Who will process my personal information?
Personal data are processed by the Organizing Committee of Shaping Horizons, Sponsors and Partner Institutions. From now on these are referred to “The Organizers”. We do not held responsible to any information provided voluntarily or shared by the participants to other stakeholders.
What personal information will be processed?
The Organizers will keep a record of the personal details that you, or the person applying on your behalf, will have provided on the application form, and in any supporting documents requested by the Organizers as part of the application, plus any additional details provided by any referees/interviewers during your application.
This information will normally be limited to the applicant’s: name; personal information like country of birth, residency, photographs, among others; email address(es); address(es); and educational/professional profile (c.v.), and all set of documents as relevant to the application.
References and all information collected in the process of managing your application are seen by the Organizers and a selection Committee in charge of finding the most suited participants to the event.
Your personal information is created, stored and transmitted securely in a variety of paper and electronic formats, including a database.
Access to your personal information is limited to the Organizers and participants of the event who have a legitimate interest in it for the purpose of carrying out their duties, connect professionally with the participant or informative purposes.
What is the purpose and legal basis of the processing?
The Organizers will process your personal information for a range of projects or administrative purposes, including the following:
To deliver and administer your information and participation in Shaping Horizons and future events in conjunction with you;
To administer the financial aspects of your relationship with us;
To enable your participation in other events relevant to Shaping Horizons such as social gatherings;
To communicate effectively with you by post, email and phone;
To compile statistics and conduct surveys and research for internal/external and statutory reporting purposes;
To promote the work of the summit.
We consider the processing of your personal information for these purposes to be either necessary for the performance of Shaping Horizons or related-events, or necessary for compliance with a legal obligation, or necessary for the pursuit of the legitimate interests of the Organizers. Our use of your personal information will not be excessive.
When making an application to Shaping Horizons, you, and any named person, will be asked to indicate consent to the collection and processing of personal data, as supplied in the application, as above.
If we require your consent for any specific use of your personal information, we will collect it at the appropriate time and you can withdraw permission at any time.
Who will my personal information be shared with?
Your personal information as described above is shared with the Organizers, Partners, Sponsors and other relevant stakeholders related to Shaping Horizons organization and mission.
In addition, it is shared as permitted or required by law, on a considered and confidential basis, with:
External bodies co-participating;
The potential auditors of the Shaping Horizons Event or co-events;
Legal matters that go beyond the scope of the Organizers and Shaping Horizons activities;
How is my personal information used in publicity?
In the case of successful applicants, basic information (as stated above) may be published, re-published and shared on The Organizers website, social media or any other type of media.
You may opt out of this at any time by contacting us: firstname.lastname@example.org
Other than as set out above, we will not normally disclose any personal information about you to other external enquiries or organisations unless you have requested it or explicitly consented to it.
How long is my information kept?
We store your personal information submitted as part of your application for the duration of your membership, which unless specifically stated is indefinitely. Outline data for all applications relevant to the application (as stated above) are retained indefinitely as part of the Shaping Horizons agenda, minutes, and responsibility documents towards sponsors and partners as well as for archival purposes.
How can I access my personal information?
You have the right to access the personal information that Shaping Horizons holds about you.
You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing, or to receive an electronic copy of the personal information you provided to us.
Who can I contact?
If you have any questions about how your personal information is used, or wish to exercise any of your rights, please contact: email@example.com
How do I complain?
If you are not happy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office https://ico.org.uk/.