We are excited to welcome you to our upcoming Tech in Motion event (hereinafter referred to as the “Event”) organised by Accesa IT Systems SRL (hereinafter referred to as “Accesa”) acting as Data Controller. 

 

Our event is designed to foster networking, share knowledge, and showcase our services. 

 

Registration and Acceptance 

 

Participation in our event requires a mandatory registration process on our dedicated webpage. During registration, you will be asked to accept our Event Terms & Conditions and this Privacy Policy, which is a prerequisite for obtaining your event entrance ticket. After registration, we will provide you with access to the Tech Conf App event portal to support your participation and event logistics. Your registration details and your acceptance of the Event Terms & Conditions and this Privacy Policy are recorded in our registration system and are used to set up and manage your access to the Tech Conf App. 

We encourage you to review as well our Accesa | Privacy Policy for a broader understanding of our data processing practices. 

 

Photography and Video Recording Notice 

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During our Event, Accesa will be capturing photos and videos. These visuals may feature attendees and be used on our website, social media platforms, newsletters, and other marketing channels. Our aim is to promote the event's highlights, our company's activities, and enhance our brand visibility. Accesa is committed to protecting the privacy and personal data of our Event’ participants.  We assure you that we take data protection seriously, and we are committed to complying with the General Data Protection Regulation (GDPR) and any other applicable data protection laws.  

This privacy notice explains how we collect, process, and store your personal data for the organization and management of the Event, including when we take photos and videos to showcase our Event and promote our brand and business. 

Accesa is the data controller for the personal data we process in connection with the Event. 

Our contact details are as follows: Romania, Cluj-Napoca, No. 12 Constanta Street; Email: optout.events@accesa.eu   

 

Data Processed, Purpose and Legal Ground 

 

We collect and process personal data that you provide when registering for the Event and when using the Tech Conf App event portal. This data includes your full name, business email address, company name and job title, and other contact details needed for event communications and logistics. Some data is generated when you use the Tech Conf App (for example access logs) and when your attendance is validated at the Event (for example ticket/QR code validation). 

Depending on your participant type and the options you select in the registration form, we may also collect and process travel and logistics information required to organise your participation and provide the requested arrangements, such as your city of travel, arrival and departure dates, arrival time, flight number or similar travel details, hotel name, pick-up location, requests for airport transfer or local event transportation, and your mobile number for driver or logistics coordination. Employees may also specify accommodation preferences, such as room-sharing arrangements. 

We use this information to organise and manage the Event, confirm your participation, and reserve your seat, enable your access to the Tech Conf App event portal (including issuing and validating your event ticket/QR code and providing event-related functionalities), communicate with you, and provide you with the best experience during the Event. Additionally, we process participation and attendance-related information for the Event monitoring purposes, internal planning, statistical analysis and keeping track of the Event attendance. 

We process your personal data to organise and manage the Event, based on the Event Terms & Conditions. This includes ensuring you can take part in the Event and handling related communications and logistics.For processing attendance monitoring, internal planning and statistics we rely on our legitimate interests in managing and improving the Event and keeping track of attendance. 

Where you voluntarily choose to inform us about dietary restrictions or food allergies, we will collect and process that information only via our registration process (not in the Tech Conf App) and only for catering and attendee safety during the Event, based on your consent. 

When you access and use the Tech Conf App, we also process technical data generated automatically by your use of the portal and by our security measures. This may include authentication and access identifiers (for example Entra ID/B2B guest identifiers and role/group assignments), session identifiers, IP address, device and browser information (for example user agent), and security/audit logs (for example login events, access control checks, admin actions, and rate limiting and abuse prevention logs). We use this technical data based on our legitimate interests to secure the portal, prevent fraud/abuse, and ensure service integrity. 

If you use the Event AI chatbot available in the Tech Conf App, we will process the content you choose to enter in the chatbot and the chatbot’s responses for the purpose of providing event-related information and support, based on the Event Terms & Conditions. Chatbot interactions are stored by Accesa for audit, dispute handling, and handling of data subject requests. 

The chatbot uses an OpenAI API model. Your chatbot input and the contextual information needed to answer your question are sent to OpenAI to generate the response. We aim to minimise what is sent and to use the chatbot only for Event-related questions. You should not include health information (for example allergies) or any personal data of other individuals, as well as any confidential information in the chatbot. 

We will also take photographs and videos at the Event for the purpose of promoting our brand and marketing our products and services. This means that we may capture your image or likeness, whether in live or in recorded video displays, photographs, pictures, and publicity materials, which can be published for commercial purposes by Accesa or its affiliates on its website, digital platforms, on social media, in its newsletter as well as on other promotional outlets.  

We believe this is necessary to ensure execution of the Terms & Conditions of the Event, as it allows us to showcase our Event and promote our brand and business. By attending this Event, you are acknowledging and confirming on the use of your image and likeness in these materials. 

Our legal ground for taking photographs and videos during the Event and using those images and recordings for the purposes described above (including publishing them for commercial, marketing and promotional purposes on Accesa channels) is the execution of the contract (Event Terms & Conditions), because these recordings and their use are part of the Event rules and participation conditions which you accept when registering and attending the Event. We ensure that the content used is proportionate and not intrusive. Where you exercise the opt-out option described below, Accesa will make reasonable efforts to avoid using your image in published promotional materials, subject to the practical limitations described in this Privacy Policy. 

 

Cookies and similar technologies 

Our Event website and Tech Conf App may use strictly necessary cookies for core functionality and security. Where we use non-essential cookies (for example analytics), we will provide a cookie notice and, where required, ask for your consent and allow you to manage your preferences. 

 

Data Sharing  

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We may share your personal data with third-party service providers who assist us in organising and managing the Event,  

including registration administration, attendee communications, event logistics, and operating the Tech Conf App event portal.  

This may include providers supporting our registration and attendee management processes, our identity and access management solution used to authenticate participants and manage access rights, and our hosting and technical support providers that operate the Tech Conf App and the Event-related infrastructure. 

If you use the AI chatbot available in the Tech Conf App, we will share the content you choose to enter into the chatbot with our AI service provider (acting as our processor) in order to generate the chatbot response. You should not include personal data of other individuals or any sensitive or confidential information in the chatbot. 

Where you request travel, transportation, accommodation or similar logistics support as part of the Event organisation, we may share the necessary details with relevant service providers involved in delivering those arrangements (for example hotels and transport providers), limited to what is required to provide the requested service. 

We may share the photographs and videos we take at the Event with third-party providers who process them on our behalf for marketing materials, such as graphic designers, social media management companies, and video production companies.  

We ensure that any third-party providers process personal data only on our documented instructions, only for the purposes described in this Privacy Policy, and under appropriate contractual confidentiality and data protection obligations, in line with the GDPR. 

 

International Data Transfers  

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We may need to transfer your personal data to recipients located outside the European Economic Area (EEA). Where this happens, Accesa applies safeguards required by the GDPR to ensure an equivalent level of protection. For the Event AI chatbot feature (available in the Tech Conf App), personal data included in the chatbot input may be transferred to our AI service provider in the United States for the purpose of generating the chatbot response, under the safeguards described below.  

If the European Commission has decided that a country ensures an adequate level of data protection (an “adequacy decision”), we may transfer personal data to that country without additional transfer safeguards. This includes transfers to United States organizations that are certified under the EU–U.S. Data Privacy Framework and listed as active participants. 

Where an adequacy decision does not apply (or where the recipient is not covered by it), we use appropriate safeguards, typically the European Commission Standard Contractual Clauses. We also apply additionaltechnical and organisational measures where needed (for example, access controls and encryption in transit). 

 

Public Accessibility 

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When we publish photos and videos from the Event on our website, on social media platforms, in newsletters, or in other promotional channels, the content becomes accessible on the internet and may be viewed worldwide. This means that images and videos in which participants may appear can be accessed from countries outside the European Economic Area (EEA), including countries that may not provide the same level of data protection as within the EEA. 

In these situations, international access is a consequence of making the content publicly available online. Accesa cannot control how third parties (for example, social media platform providers, website visitors, or other recipients) may further view, share, or store that content once it is published. When photos or videos are published on social media platforms, the platform provider (for example LinkedIn, Facebook, Instagram) will process that content under its own terms and privacy policy, as an independent controller. 

 

Accesa takes steps to minimise privacy impact by using only content that is relevant and appropriate for the purpose of promoting the Event and Accesa’s activities, and by avoiding the use of photos or videos that may be considered sensitive, inappropriate, or potentially harmful. We also apply internal controls on selection, review and publication of Event materials. However, it is important to understand that once photos and videos are published online, they may be accessed globally and may be further shared by others beyond Accesa’s control. 

By participating in the Event, you acknowledge the potential for worldwide access to published Event photos and videos. If you have concerns or you wish to opt out of having your image or likeness used in this manner, you may contact us at optout.events@accesa.eu. 

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Data Security and Retention  

 

We take the security of your personal data seriously and we apply appropriate technical and organisational measures to protect it against unauthorised access, accidental loss, alteration or disclosure. Access to participant data is limited to authorised staff and service providers who need it to organise and run the Event. We use access controls, encryption in transit, secure storage, and logging and monitoring measures to protect the systems supporting the registration process and the Tech Conf App. 

We retain personal data only for as long as necessary for the purposes described in this Privacy Policy and to meet legal, audit and accountability needs. The active processing of your data is limited to what is needed to organise and run the Event. However, Event-related personal data is retained (only safely stored) for at least 3 years after the Event for audit, dispute handling, and accountability purposes, and to protect, exercise, establish or defend Accesa’s rights in court or in relation to authorities, based on our legitimate interest. 

In practice, this means that registration, participation and attendance administration data and related Event communications are retained for a minimum of 3 years after the Event and then deleted or anonymised, unless a longer retention is required due to an ongoing dispute, complaint, investigation, or legal obligation. 

Travel, accommodation and transport logistics details are used primarily to arrange and deliver those services. Where possible, these details are minimised and are not used after the Event except to the extent they need to be retained within the 3-year accountability period described above or for resolving post-Event practical issues. 

Information about dietary restrictions or food allergies is used only for catering and attendee safety during the Event and is deleted as soon as possible after the Event, but no later than 60 days, unless a legal obligation or an active dispute requires longer retention. 

If you use the AI chatbot in the Tech Conf App, Accesa stores chatbot interactions in its secure environment and retains them for at least 3 years for audit, dispute handling, complaints and data subject requests. If the portal offers a ‘clear chat history’ function, this resets the conversation view for your session; Accesa may still retain chatbot logs in its secure environment for the retention period stated above for audit, dispute handling and data subject requests. OpenAI is not used for training Accesa’s prompts in this context. 

Photos and videos taken at the Event and used for promotional purposes may be retained for a longer period. We apply internal controls on selection and publication, and we respect opt-out requests as described in this Privacy Policy. 

After the relevant retention period ends, we securely delete or anonymise the personal data we hold. 

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OPT-OUT Option 

 

We respect your right to privacy and understand that some attendees may not want their photograph or video to be used for marketing, commercial, or promotional purposes. If you do not wish to have your photo or video used in this manner, please let us know by opting out.  

You can opt-out by sending an email to optout.events@accesa.eu with the subject line "Opt-out of photo/video use", preferably before the Event starts, or as soon as possible during the Event. We will make reasonable efforts to avoid including your image or likeness in photos or videos that we publish or use for marketing and brand promotion. 

 

Please note that we cannot guarantee full exclusion in all circumstances (for example, where you appear incidentally in background-crowd footage or group photos).  

We also may not be able to remove or delete content that has already been published or shared by third parties. Where the content is under Accesa’s control, we will take reasonable steps to remove it from our own channels once we receive and process your opt-out request. 

Where you opt out, we will treat this as an objection to the use of your image for promotional purposes and we will stop using your image in new promotional materials under Accesa’s control, subject to the practical limitations described. 

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Automated Decision and Profiling 

 

Accesa does not use automated decision-making (within the meaning of Article 22 GDPR) to make decisions about your event registration, eligibility, participation, access, or any similar matters that would have legal or similarly significant effects on you. 

Where the Tech Conf App includes an AI chatbot, it is used only to provide event-related information and assistance. The chatbot does not decide whether you can participate in the Event and it does not make decisions that produce legal or similarly significant effects. 

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Your Rights 

 

Under the GDPR, you have rights in relation to your personal data. These include the right to request access to your personal data, to request rectification (correction) if your data is inaccurate or incomplete, and to request erasure in certain situations. You also have the right to request restriction of processing, to object to processing carried out on the basis of legitimate interests, and, where applicable, to request data portability. 

If you voluntarily provided dietary restrictions or food allergy information, you have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal. 

When you use the Tech Conf App, including any AI chatbot feature, these rights also apply to the personal data processed in connection with your use of the portal and, where applicable, the stored chatbot interactions retained by Accesa for the purposes described in this Privacy Policy. 

You also have the right to lodge a complaint with a Supervisory Authority (in Romania ANSPDCP), if you believe that your personal data has been processed in violation of the GDPR. 

 

Detailed information on exercising these rights is available in Accesa | Privacy Policy. 

 

Contact Us  

 

For any questions regarding this Privacy Policy or our data processing practices in connection with the Event please reach out to us at:  

Event privacy contact optout.events@accesa.eu or directly to dpo@accesa.eu.  

 

 

​By registering for and attending our Event, you confirm that you have read and agreed with the Event’ Terms & Conditions and that you have read and understood this Privacy Policy regarding the processing of your personal data as described above.