GDPR for events
General Data Protection Regulation (GDPR)
The General Data Protection Regulation (GDPR) sets high standards for clear information about, and the documentation and handling of, personal data. The Act on the Accessibility of Digital Public Services sets high standards for digital accessibility. For all events, it is important to ensure that these regulations are followed.
It's about being clear from the start about what information we will collect, what the personal data will be used for, providing good information to the participants, and having good routines for culling and deleting information (both formal and practical).
If you have questions about the handling of personal data and need advice and support on GDPR issues, please contact dataskydd@hb.se.
For participating presenters, keynotes etc.
Inform them about what the event is about at an early stage, what kind of activity, whether it will be recorded, where it will be shown and for how long. When financial compensation is to be made, the conditions are to be set out in the contract. Make sure the contract specifies the type of activity, whether it will be recorded, where it will be shown, and for how long.
For participants
Inform in the invitation why this particular invitation is being sent to them. Example: You are receiving this invitation because you have previously registered for a conference and wanted information about similar activities.
Inform in the invitation, confirmations, reminders about how participants' personal data is handled. An active choice is required from the person registering, i.e. that they agree to the processing of personal data.
Inform on site if the event is being recorded, filmed, and/or photographed. Use posters with information (A3 format) at physical events. The moderator should also verbally inform about this and how participants can avoid being visible in recorded material. This applies to both physical and digital events.
Information management
For more information and support on GDPR and the basic principles and rules that apply to all staff, please visit the information management webpages.