PwC Events

Collection of personal data 

Your personal data are collected directly from you when you visit the event page on our website and, if applicable, when you submit a registration form. The email address of the individuals and organisations invited to register are collected from you or is already available in our CRM. 

We will collect the following personal data fields provided by you in connection with your registration for and attendance at our events: 

• Name. 

• Job title and professional information. 

• Your organisation or educational institution (the latter for recruitment events). 

• Business contact information, including email address(es), work address, and telephone number(s). 

• Any dietary, accessibility or other requirements, where applicable. 

• Guest details, and 

• Other information specific to the event such as breakout session choices. 

We will use your personal data to manage registration, attendance and participation at our events and to ensure that any special requirements that you request are communicated to any relevant third-party providers, where required. 

We may take photographs in public areas at our events, and we may use these in our marketing materials. 

Special Aspects of Image Rights 

 During events or other seminars and training sessions organized by PwC Belgium’s photographers may be present to take non-targeted photos or videos reflecting the general atmosphere "in full view" of all participants and attendees. However, they may offer targeted photos or videos in which you are the main subject, either appearing alone, being in the foreground, posing, or being interviewed. Provided you do not object to being photographed or recorded in this manner, this will constitute your presumed consent to the taking of the photos and their publication on all internal PwC Belgium’s materials, on its website, or on any other media, including social media. Such pictures or footage can be: 

• video recording and web streaming of speakers participating in the event,  

• video recording and web streaming of participants attending the conference in person  

• video recording and web streaming, photographs and audio recording depicting persons participating in debate or panel sessions,  

• personal data contained in the relevant conference applications, including image and audio of participants.

Participants will be informed in advance if photos, videos, or audio recordings are planned during the event. Specific areas designated by PwC Belgium might be used for taking photos of participants (e.g. photo booth). For live streaming events, there will be a designated area generally out of the view of video recording equipment for participants who just want to watch the event. 

Use of personal data 

At events, we process your personal data for the following purposes: 

• to notify you of registration for the event (contact information, professional information, dietary preferences/restrictions) first and last name, e-mail address, your phone number, your organisational affiliation, your occupation. 

• to register you contact information in our CRM. 

• to manage your participation in the event, following your registration, and to include you on the list of participants which will be distributed at the event.   

• to contact you about practicalities relating to the event. 

• to share content from the event, including photos and videos taken by us in the conference area.  This can include photos and videos taken in designated areas such as the main conference hall and shared online through relevant video conferencing/live streaming tools, and shared via our official communication channels (PwC Belgium Website and PwC Belgium’s social media accounts such as YouTube, Facebook, Instagram, LinkedIn, and X) 

• to perform any event follow-up actions, such as distribution of reports,  

• to provide you information about similar events and potential interesting projects or initiatives. You can also opt-out for such emails in the respective communications you will receive regarding the event you participate in.  

• your personal data will be processed for the purpose of compiling aggregated statistics. 

• you can receive alerts regarding your registration. 

Lawful basis for processing 

Our lawful basis for this processing is our legitimate interests in organizing events, offering and promoting client and associated services, and performance of a contract, in order to make sure that your requirements are met when attending our events.  

Where your details are included on our customer relationship management system as a business contact, further information about our use of your personal data is set out in the Business Contacts section of our Privacy Statement. 

We also obtain your explicit consent when collecting and using any personal data which may relate to religious or philosophical beliefs or health data (such as dietary or accessibility requirements) where such data may be considered as special category data. 

Data Retention 

We do not retain your personal information longer than necessary for the purposes for which it was collected. However, we may keep your information for a longer period for statistical purposes with the appropriate safeguards in place (data aggregation). 

Your personal data submitted via the registration form will be retained for 2 years following the event or, at the latest, after the final follow-up action. 

Images, videos, and other audio-visual material acquired during the event may be kept for up to 4 years and will not be available on PwC Belgium's website after that period. However, once information, including personal data, is uploaded online, it can be used by third parties for their own purposes and on their own platforms, often without informing PwC Belgium. In such cases, despite any safeguards implemented, it may not be possible to ensure complete removal from the internet after the retention period has expired. 

If you wish photographs and video recordings of yourself to be removed from our website, social networks and archive, please send your request via the PwC privacy portal. 

When and how we share personal data and locations of processing 

We will only share personal data with others when we are legally permitted to do so. 

For certain events we may share/circulate participant lists amongst participants. In these cases, participants will be made aware in advance and given the opportunity to opt out if they prefer. Where we are co-hosting events, we may share your personal data with other organisations involved in the event. 

In connection with our events, we also share your personal data with third party service providers that provide services to us and process your information on our behalf for the purpose of providing and managing our events. These third parties are properly screened to ensure they handle your personal information securely and compliant with applicable data protection laws.   

We put in place measures to protect the confidentiality and security of your personal data, and to comply with our data protection, confidentiality and security standards. 

These may include guest check-in app providers, virtual event platform providers, event app providers 

If you have agreed to this, your contact information can be shared with the other participants to the event.  

The PwC Belgium organizing team will have access to personal data submitted via the registration form. Additionally, a limited number of PwC Belgium staff will have access, based on the need-to-know principle, to aggregated statistics regarding the registration website and the event.  

Images, videos or other audio-visual material acquired during the event may be published online through official communication channels of PwC Belgium (PwC Belgium's Website, and PwC Belgium’s social media accounts such as on YouTube, Facebook, Instagram, LinkedIn and X). 

Further details about the processors (such as IT service providers) used by PwC and locations of processing are provided here. 

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