GDPR for Annual Event 2025

Rules of the Annual Event 2025 of the Interreg South Baltic Programme 2021-2027

§1

General provisions

The purpose of the Rules is to define the terms of participation in the Annual Event 2025 of the Interreg South Baltic Programme 2021-2027, hereinafter “Annual Event”, organised on 24-25 September 2025 in Rønne, in the Green Solution House hotel.
The Rules are addressed to all participants of the Annual Event. Each participant of the Annual Event is obliged to adhere to the provisions of these rules.
The Annual Event objectives are networking and integration, as well as to show how Interreg South Baltic projects are transforming the region.
The Rules are available in the Joint Secretariat of the Interreg South Baltic Programme, as well as on the organiser’s website: www.southbaltic.eu.
The organiser of the Annual Event is the Joint Secretariat of the Interreg South Baltic Programme 2021-2027 located in Gdańsk, Poland, Plac Porozumienia Gdańskiego 1, hereinafter “organiser”. The Joint Secretariat operate within the Center of European Projects located in Warsaw, Poland 180 Pulawska Street.
The Annual Event is an open event. Everyone can participate in it.
Persons under 18 years of age participate in the Annual Event only under parent’s or legal guardian’s care. The organisers accept no responsibility of persons under 18 years of age.
Participation in the Annual Event is free of charge.
Filling in and sending the registration form, as well as reading and accepting these Rules are obligatory to take part in the Annual Event. Registration forms can be sent until 05.09.2025. The number of places is limited.
The registration form mentioned in paragraph 1, point 9 contains the name and surname, an e-mail address, the name of the institution, the project title, dietary requirements, disability requirements, the consent to share personal data, as well as the project visit and the workshop choice.
Persons who reported their participation in the Annual Event according to the paragraph 1, point 9 and received confirmation by email, are called “Participants”.
A participant can resign from taking part in the Annual Event any time.

§2

Rules to respect during the Annual Event

The Annual Event will take place on 24-25 September 2025 in the , in the Green Solution House hotel in Rønne and has a form of an on-site conference with networking activities, project visits and workshops.
The agenda and other details of the Annual Event are available on the organiser’s website: www.southbaltic.eu. The organiser reserves the right to change the programme of the event.

§3

Processing of personal data

The administrator of data of participants of the Annual Event is the Center of European Projects (CPE) located in Warsaw, Poland, 180 Pulawska Street. In matters related to your data you can contact the Inspector of Data Protection electronically at the following e-mail address: iod@cpe.gov.pl or by post to the address given above.
Personal data are processed in accordance with the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation, GDPR) (OJ L 119, 4.5.2016, pp. 1–88). The legal basis are: Article 6 (1) point b (accepting the Rules) and point c (processing date for the purpose of legal obligations on the administrator) and point f (the legitimate interest of the Administrator consisting in photographic and video documentation of Annual Event) of the GDPR.
The Annual Event will be photographed and captured in a video material to carry out promotional activities. Photos and the video can be used and disseminated through the Programme’s paper publications, website or social networks, multimedia presentations of the Programme made as part of promotional and archiving activities of the Interreg South Baltic Programme 2021-2027.

Personal data of the participants will be processed for the purpose of organising or promoting the Annual Event. The personal data of the participants will be processed by trained and authorised employees of the administrator. They can also be made available to recipients authorised under the applicable law (e.g. control authorities).

Personal data of the participants (name, surname, e-mail) will be shared among other participants of the event if the participant gives his/her consent within the registration.

Personal data will be stored for a period of five years, starting from the end date of Technical Assistance settlement within the Interreg South Baltic Programme.

Each participant has the right to access his/her personal data, request to revise it, remove or limit the scope of processing, to object to processing of your personal data, to transfer your personal data. To execute your rights, please contact Inspector of Data Protection personally or by e-mail given in paragraph 3, point 1.
Each participant has the right to lodge a complaint to the President of the Office for Personal Data Protection when he/she finds a violation in the processing of your personal data.
Personal data will not be transferred outside the European Economic Area. The data is not subject to the process of automated decision making or profiling.

§4

Final provisions