Privacy Policy HTEC Days 2025

Privacy Policy: Tech Workshop | Cluj-NPRIVACY NOTICE FOR THE PARTICIPANTS AT THE “HTEC DAYS 2025” CONFERENCE (hereinafter: the “Notice”)

Thank you for your interest to register for and attend the HTEC Days 2025 Conference that will take place from March 24 to March 28, 2025 (hereinafter: the “Conference”), organized by High Tech Engineering Center doo Beograd, Bulevar Milutina Milankovića 7đ, 11070 Novi Beograd, Belgrade, Serbia, in collaboration with its affiliated companies, jointly responsible for the processing of personal data related to the Conference (hereinafter jointly referred as: the “Company” or “we”).

The Company respects your privacy and is committed to protecting your personal data. The Company is a personal data controller. This means that we are responsible for deciding how we hold and use personal data about you. This notice is aimed to inform you of how and why your personal data will be used for the purposes of your registration and participation in the Conference, and how long it will be retained for.

1. Data Protection Principles

We will process your personal data in accordance with the following principles:

• Lawfully, fairly, and transparently.
• Collected for specific, legitimate purposes and not further processed in a manner that is incompatible with those purposes.
• Adequate, relevant, and limited to what is necessary in relation to the purposes for which it is processed.
• Accurate and kept up to date. 
• Maintained only for as long as necessary for the purposes they were collected for. 
• Kept securely and protected against unauthorized or unlawful processing and against loss or destruction using appropriate technical and organizational measures. 

2. Categories of data subjects: individuals who applied for the participation in the Conference and who submitted their data to the Company for the purpose of registration and participation in the Conference.

3. Purpose of processing

We collect and process your personal data for the following purposes:

• to be able to process your registration and enable you participation in the Conference;
• to be able to communicate by email with you for the purpose of sending you the service information, notifying you of potential changes in the Conference organization and sending you reminders ahead of the Conference;
• to be able to send you news and updates about the HTEC Days conference;
• photographs (screenshots) and video recordings of the Conference: We will also take photographs/screenshots and video recordings during the online Conference, which may include the presenters as part of the Conference content. Participants (audience members) will not be visible in photographs or video recordings. Participants will have the ability to ask questions via the chat, but will not be recorded or visible in any photographs or videos. The recorded sessions will be used for internal purposes within the Company, including for training, improvement, and evaluation of the event. These recordings will not be shared externally and will be retained strictly for internal use. By participating, you consent to these internal recordings.

4. Legal basis

We process your personal data based on your prior, freely given consent.

After we receive your data, we will process this data in order to organize your participation in the Conference, as well as for the above listed purposes.

For the purposes of internal training, event evaluation, and archiving of the videos from the Conference, we will process your data based on legitimate interest. We have a legitimate interest in retaining these videos for internal purposes, ensuring the continuous improvement of our events. However, we balance this legitimate interest with your privacy rights and take appropriate steps to minimize any impact on your privacy. You have the right to object to this processing, and we will address your concerns accordingly.

Data subject consent withdrawal and legal consequences: Consent can be withdrawn freely at any time by the submission in writing (including in electronic form). By withdrawing the consent, processing of personal data shall stop, and the collected personal data shall be erased. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.

5. Categories of personal data:

• the data you have provided in your application, including name, surname, e-mail address and your job title;
• the data you have provided to us in your answers to the optional questions included in the application, i.e., the company and country which you come from;
• photographs/screenshots and video recordings of the Conference. You will not be included in photographs or video recordings, but you may interact via chat during the event.

6. Methods of data collecting

We collect personal data about the participants directly from the participants, from the submitted application to participate in the Conference, as well as during the Conference.

7. If you fail to provide personal data when requested, which is necessary for us to consider your application (name, surname, e-mail address and job title), we may not be able to process your application further.

8. Sensitive personal data: we will not process special categories of personal data about you (hereinafter: the “sensitive data”) for the above listed purposes. If you submit certain data about your health or your disability status or some other sensitive data in the application for the participation in the Conference, we will not process such data, and we will destroy them in accordance with our data retention policy.

Automated decision-making: You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Data Retention: We will retain your personal data for a period necessary for the fulfillment of the processing purposes listed in section 3 above, i.e., until withdrawal of your consent. If you withdraw your consent before the Conference takes place, we will not be able to process your application, and you will not be enabled to participate in the Conference. After this period, we will securely destroy your personal data in accordance with our data retention policy. If you have given your prior consent to keep your data (name, surname, e-mail address and job title) so that we can contact in order to send you updates about news and future events organized by the Company and its affiliated companies, information regarding open positions, as well as newsletters with general information about us, we will keep this data for 1 (one) year after you have gave your consent to the processing of this data for the aforementioned purposes, i.e., until withdrawal of your consent (after which we will destroy it as described above). For photographs and video recordings of the Conference, these recorded sessions we will retain for a period of up to 1 (one) year following the Conference, after which they will be securely destroyed, unless a longer retention period is required for legitimate business purposes.

9. International data transfer: As the Conference is a global event, participants may be joining from various countries. As a result, your personal data may be transferred and processed in countries other than your country of residence, including jurisdictions outside of the European Union (EU) or the European Economic Area (EEA). These countries may have different data protection laws. However, we will ensure that your personal data is adequately protected, including the use of Standard Contractual Clauses or other lawful mechanisms, to protect your personal data in compliance with applicable data protection laws. Please be aware that data protection laws may differ in these jurisdictions, but we will ensure your data is adequately safeguarded.

10. Personal data users and processors: personal data is used by the persons in the Company. The Company may share the data with its legal advisors in order to fulfill the purposes in accordance with the applicable law.

11. Data subject’s rights:

• right to be truly and properly informed on personal data collection;
• right to submit an access request to the Company relating to the data held about them, right to request for a copy of the personal data the Company holds about them, right to request a correction, an addition, an update, a removal of personal data as well as a break of processing the personal data and temporally suspension;
• right to request erasure of the personal data if the purpose of collecting the personal data is not properly defined; the purpose of collecting the personal data is changed, and conditions for collecting the personal data for this changed purpose are not fulfilled; the purpose is fulfilled, i.e. the personal data is no longer necessary for fulfillment of the purpose; the way of processing the personal data is prohibited; the collecting of the personal data is not proportional to the purpose of collecting them;
• right to object to the Company to the processing.

If you wish to exercise any of these rights, please contact us using the details provided below.

12. Right to lodge a complaint: data subject is entitled to lodge a complaint to the competent authority (if the data subject resides in Serbia such authority is Commissioner for Information of Public Importance and Personal Data Protection, Bulevar kralja Aleksandra 15, 11120 Belgrade, Serbia, email: office@poverenik.rs, phone: +381 11 3408 900) related to the personal data held about them.

If you are a resident of the European Union (EU) or European Economic Area (EEA), you may lodge a complaint with the relevant Data Protection Authority in your country of residence.

For residents outside the EU/EEA, please refer to the appropriate data protection authority in your jurisdiction. If you are unsure which authority to contact, you may reach out to us directly at dpo@htecgroup.com for guidance.

13. Personal data protection measures: The Company undertakes adequate technical, organizational and personnel security measures and has the necessary protection mechanisms in place, in order to process personal data in accordance with the GDPR and other applicable laws for participants outside the EU/EEA. These measures aim to prevent the misuse of personal data, as well as accidental, unlawful, or unauthorized access, destruction, loss, alteration, disclosure, or acquisition of personal data.

The measures include, but are not limited to, electronic and physical protection of the collected data related to participants in the Conference. We ensure that only authorized personnel have access to your personal data, and that appropriate security protocols are in place for all data processing activities, both online and offline.

14. Address for personal data protection queries: In the event of any questions, requests and information related to personal data protection as well as exercising rights of data subjects, the data subjects can contact the Company at the following e-mail address: dpo@htecgroup.com.

Terms used in this Notice shall have the meaning in accordance with the GDPR for EU/EEA participants and relevant local laws for participants outside the EU/EEA.