PRIVACY NOTICE

PRIVACY NOTICE 

Based on the provisions of Article 17 of the International Covenant on Civil and Political Rights, Article 11 of the American Convention on Human Rights, Convention 108 of the Council of Europe, as well as Directive 95/46/EC of the European Union, Latin Vegan Summit known as Encuentro por los Animales (EXA) is responsible for the use and protection of your personal data, and in this regard informs you as follows:

We are concerned about the security of the personal data you provide us, so we share this Privacy Notice to inform you about the practices and principles we follow for the treatment of your personal data, whether you are an attendee, speaker, exhibitor, intern, or volunteer.

1. Principles

Lawfulness: Encuentro por los Animales (EXA) is committed to processing personal data following the powers conferred under Article 17 of the International Covenant on Civil and Political Rights, Article 11 of the American Convention on Human Rights, Convention 108 of the Council of Europe, and Directive 95/46/EC of the European Union.

1.2. Consent: Following Encuentro por los Animales (EXA), we must ask the attendees, speakers, exhibitors, scholarship holders, and volunteers for authorization or consent to process their data.

1.3. Loyalty: In Encuentro por los Animales (EXA), we will never obtain the personal data of our attendees, speakers, exhibitors, scholarship holders, and volunteers through deceitful and/or fraudulent means because we privilege their protection and security.

1.4. Proportionality: We will only process the personal data of the attendees, speakers, exhibitors, scholarship holders, and volunteers required to carry out the congresses. This data will be processed for a lawful and legitimate purpose that justifies the processing, which will be necessary, appropriate, and relevant.

1.5. Purpose: Consistent that all processing of personal data in Encuentro por los Animales (EXA) will be justified by specific, lawful, explicit and legitimate purposes, being accurate, complete, relevant, correct and updated.

1.6. Responsibility: This refers to our commitment to adopt protection and security mechanisms regarding the processing of personal data of our attendees, speakers, exhibitors, scholarship holders, and volunteers.

2. Purposes of collecting personal data 

In Encuentro por los Animales (EXA), we obtain and process the personal data of attendees, speakers, exhibitors, scholarship holders, and volunteers to carry out our activities in favour of animal rights, always aligned with our mission and values.

The specific purposes for which we use personal data include:

1. Congress management: Coordinate the participation of attendees, speakers, exhibitors, scholarship holders, and volunteers in our congresses, including the planning, organization, and execution of the congresses.
2. Communication and coordination: To maintain constant and fluid communication with the attendees, speakers, exhibitors, scholarship holders, and volunteers regarding activities, updates, and events related to the organization.
3. Training and education: Our congresses are designed to offer valuable tools and information so that attendees, speakers, exhibitors, scholarship holders, and volunteers can strengthen their capacity to defend animal rights and promote education and awareness about the ethical treatment of animals.
4. Fulfillment of fiscal and administrative obligations: To comply with the budgetary and administrative obligations related to the volunteer program, scholarships and lecture, as well as to manage the participation records of the attendees and exhibitors.

 

3. Rights of attendees, speakers, exhibitors, scholarship recipients or volunteers

In Encuentro por los Animales (EXA) both, the attendees, speakers, exhibitors, scholarship holders and volunteers are entitled to:

3.1. Access to your personal data: It is your right to request access to the personal data you have provided through your registration, payment, scholarship or per diem by sending an email to the address contacto@encuentroanimal.org, which will be provided within five working days.

3.2. Rectification of your personal data: Attendees, speakers, exhibitors, scholarship holders, and volunteers may request that we correct their personal data when it is inaccurate, incomplete, or outdated by sending an email to contacto@encuentroanimal.org. This email will be answered within 5 working days.

3.3. Cancellation of your personal data: The owner of the personal data, whether an attendee, speaker, exhibitor, intern or volunteer, may request through an email sent to the address contacto@encuentroanimal.org that your data be deleted or removed from our database and registration, leading to stop giving them treatment. However, if the personal data to be cancelled hinders and/or prevents its purpose, the following will proceed:

3.3.1. Attendees: If the cancellation of the personal data of any attendee is requested and these are essential for the organization and participation in the event, only those data strictly necessary for such purpose will be retained. However, if total deletion of the data is required, the data will be deleted before or during the congress. Depending on the nature of the data deleted, this deletion may imply the impossibility of participating in certain activities or the event as a whole.

3.3.2. Speakers:

If the personal data of any speaker is requested to be cancelled, and these are extremely necessary for the organization and participation in the event, only the personal data indispensable for its purpose will prevail. However, if total cancellation is required prior to or during the congress days, they will be deleted prior to payment for damages caused by reason of non-attendance or non-fulfillment of their activities.

3.3.3. Exhibitors:

The personal data requested for the validation and follow-up of the participation of exhibitors who represent another organization and who may exhibit and sell products will be kept only if strictly necessary to comply with the obligations established for their participation. If the data requires cancellation by any exhibitor, it may affect the possibility of accessing the assigned space or participating in the sales exhibition activities.

3.3.4. Scholarship Holders: If the personal data requested is strictly necessary for the validation or follow-up of the purpose of a scholarship, only the essential data for the fulfillment of these obligations previously agreed shall be kept, eliminating all other data that is not essential for its purpose. It should be noted that this cancellation may imply the impossibility of participating in certain activities or the event as a whole, depending on the nature of the data deleted, as well as the possibility of cancellation of your scholarship; if you have already received the corresponding support while the congress is in progress, you will be asked to reimburse the same or the part corresponding to your absence.

3.3.5. Volunteers:

If the cancellation of your data prevents the management of your participation in the congress in which you were already registered, the necessary data required for the follow-up in the congress will be kept, deleting the non-essential data. However, if the volunteer disagrees and requires the deletion of all personal data, all personal data will be deleted without exception; however, if requested before or on the day(s) of the congress, he/she will not be able to continue participating in the activities.

3.4. Opposition:

Attendees, speakers, exhibitors, scholarship holders, or volunteers can ask us to refrain from using their personal data for certain purposes or to request that such data be terminated to avoid damage or affectation to their person. They should email contacto@encuentroanimal.org, and they will receive a response within five working days.

4. How we collect personal data 

In Encuentro por los Animales (EXA), we obtain your personal data, whether you are an attendee, speaker, exhibitor, intern, or volunteer, through the website https://encuentroporlosanimales.org/, our email contacto@encuentroanimal.org, or Google forms containing a link to this Privacy Notice sent through an email with the ending @encuentroanimal.org or through our Instagram account @encuentroxlosanimales https://encuentroporlosanimales.org/, de nuestro correo electrónico contacto@encuentroanimal.org o mediante formularios de Google que contenga enlace a este Aviso de Privacidad y que sea enviado a través de un correo electrónico con la terminación @encuentroanimal.org o por nuestro cuenta de Instagram @encuentroxlosanimales

5. Consent and authorization

We ask you to read this Notice in detail and carefully since by registering as an attendee, speaker, exhibitor, intern or volunteer, you give us your consent and authorization for the proper treatment of your personal data, specifically in compliance with the international standards and regulations contained in Article 17 of the International Covenant on Civil and Political Rights, Article 11 of the American Convention on Human Rights, Convention 108 of the Council of Europe and Directive 95/46/EC of the European Union. We appreciate your trust and are committed to handling your information responsibly and transparently.

Agradecemos tu confianza y nos comprometemos a manejar tu información con total responsabilidad y transparencia.

6. Confidentiality

In Encuentro por los Animales (EXA), we are committed to treating the personal data and information you provide us with the highest level of confidentiality, whether you are an attendee, speaker, exhibitor, scholarship holder or volunteer in our conferences, which will be handled by authorized personnel within our organization.

7. Personal data management policy 

In Encuentro por los Animales (EXA) we are committed to manage your personal data, whether you are an attendee, speaker, speaker, exhibitor, grantee or volunteer in a responsible and ethical manner and in accordance with international standards contained in Article 17 of the International Covenant on Civil and Political Rights, Article 11 of the American Convention on Human Rights, Convention 108 of the Council of Europe and Directive 95/46/EC of the European Union. Our data management policy is designed to ensure that your information is treated securely, confidentially and in accordance with the following principles:

1. Transparency: this Privacy Notice informs you about the purpose and the way in which we collect, use and protect your personal data. Likewise, we will not collect more data than necessary to comply with the operation of our organization and congresses.
2. Responsible collection and use: As mentioned above, we will only collect the data necessary for specific purposes of our organization, such as managing volunteering, sending information related to our congresses, sending financial information for payments and scholarships. We will never use your data for unauthorized purposes.
3. Access, rectification, cancellation and opposition: any of our attendees, speakers, exhibitors, scholarship holders or volunteers can request access, rectification or cancellation of their personal data provided during their registration, payment, scholarship or per diem.
4. Security and protection: The privacy of our attendees, speakers, exhibitors, scholarship holders or volunteers is a priority at Encuentro por los Animales (EXA), we take all necessary precautions to ensure that your personal data is treated securely and in accordance with the above mentioned regulations.
5. Minimum Retention: The data you provide to us will be kept only as long as necessary to fulfill the purposes for which they were collected. Once they are no longer needed, they will be securely deleted.

8. Security Breaches

Security breaches occurring at any stage of the processing that affect the economic and moral rights of any attendee, speaker, exhibitor, scholarship holder or volunteer will be immediately reported by us to take the corresponding measures to defend their rights.

If such a violation occurs, in Encounter for the Animals (EXA), we commit to inform the attendee, speaker, exhibitor, scholarship holder or volunteer of the following: 

I. The nature of the incident. 

II. The personal data involved. 

III. We recommend the measures we believe appropriate to protect your interests. 

IV. The immediate corrective actions taken by us. 

V. How can you obtain further information?