Privacy Policy
Introduction
This Privacy Policy explains how personal data collected through the Rhine River Basin Conference website is processed in connection with the organisation and delivery of the conference.
Deltares is committed to protecting your privacy and handling your personal data in accordance with the General Data Protection Regulation (GDPR) and applicable data protection laws.
By submitting information through this website, you acknowledge that your personal data will be processed as described in this Privacy Policy.
Data Controller
The data controller responsible for processing personal data collected through this website is:
Deltares
Boussinesqweg 1
2629 HV Delft
The Netherlands
For questions regarding this Privacy Policy or the processing of your personal data, please contact:
What Personal Data Do We Collect?
Expression of interest and abstract submission form
Through the conference website, interested participants may complete a Microsoft Forms form to:
Express interest in attending the conference;
Receive updates about the event and notification when registration opens;
Submit an abstract for consideration by the conference organisers.
Depending on the information provided, we may collect:
First name and surname;
Title/academic degree;
Email address;
Affiliation;
Country;
Status as early career scientist/expert;
Information about the conference contribution: title, abstract, co-authors, preferred form of presentation and related information;
Confirmation of interest in attending the conference and receiving event-related updates;
Any additional information voluntarily included in the submission.
Conference registration
Conference registration and ticket sales are managed through Eventbrite.
When registering for the conference, we may collect:
First name and surname;
Email address;
Affiliation;
Job title or position;
Title/academic degree;
Attendance preferences (including attendance on specific conference days);
Dietary requirements;
Accessibility requirements;
Any additional information necessary for participation in the conference.
Why Do We Process Your Data?
We process personal data for the following purposes:
Conference planning and administration
Managing expressions of interest;
Estimating participation levels and participant profiles;
Organising and administering the conference;
Managing registrations, attendance and event logistics;
Providing participants with information necessary for participation.
Abstract management
Receiving and reviewing submitted abstracts;
Communicating with authors regarding their submissions;
Supporting selection and programme development processes.
Conference communications
Where you express interest in attending the event, we may use your contact details to:
Notify you when registration opens;
Provide updates relating to the conference programme;
Share practical information regarding participation;
Communicate information directly related to the conference;
Communicate information about future editions of the conference and side-events to the conference.
Accessibility and participant support
Dietary requirements and accessibility needs are collected solely for the purpose of ensuring that participants can attend and participate in the conference safely, comfortably and on an equal basis.
Legal Basis for Processing
We process personal data on the following legal grounds:
Consent: where you voluntarily provide information through the expression of interest and abstract submission form and choose to receive conference-related communications;
Performance of a contract: where processing is necessary to administer your registration, ticket purchase and participation in the conference;
Legitimate interests: where processing is necessary for the effective planning, organisation and delivery of the conference.
Where processing is based on consent, you may withdraw your consent at any time by contacting us.
Sharing of Personal Data
Personal data will only be shared where necessary for the organisation and administration of the conference.
Data collected through the Microsoft Forms expression of interest and abstract submission form is collected by Deltares and may be shared with authorised conference organisers and reviewers involved in the evaluation of abstracts and preparation of the conference programme.
Deltares has appointed Schuttelaar & Partners (S&P) to support conference organisation, communications and logistical management. In this capacity, authorised S&P personnel may access relevant personal data solely for the purpose of carrying out these services on behalf of Deltares.
Registration data collected through Eventbrite may be shared with Deltares and authorised members of the conference organisation team where necessary for participant management, event delivery and related communications.
We do not sell personal data and do not share personal data with third parties for marketing purposes.
Third-Party Platforms
Microsoft Forms
The expression of interest and abstract submission form is hosted through Microsoft Forms. Information submitted through the form is processed and stored using Microsoft services in accordance with Microsoft’s applicable privacy and security policies.
Eventbrite
Conference registration and ticketing are administered through Eventbrite. When registering through Eventbrite, your personal data will also be processed by Eventbrite in accordance with its own Privacy Policy and Terms of Service.
Participants are encouraged to review the privacy information provided by these platforms before submitting personal information.
Photography and Video Recording
Please note that photographs, audio recordings and video recordings may be taken during the Rhine River Basin Conference.
These recordings may be used by Deltares and authorised conference partners for purposes including:
Reporting on the conference;
Conference communications and promotion;
Publication on conference websites;
Social media communications;
Newsletters, publications and other event-related materials;
Promotion of future editions of the conference and related activities.
Where feasible, photography and filming will focus on the overall event and audience participation rather than individual attendees.
If you do not wish to appear in photographs or video recordings, please inform a member of the conference organisation team upon arrival or contact us in advance at rhineriverbasinconference@deltares.nl. We will make reasonable efforts to accommodate such requests.
Where photographs, video recordings or interviews focus specifically on an identifiable individual for promotional purposes, additional consent may be requested where required by applicable law.
Special Categories of Personal Data
Some dietary requirements or accessibility requests may reveal information relating to health conditions or other sensitive personal circumstances.
Such information will only be collected where necessary to facilitate your participation in the conference and will be accessed only by individuals who require the information for organisational purposes.
We request that participants provide only the information necessary for accommodating their needs.
International Transfers
Some third-party service providers used in connection with the conference, including Eventbrite, may process personal data outside the European Economic Area (EEA).
Where personal data is transferred internationally, appropriate safeguards will be applied in accordance with applicable data protection legislation.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected.
Unless a longer retention period is required by law:
Expression of interest and abstract submission data will be retained for up to 12 months after the conference. However, where an individual has indicated that they wish to receive information about future editions of the Rhine River Basin Conference, Deltares may retain their name, title/academic degree, email address and organisation details for the purpose of providing information about future editions and related conference activities. Such information will be retained until consent is withdrawn, the individual objects to receiving further communications, requests deletion of their data, or Deltares determines that retention is no longer necessary for this purpose.
Conference registration and participant management data will be retained for up to 24 months after the conference for administrative, reporting and follow-up purposes;
Financial and transaction records associated with ticket purchases may be retained for longer where required by applicable accounting, taxation or legal obligations.
Following the expiry of the applicable retention period, personal data will be securely deleted or anonymised.
Your Rights
Subject to applicable data protection legislation, you have the right to:
Request access to your personal data;
Request correction of inaccurate or incomplete data;
Request deletion of your personal data;
Request restriction of processing;
Object to processing based on legitimate interests;
Withdraw consent at any time where consent is the legal basis for processing;
Request portability of your personal data where applicable;
Lodge a complaint with a competent supervisory authority.
To exercise any of these rights, please contact:
Contact
For questions about this Privacy Policy or requests concerning your personal data, please contact:
Deltares
FAQ
Find answers to the most commonly asked questions about conference registration, abstract submission, and attendance below. If you cannot find what you are looking for, please contact us.
Can I attend without presenting?
Can I join online?
What is the conference language?
When will I know whether my abstract is accepted?
Can I submit more than one abstract?
Will my work be published?
Do I need to register if my abstract is accepted?
What does the registration fee include?
Who can I contact with questions?