The College of Europe (College) and the International Committee of the Red Cross (ICRC) (hereinafter “the organizers”) are committed to protect your privacy. This privacy notice explains why the organizers collect your personal data, which information the organizers have access to, how the organizers collect and disclose the data, and how the organizers protect your data. You will also find information on how to exercise your data subject’s rights.

1. Why do we collect your personal data?

The organizers collect your personal data to organise the yearly edition of the Bruges Colloquium, namely:

· To allow you to register as a participant;

· To allow you to contact the organizers;

· To ensure entrance permissions and access control;

· To be invited to the next edition of the Bruges Colloquium;

· To analyse web statistics and log files;

· To compute anonymous statistics.

Your personal data is not used in automatic profiling or decision-making.

2. What personal data do we collect and how?

2.1. Information you give us:

The organizers will obtain personal information from you, when you register on the website. They will ask you to provide your full name, email address, position/title, company/organization and dietary requirements*.

(*) The organizers will only process special categories of personal information about your dietary requirements in order to cater for your needs and to meet any other legal or regulatory obligations they may have.

2.2. Pictures and screenshots taken during the event:

Since 2021, the Bruges Colloquium is held in a hybrid format, both in onsite in Bruges and online. The organizers take both pictures and screenshots of the participants during the Bruges Colloquium and for the whole duration of it.

The pictures and screenshots, a copy of which will be archived by the ICRC delegation in Brussels, will be published on the website gallery of the Bruges Colloquium: [link]. They may be used to promote the Bruges Colloquium via the ICRC and the College social media accounts.

The screenshots and pictures are stored by the ICRC and the College as long as necessary to promote and keep memory of the different editions of the event.

You may object to being photographed during the Bruges Colloquium in the registration form or by informing the organizers by email beforehand or during the Bruges Colloquium. You may also ask for the organizers to remove the pictures or screenshots in which you appear from the website or social media at any time (contact details below).

2.3. Online platform during the event

You will be able to connect through Zoom (https://zoom.us). Zoom has its own privacy policy, which you can consult via the following link: https://explore.zoom.us/en/privacy/).

2.4. Audio recording:

The organizers will audio record the presentations and the ensuing discussions during the whole Colloquium, for the exclusive purpose of drafting the proceedings. 2.5. Video recording:

The organizers will video record the presentations and the ensuing discussions during the whole Colloquium. The video may be published on the website of the Colloquium after the event. You may object to being photographed during the Bruges Colloquium by informing the organizers by email beforehand or during the Bruges Colloquium. You may also ask for the organizers to videos in which you appear from the website or social media at any time (contact details below).

2.6. Information the organizers collect automatically:

The organizers may automatically collect non-personal information to help administer, protect, and improve our services. This information may be collected through the use of cookies*, as well as part of log files, analytics and web beacons. It may include your IP address, your operating system, your browser activity.

(*) Cookies are small text files that are placed on your computer and mobile devices by websites that you visit. The website use cookies for session management which are removed automatically after your visit.

You can control cookies through the browser settings. Consult the help function or the instructions of your internet browser for more information. You can also refuse to accept cookies but the access to the website may be limited or not function properly.

2.7. Links to third party websites:

The website of the Bruges Colloquium ([link]) provides links to social widgets, such as Twitter. The latter may not have the same privacy policies as ours. The organizers encourage you to review the privacy statements of any site you visit.

3. Who processes your personal data and to whom is it disclosed?

All personal data collected are internally processed only by designated College and ICRC staff members or agents, for the purposes of organising the Bruges Colloquium.

· The website of the Bruges Colloquium is hosted by all2all. all2all protects the confidentiality of users’ data and the network will not communicate any personal information about users or its services, with the exception of research that might take place to ensure unpaid debt or Belgian search warrants.

· The organizers may publish some of the pictures taken during the Bruges Colloquium on the Twitter accounts of the ICRC and/or the College.

· The organizers may disclose your data to third parties when they are legally obliged to comply with statutory obligations, such as court orders or to cooperate with authorities as the police.

The organizers will never sell your personal information.

4. How do we protect and safeguard your information?

The organizers take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up-to-date. The organizers have, for example, measures in place to protect against accidental loss and unauthorized access, use, destruction, or disclosure of data. The organizers’ servers are located in the Brussels area. 5. How long do we keep your data?

We will keep your data for one (1) year after the end of the yearly Bruges Colloquium, with the exception of:

· Pictures and screenshots published on the website, which are kept for as long as necessary to promote and keep memory of the Bruges Colloquium annual editions.

· Your name and company/organization will be published in the proceedings of the Bruges Colloquium.

6. How can you verify, modify or delete your personal data?

· You may ask the organizers to provide you with an overview of your personal data held by us.

· You may ask the organizers to consult, rectify, restrict and/or delete your personal data.

· To exercise your rights you may contact the organizers.The College and the ICRC are joint controllers- either in writing or by e-mail :

ICRC Delegation to the EU, NATO and Kingdom of Belgium

To the attention of the Chancellery Rue d’Arlon 80, 1040 Brussels Belgium

E-mail: bru_bruxelles@icrc.org bru_ihl_colloquium@icrc.org pwarnotte@icrc.org

College of Europe – Bruges Campus

Privacy Office Dijver 11, 8000 Bruges Belgium E-mail: privacy_office.be@coleurope.eu

7. Changes to our policy

The organizers may update this privacy policy, from one year to the next. The organizers encourage you to periodically check back so that you will always know which information they collect, how they use it and to whom they disclose it.

Current update: 24/10/2023