiry and any following processes has been finished

Administration of our services such as; hosting events, renting of office space, summits, booking of our speakers or community and co-working spaces

During the period where have a relationship with you and performs some of our services for you.

To send you administrative email notifications

During the period where have a relationship with you.

To send you marketing information, product recommendations, newsletters, and other non-transactional communications about us, our affiliates and partners for purposes of conducting legitimate direct marketing

During the period of our business relationship with you unless you opt out of this processing.

To address our compliance and legal obligations and exercise our legal rights

For as long as we are required by law

To optimize and improve our website and services

14 months

Accounting and book-keeping

5 years from the end of the financial year

Changes to this Policy

We may revise this Policy on occasion. If we make any material changes to the way we intend to use your Personal Data we will notify you by sending you an email to the last email address you provided to use and by prominently posting the changes on our website.

Additional Policies

This policy is complemented by SingularityU Nordic’s Cookie Policy concerning the use of cookies.

How to Contact Us

If you wish to engage any of your rights, want to make a complaint or report a suspected data breach, please contact us at info@sunordic.org.

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