Who is responsible for the processing of personal data?

 Fundación Universidad Francisco de Vitoria (hereinafter, the “UFV“), is the entity responsible for the processing of data relating to persons, including minors and those over 14 years of age represented by their parents/guardians/legal representatives, (hereinafter, the “interested persons“) who register and participate in any conference, seminar, congress, workshop organized directly by the UFV and/or in collaboration with third parties (hereinafter, the “Event“), through the completion of any forms or applications, on paper or computer support, for registration to the Event. UFV’s contact details are as follows: Postal address: Ctra. M-515 Pozuelo-Majadahonda Km. 1.800, 28223 Pozuelo de Alarcón, Madrid. E-mail address: dpd@ufv.es

Telephone: 917091400.

How can I contact the UFV Data Protection Delegate’s Office?

Interested parties may contact the Office of the UFV Data Protection Delegate at the following e-mail address: dpd@ufv.es.

 What is the origin or provenance of the personal data being processed?

The personal data subject to processing have been communicated to UFV directly by the persons concerned, or by their parents/parents/guardians/legal representatives in the case of minors, who register and participate in any Event (conference, seminar, congress, or workshop) organized directly by UFV and/or in collaboration with third parties, through the completion of any forms or applications, on paper or computer support, for registration for the Event. In addition, certain data of third party contact persons are obtained and processed by UFV following communication to UFV by third parties who manage the registration to the Event of other interested persons, who, prior to communicating the data to UFV, assume the obligation to inform the interested persons of the processing of their personal data by UFV for registration to the Event in accordance with the provisions of this privacy policy.

 Is it necessary to provide personal data?

 Depending on the nature of the Event, the communication of personal data by interested persons may be voluntary; in some cases, it may constitute a necessary requirement for the execution of a contract; and, in others, it may be a legal requirement for regulatory compliance.

 What personal data are processed?

 The data of the persons concerned that may be processed are the following: identification data, including image and/or voice; contact data; academic and professional data; payment data; data contained in attendance certificates; health data relating to food allergies; and data revealing religious and/or political convictions deriving from the participation in the Event of the persons concerned (hereinafter, “personal data“).

To which categories of data subjects does the processing of personal data refer?

 The personal data processed may refer to the following categories of data subjects: members of the UFV university community (students, UFV employees, collaborators; speakers; former students; third parties who may have public relevance; and legal representatives, parents and guardians of minors and persons over fourteen years of age).

What is the legitimacy and purposes of the processing of personal data?

The personal data of the persons concerned may be processed with the following legal basis and purposes:

With legal basis in the compliance with a legal obligation to carry out:

• The management of the registration process to the event.
• The attendance control.
• The issuance of certificates of attendance.
• The administrative formalities and sending communications related to the event, by any means, including electronic, before and after the celebration of the event, such as venue, changes, attendance rules, suspension and other information related to the event.

With legal basis in the development of a contractual obligation, to carry out:

•  The management of the registration process to the event.
• The attendance control.
• The issuance of attendance certificates.
• The administrative management, and if necessary, the accounting and tax management for the collection and issuance of invoices when the event is paid.
• The sending of communications related to the event, by any means, including electronic, before and after the event, such as venue, changes, attendance rules, suspension and other information related to the event.

Legally based on consent to carry out:

• The sending of commercial communications about current or future UFV courses or programs, open days, orientation workshops and information sessions, newsletters and communications about other events and activities organized and developed by UFV or by it in collaboration with third parties and reminders of their celebration, all through the means authorized by the interested parties.
• The treatment of the religious and/or political convictions of the persons concerned and/or certain information related to the health of the persons concerned, in order to provide them, where appropriate, with adequate food and to know how to act in case of emergency.
• To incorporate and use the image and voice and, in particular when the person concerned is a speaker, other identifying data and data related to the curriculum of the persons concerned collected on the occasion of the event as well as during its celebration in order to develop content and audiovisual materials (reports, guides, magazines, teaching innovation projects, posters, billboards, exhibition, stand or other paper or electronic media) on the one hand, for purposes of promotion and advertising of the image and activities organized and developed by the UFV, as well as, on the other hand, for teaching purposes, academic purposes, dissemination of the methodology in academic or scientific environments external and proper of the UFV, together with images, signs and distinctive of this University, all this through the publication, dissemination and disclosure of the image/voice and the contents and supports mentioned above, both, through UFV channels and media, such as the website, blogs and internal platforms of the UFV (without limitation, CANVAS, BLACKBOARD, TEAMS, ZOOM) and through social networks in general, such as, for example and without limitation, You Tube, Facebook, X, Instagram, Linkedin.
• The presentation by you of communications, abstracts or other materials for the event.
• The elaboration of video tutorials and subsequent publication on the UFV blog.
• To record a video class session for teaching purposes on the UFV platforms (without limitation, CANVAS, BLACKBOARD, TEAMS, ZOOM and others used by the UFV).
• The consent to the processing of data for the aforementioned purposes may be granted by the person concerned through the ticking of boxes in the registration process when completing the corresponding form, through other forms or data collection documents, through authorizations and declarations of consent and through a clear affirmative act known to UFV, as in the case of attending a UFV event where there is a warning that the event is being recorded and the interested parties stand in front of the cameras and/or intervene by asking questions or making comments to the speakers; or connect the webcam and/or microphone in the case of online activities.
• However, in all these cases, the data subject has the right to withdraw his/her consent at any time, without the withdrawal of consent affecting the lawfulness of the processing based on the consent prior to its withdrawal. To withdraw consent the data subject will have to send this request to UFV through any of the postal contact addresses, Ctra. M-515 Pozuelo-Majadahonda Km. 1.800, 28223 Pozuelo de Alarcón, Madrid or e-mail, dpd@ufv.es.

With legal basis in the public interest (limited to cases in which public authorities may appear):

For the dissemination of images captured in relevant academic acts (among others, awarding of honoris causa, inauguration of the academic year when they affect persons who hold a public office or a profession of notoriety or public projection and the image is captured during a public act or in places open to the public and these persons (authorities or persons) do not require by the nature of their functions, anonymity.

Legally based on the legitimate interest declared in Article 22 of the LOPDGDD:

To carry out video surveillance for security reasons in the UFV premises and spaces where, if applicable, the Event is held.

Legally based on the legitimate interest of the UFV

To establish formulas for sharing and transferring knowledge and connecting its staff, students, professionals, specialists, social agents and society in general, in order to reinforce knowledge, build competencies and propose paths of transformation and innovation in a shared manner, all this, among other ways, through communication, dissemination and visibility of the Events for the university community, in the first term, but for society in general, in the second term, thus leaving public evidence of the trajectory, strategy and academic leadership of the UFV: The image and voice of the people attending the events will be treated, through photos and videos captured in random and accessory shots in order to elaborate and publish the graphic and audiovisual material of the Event in activity memories, media and internal platforms (newsletters, websites and internal networks) and external networks of the UFV (social networks such as, for example and without limitation, websites and social networks such as You Tube, Facebook, X, Instagram, Linkedin) for purposes of promotion, communication, advertising and dissemination of the activities, events and cultural, teaching, academic and educational acts organized by the UFV. In such cases, the use of the image and voice will be carried out through the reproduction, distribution and public communication of photos and videos on posters, brochures, advertising material for educational fairs, websites and social networks whose ownership corresponds to the UFV, as well as on the digital platforms that the aforementioned University uses and in other third-party media authorized by the UFV, but always in the context of taking photos and general videos of the space where the activity takes place, with a merely accessory visualization of the attending public, without graphic or audiovisual shots and with the sole intention of providing graphic information about the event developed, appearing the images and voice of the people attending with merely accessory character. Notwithstanding the foregoing, the interested parties may object at any time to the indicated treatment, either prior to the celebration of the Event (expressly advising UFV of this) or when the photo or video is taken during the celebration of the Event (expressly advising UFV of this by notifying the UFV staff with tasks of assistance or realization of the reports as well as excluding themselves from the posed photos and videos) or when the material is to be published or is already published, in these cases, sending the opposition to the e-mail: dpd@ufv.es indicating in the subject OPPOSITION and / or where appropriate, expressing it in exercise of the right and the image will not be published or in case it has already been done, it will be removed.

Who are the recipients of the personal data?

 The data of the interested persons who participate in the Event may be communicated, where appropriate, to the following third parties according to the legal bases and purposes indicated below:

• With legal basis in the execution of a contract, to the banks involved in the payment of the Event; to the training companies for the issuance of the corresponding certificates of attendance; and to the hotel, transport and hotel companies in charge of catering for the management of travel, accommodation and, where appropriate, preparation of menus, of the interested persons.
• On the legal basis of the consent granted by the persons concerned, as well as, where appropriate, on the legal basis of the legitimate interest of UFV described in the previous section, to users of digital media such as communication channels and social networks, both internal to UFV and third parties, such as, for example and without limitation, websites and social networks (You Tube, Facebook, X, Instagram, Linkedin), where personal data and graphic and audiovisual material are published..
• With legal basis in compliance with legal obligations, where appropriate, to the Public Administrations with competence in the matter in case of requirement or for the exercise and defense of legal actions.

In addition, personal data may be made available to third parties for the provision of services to UFV, under a processing order, following at all times the instructions of UFV and with sufficient guarantees of security and confidentiality. In this regard, in some cases these service providers may be located in third countries outside the European Union and, in such cases, UFV will request additional guarantees, in accordance with the regulations on transfers in the General Data Protection Regulation and will sign the corresponding contracts of standard contractual clauses approved by the European Commission.

Are transfers of personal data carried out?

 The personal data of the persons concerned are subject to international transfer to third parties that are located outside the territory of the European Union, in countries that do not have legislation protecting personal data, given that UFV uses communication platforms both UFV’s own and those of third parties where UFV has an official profile (this is the case, without limitation, of the use by UFV of You Tube, Facebook, X, Instagram and Linkedin). However, the owners of these networks are adhered to the agreement of Data Privacy Framework. In addition, once the data are published on these platforms, the person concerned should be aware that, when the UFV profile where the audiovisual materials are published is open to the general public, there is a universal mass communication for all those who access the publication through the internet.

How long is personal data kept for?

In general, the personal data of the persons concerned will be kept for as long as the legitimate purposes and bases of the processing are maintained and for the legal periods for the fulfillment of obligations and attention of possible liabilities. In particular, when the purpose of the processing is to manage your registration in the conference, seminar, congress, or workshop as an attendee: as long as it is necessary to carry out such management. In the event that the university issues certificates for such activities, or if such activities are recognized by the students as complementary training activities, indefinitely: the data subject may always request such certificates. In relation to the speakers and communications presented at the conferences, seminars, congresses, or workshops, they will be kept indefinitely. When the purpose of the processing is to invite them to future activities organized by the UFV: as long as they do not revoke the consent given or do not object to the processing carried out. The data of the persons concerned processed through the authorized media and communication platforms will be retained, as long as the audiovisual material is published in the media and channels indicated and, in any case, as long as the related literary, artistic and scientific works or where the photographs and/or videos and/or video and audio recordings are embedded in accordance with the applicable intellectual property laws (including their renewal and extensions) and as long as UFV carries out its activity. At the end of these periods, the personal data will be kept for the period of time established in the regulations in force for the fulfillment of UFV’s legal obligations and responsibilities.

 What rights do the persons concerned have?

 The persons concerned may exercise the rights of access, rectification, deletion, limitation, opposition, portability and the right not to be subject to a decision based solely on automated processing, including profiling. In particular, persons attending an Event that is recorded or photographed as an audience have a right to object to the processing of their image, as well as students and teachers in cases where classes are recorded for teaching purposes. In addition, those whose data are processed for the purposes indicated in this policy with legal basis in their consent, have the right to withdraw consent/authorization for the processing of personal data, without affecting the lawfulness of the processing based on consent prior to its withdrawal and without prejudice to the provisions of Law 1/1982 of civil protection, right to honor, personal and family privacy and self-image regarding the right of revocation of the use of the image. Interested parties may exercise any of the above rights by means of a written request, indicating the right being exercised, addressed to the UFV at the following addresses: Postal: Ctra. M-515 Pozuelo-Majadahonda Km. 1.800, 28223 Pozuelo de Alarcón, Madrid. Electronic: dpd@ufv.es

Likewise, the interested parties have the right to file a complaint before the Supervisory Authority of the Spanish Data Protection Agency, C/ Jorge Juan, 6, 28001 Madrid, www.aepd.es, telephone: 900 293 183, in particular, when they consider that the exercise of any of their rights has not been satisfied. Prior to any claim and on a voluntary basis, interested parties may contact the Office of the Data Protection Delegate of the UFV at the following e-mail address: dpd@ufv.es. Likewise, interested parties who have expressed their consent to receive commercial communications from UFV or who have expressly authorized the sending of these mailings are informed that, under Articles 21 and 22 of the Law on Information Society Services and Electronic Commerce, they have the right to oppose the processing of their data for these purposes and the receipt of these commercial communications, as well as the right to revoke at any time the consent given for this purpose with the simple notification of their will. To this end, interested parties may request the cessation of sending communications through the valid e-mail address included in each communication, as well as by sending their request to the following e-mail address:

dpd@ufv.es

UFV will attend to their request, keeping the minimum data necessary to adopt the necessary measures to prevent the sending of such commercial communications.

Updating of this policy

UFV reserves the right to modify this Policy unilaterally, in whole or in part, in order to adapt it to new legislation, jurisprudential criteria, good practices in the sector, or changes in the processing of data, recommending that interested parties access the policy and proceed to read it periodically and in any case, having to do so each time they provide their personal data related to or in the context of the activities of UFV, being able to send any doubts to UFV through dpd@ufv.es