Trondheim Tech Port (hereinafter “Trondheim Tech Port”, “we” or “us”) is a Norwegian member-based organisation whose main activity is increasing Norway’s innovation power through closer collaboration. The target groups for our work are: founders, public sector, capital, technology businesses, and research actors. We aim to facilitate the unlocking of more innovation potential within ou four thematic areas of interest: digitalisation, ocean, health and energy. This is achieved by involving innovation actors, building networks, carrying out projects, events and communication activities.
Trondheim Tech Port acts as the data controller for any processing of personal data in connection with providing you with information and offering you services on our website trondheimtechport.no (hereinafter the “Services”). Further, Trondheim Tech Port acts as the data controller for processing of personal data in connection with an existing or potential contract with you.
2 When, why and what type of data do we collect?
In general, we collect and process your data to be able to provide you with our Services or to fulfil or be able to enter into a contract with you, including as required by legal obligations. When you use our webpage, register for or purchase tickets to one of our events, subscribe to our newsletter, fill out voluntary forms issued by us, or attend an event as a speaker, moderator, or host, we process the following personal data:
- IP address, and information regarding your visit;
- Any comments left in the contact form as a visitor;
- Contact information (such as name, address, phone number, and e-mail);
- Payment details and purchase history;
- Education or work place, including position, name of company and sector;
- Communication with us;
- Any information regarding personal preferences that you choose to share with us;
- Information regarding any event you have signed up for, or attend as a speaker,
moderator or host, as well as any special agreements made with us in relation to the event.
We collect and process this personal data to be able to fulfil contractual obligations (ref. GDPR art. 6(1) letter b), to uphold our legitimate interest in providing you with the best experience possible in relation to our webpage information and provided Services, and to uphold our legitimate interest in processing any legal claims (ref. GDPR art. 6(1) letter f), as well as for compliance with our legal obligations (ref. GDPR art. 6(1) letter c).
We do in general not process any special categories of personal data about you, such as sexual orientation or health data. Further, we do only process your personal data to the extent that it is necessary for the performance of our Services or any other contractual obligations, including as required by legal obligations or for pursuing our legitimate interests.
Below we have listed all the specific ways to collect data from you and what categories of data we typically process, as well as the legal bases for such processing.
We collect certain information from your computer or internet connection when you visit our website and use our digital services, such as your IP-address, date and time of your visit, duration of your visit, content of your request (such as the specific site/page you visit), the website you were referred from, which pages you visit on our website, your internet service provider, your browser type and version, as well as your operating system.
We collect this information to uphold our legitimate interests in being able to display our website to you, measuring and improving the performance of our digital channels, as well as marketing our products and services (ref. GDPR art. 6(1) letter f).
2.3 Creating an account and purchasing a ticket
When you register for or purchase tickets to our events, we will collect personal data about you. We will also collect personal data about you if you create an account in our ticket system. Such personal data includes your name, address, phone number, e-mail, your education or workplace, your position/title/role, name of the company, the sector in which the company operates, payment information, purchase history, communication with us, information regarding events you have attended, as well as any other personal information you choose to provide us with.
We process this personal data to be able to provide you with the contractual service (ref. GDPR art. 6(1) letter b), and to uphold our legitimate interest in providing you with the best experience possible in relation to our Services, for statistical reasons, and to print badges for the events (ref. GDPR art. 6(1) letter f). In some cases, we are also compelled to process your personal data for compliance with a legal obligation, such as compliance with the Norwegian Bookkeeping Act (ref. GDPR art. 6(1) letter c), or to uphold our legitimate interest in processing any legal claim (ref. GDPR art. 6(1) letter f).
2.4 Attending an event as speaker, moderator or host
When you attend one of our events without having to register for the event or purchase a ticket, we will collect personal data about you. This group typically includes speakers, moderators or hosts at the event. Such personal data includes name, e-mail, phone number, address, your position/title/role, your education or work place, financial information, information on the agreed services and any special agreements with you, communication with us, as well as any other personal information you choose to provide us.
We process this personal data to be able to provide you with the contractual service (ref. GDPR art. 6(1) letter b), to fulfil our legal obligations (ref. GDPR art. 6(1) letter c), and to uphold our legitimate interest in providing you with the best experience possible in relation to our services (ref. GDPR art. 6(1) letter f).
2.5 Contact form
You may wish to contact us with questions or requests. When you contact us, either by filling out our contact form or by other means, you may provide us with information about yourself or your company. Upon doing so, we collect the information provided by you, such as: name, e-mail, phone number, company information, your location, as well as any other information that you enter into the form.
We collect this information to be able to carry out our contract with you (ref. GDPR art. 6(1) letter b) or to uphold the legitimate interest we have in replying to your requests or questions (GDPR art. 6(1) letter f).
If you subscribe to our newsletter, we collect your name and e-mail address. If you have registered for or purchased a ticket through our website, we may also send you any necessary information even though you do not expressly subscribe to our newsletter.
The legal basis for sending such e-mails to our customers is to uphold our legitimate interest in following up our customers by providing relevant news and relevant information about our services (ref. GDPR art. 6(1) letter f, see also the Norwegian Marketing Act art. 15(3)). If you are not an existing customer or user, the legal basis for sending such e-mails would be your express consent (ref. GDPR art. 6(1) letter a).
Anyone receiving the information items above can easily opt out using the link included in our e-mails.
2.7 Applying for a position with us
You are welcome to apply for a position with us. If you decide to do so, we will ask you to provide certain categories of personal data:
- Basic information: e.g. name, date of birth and nationality;
- Contact information: e.g. your address, e-mail and phone number;
- Qualifications: e.g. your CV, application, diplomas and transcripts of records,
language knowledge, courses, certifications and any other information you
provide us with in your application or interviews with us;
- Background information: e.g. information provided to us by your references, which
we either collect through official sources or through references you provide us
- Our assessments: i.e. assessments and comments we make in relation to our
internal assessment of your application.
You provide us with such personal information, as well as any other information that you might choose to share with us in this respect, on a voluntary basis. We will collect and process this information in order to respond to your application and to consider whether to enter into an employment contract with you (ref. GDPR art. 6(1) letter b). We will delete the information related to your application as soon as it is no longer relevant for this purpose.
2.8 Visits to our social media pages
Video footages and photos might be taken during our events, which may or may not include your image. Please note that such video footages and photos aim to report the specific event or situation, rather than portrait any individuals. We collect and process this information to uphold our legitimate interest in promoting Trondheim Tech Port and our legitimate interest in archival purposes (ref. GDPR art. 6(1) letter f).
Please be advised that by participating in events hosted by Trondheim Tech Port, you agree to allow Trondheim Tech Port to use the images in print, digital or web-based formats for promotional and archival purposes. The images and videos will only be used by Trondheim Tech Port.
If you do not wish to have us using or storing your image, please contact Trondheim Tech Port at email@example.com or through any of our social media channels (Facebook, Twitter, Instagram and LinkedIn).
3 Do we share your personal data with third parties?
We will not share your personal data with others unless you either give us your consent to do so (ref. GDRP art. 6(1) letter a), or if we have legal basis to share your data, e.g. if it is necessary to provide you with a contractual service (ref. GDPR art. 6(1) letter b), if we are required by law to disclose your personal data (ref. GDPR art. 6(1) letter c), or it can be justified on the basis of our legitimate interest in doing so (ref. GDPR art. 6(1) letter f).
If you hold an account, purchase or register for a ticket through our ticket system, or if you are attending an event as a speaker, moderator or host, we share required personal data with our ticketing and registration platform, Hoopla, as well as Klarna as our payment gateway through Hoopla. We also share required personal data about ticket-holders and attendees with the platform Google Drive.
If you subscribe to our newsletter, we share required information with our provider Mailchimp.
When we use third party sub-contractors or service providers in order to provide our services, we will take appropriate legal precautions and corresponding technical and organisational measures in order to ensure that your personal data is protected in accordance with applicable data protection law. Our service providers may be based in locations all over the world. This means that your personal data may be transferred outside the EU/EEA. If that is the case, we will implement appropriate security measures to protect your data such as agreements with EU standard contractual clauses.
4 How do we protect your personal data?
Both our data processors and we have implemented appropriate technical and organizational measures to ensure a sufficient level of security when processing your personal data and to prevent loss or unlawful processing. Such measures are, for example, internal routines, data processing agreements and IT-security procedures to verify access rights. We will also carry out data protection impact assessments when it is likely that processing your data may result in a high risk with respect to your rights and freedoms in relation to your personal data.
We also use Google Analytics (hereinafter the “Statistical Platform”) for statistical purposes. Google Analytics set cookies to evaluate your use of the website, and create reports on website activity for us.
This information can be provided to third parties when the Statistical Platform is legally required to do so, or to the extent that third parties process data. We do not have influence over this, nor do we allow the statistical platforms to use this data for other services provided.
We use necessary cookies in order to uphold our legitimate interest in providing you with a functional webpage (ref. GDPR art. 6(1) letter f). For all other cookies we ask for your explicit consent (ref. GDPR art. 6(1) letter a).
5.2 What is the information used for?
The information we collect is used primarily to bill tickets, but also to record statistics of participants of the conferences; such as where participants come from geographically, what industry they belong to, what professional position they have, etc. This is to get better acquainted with our audience and enable us to facilitate a tailored program for future conferences.
Trondheim Tech Port also uses your data for research and analysis to better our services and our website (including marketing), on the basis of GDPR art. 6(1) letter f).
5.3 Who is the information shared with?
Personal information is collected by our ticket order service and shared with our subcontractors and accountant, who also act in accordance with new privacy rules and regulations.
5.4 YouTube video
6 What are you rights?
You have several rights under the applicable data protection regulations. We have provided a list of the rights you can exercise in your relationship with us as a data controller below. If you wish to exercise your rights, please contact us and we will respond to your inquiry as soon as possible, but no later than a month after the receipt of your enquiry.
- Access: You have a general right of access to the personal data we have registered about you.
- Rectification and erasure: You have a general right to request that we should rectify any incorrect personal data about you and erase personal data about you. Please note that personal data that is essential to the customer relationship with us cannot be deleted, unless you also explicitly request termination of the customer relationship with us.
- Restriction: You have a general right to ask us to stop (“freeze”) the processing of your personal data, e.g. where you are of the opinion that we process personal data about you illegally and you do not wish us to erase these data pursuant to our routines for such erasure until the matter has been clarified.
- Data portability: You have a general right to request transfer of your personal data in a common, machine-readable format.
- Objection: You have a general right to object to our processing of personal data about you if this is justified by special circumstances on your part.
- Right to appeal: If you do not agree with the way in which we process your personal data, you may submit an appeal to the Norwegian Data Protection Authority (Datatilsynet). We ask that you contact us beforehand, so that we may clarify any misunderstandings.
- Withdraw your consent: If our processing of personal data is based on your consent, you have the right to withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
7 How long do we store your data?
8 Do we keep this policy up to date?
9 How can you contact us?
Please contact us if you have any questions or comments or if you wish to exercise your rights. Our contact details are:
Olav Tryggvasons gate 2B, 7011 Trondheim