1. Introduction
You are about to register to participate in the Eleventh EDCTP Forum: Partnering for Global Health Research Innovation and Impact in Africa – Celebrating EDCTP: two decades and beyond, which will take place in Paris, France from 7-10 November 2023. It will be hybrid event, and as such it will be possible to attend in-person in Paris and virtually (on-line). 
This event is organised by the European & Developing Countries Clinical Trials Partnership (EDCTP) and will be hosted by the Ministry of Higher Education and Research of France and ANRS | Emerging Infectious Diseases.  
EDCTP will have to collect and process certain personal data in order to be able to organise this event. This data protection statement aims to further clarify the data processing taking place in relation to the organization of the EDCTP Forum as well as your rights, and should be read together with the EDCTP Privacy Policy.
We are committed to protecting your personal data. Please find below some of the data processing arrangements.

2. Processing grounds
We make every effort to ensure that our processing of personal data is lawful. We process personal data for the organisation of the Eleventh EDCTP Forum on the following grounds:

·       Consent: Processing is based on consent you have given to us;

·       Performance of a contract: Processing is necessary for the performance of a contract;

·       Compliance with our legal obligations: Processing is necessary for compliance with EU rules, Dutch law and other legal obligations;

3. Which data do we collect and process?
EDCTP will collect most personal data required for your participation in the EDCTP Forum as part of the registration process. If you will attend the Forum in-person, some additional information will be requested and it may be necessary for EDCTP to share your information with additional organizations and service providers, which will assist with the organization on-site. Please find further details below.

3.1 Registration
In order to register for the EDCTP Forum, regardless of whether you would like to participate in-person or virtually, you will first have to create an account on the EDCTP Forum website supported by EventsAIR, the company providing our events management system. You are required to provide an email address (as well as a password) for this purpose.

After having created an account, the next step in the registration process will be to indicate whether you will attend in-person in Paris or whether you will attend virtually. 

In both situations the following personal data will be collected as part of the registration process:

·       Title

·       First name 

·       Last name

·       Organization

·       Email

·       Telephone number

·       Country

In addition to this required information, you are requested to provide some additional information (on a voluntary basis), which may be used for reporting purposes and to send you specific information on events (e.g. if you indicate that you are an EDCTP fellow you will receive information about the Fellows day). Finally, you are at this stage requested to indicate whether you agree to share your email address with other Forum participants.

If you are a paying participant in the EDCTP Forum, some personal data will be shared with Worldline, the company handling the payments. If you have selected that you are a student and eligible for the reduced fee, you will be requested to provide proof of your student status.

If you have indicated that you will attend the EDCTP Forum in-person, you will as part of the registration process be requested to indicate whether you would like to attend the Conference dinner. If yes, you will be required to provide your first and last name as well as your email. This information may be shared the events management company and the restaurant [tbc].

3.2 Virtual participation at the EDCTP Forum
In principle, no additional personal data will be collected in relation to virtual participants. Virtual delegates will be able to participate using the EventsAIR app or web based system (and personal data will be shared with EventsAIR for this purpose). It is important to note that depending on the settings chosen by the participant, personal data may be visible to other participants.   

3.3 In-person participation at the EDCTP Forum 
In principle, no additional personal data will be collected in relation to participants present at the EDCTP Forum in Paris. It is important to note that if you participate in-person in Paris that we may need to share some personal data with (representatives from) the French Ministry of Higher Education and Research of France and ANRS | Emerging Infectious Diseases, the hosts of the event in France, the Palais dès Congres (the venue) and our event management company, as they will assist with the organisation of the Forum on-site. Furthermore, EDCTP may need to share your contact details with French authorities and the venue for security purposes. 
Finally, if you attend the Forum, please note that photographers may take pictures during the event. These photographs may be used for publication on the Forum blog/website, EDCTP social media channels, and any other EDCTP publications. Moreover, sessions will be recorded for the virtual delegates – and also for use on the EDCTP and Forum website. Afterwards these videos may be made available via Vimeo and/or YouTube and other channels. Should you object to appearing in a picture and/or video, please inform EDCTP at forum@edctp.org. 

4. Who will have access to your data?
All the data received will be collected by EDCTP staff members. As set out above, personal data may be shared with:

·       EventsAIR (the company providing the event management software)

·       Wordline (the company handling the on-line payments)

·       The French Ministry of Higher Education and ANRS (the hosts)

·       The event management company [tbc]

In addition to this, personal data may be shared with:

·       Other service providers and individuals that may be involved with the organisation of the Forum

·       The European Commission (for reporting purposes)

·       External auditors

·       EDCTP constituency bodies

5. How long do we keep your personal data?
The personal data collected during the registration process will be kept for a period of five years after the final payment of the balance. 

6. Your rights 
In accordance with Regulation (EU) 2016/679 (GDPR) and Regulation (EU) 2018/1725, you have the following rights:

·       Right of access
You have a right of access to your personal data; you can request us at any time to give you access to your personal data. 

·       Right of rectification
You have the right to request us to rectify any errors in your personal data.

·       Right to erasure
You have the right to request us to delete your personal data if the continued processing of those data is not justified.

·       Right to restriction of processing
You have the right to restrict us from processing your personal data at any time unless the processing is lawful. 

·       Right to object

You have the right to object at any time to processing of your personal data if the processing of your personal data is based on ‘legitimate interest’ you may have the right to object. Where processing of personal data is based on ‘consent,’ you have the right to withdraw your consent at any time.
You can exercise your rights by contacting the EDCTP data controller for this event at: forum@edctp.org

7. Further information
For further information on how EDCTP generally protects your personal data, please see the EDCTP Privacy Policy. If you have any comments, questions, concerns, or a complaint regarding the way EDCTP collects, holds or processes your personal data in relation to the organization of the Eleventh EDCTP Forum, please send an email to: forum@edctp.org