Protection of personal data

The following information relates to the protection of your personal data.  This is the data that allows you to be identified, directly or indirectly, such as your first name, surname, e-mail address and IP address.

Personal data is collected when:

• You browse the pages of the World Cocoa Conference 2024 website. In your browser, those pages begin either with https://www.worldcocoaconference.org or, for the registration form, with https://destree.eventsair.com/cocoa2024.  When a link takes you to another website, a portal site, an online application or a social network, you must check the terms and conditions for the processing of personal data used by those responsible for those services;
• You contact us. Your personal data is protected in accordance with:
  • European Regulation 2016/679 of the European Parliament and the European Council of 27 April 2016 (entered into force on 25 May 2018) on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (GDPR);
  •  
  • The Data Protection Law of 30 July 2018 on the protection of natural persons with regard to the processing of personal data.

The data controller is the Federal Public Service Foreign Affairs, Foreign Trade and Development Cooperation.

A data processor, Destrée Organisation, has been appointed to develop and manage the website and to manage the registration process.

This data processing is governed by a data processing agreement as required by the GDPR.

1. Legal bases and purposes of the processing operations

The legal bases of the processing operations are the following:

• For the organisation of the conference: performance of a task carried out in the public interest;
• For taking photos/videos, re-using them, sharing the list of participants for networking purposes and transferring the list of participants to the International CoCoa Organization (ICCO) for future events: consent.

Personal data is collected and processed with the aim to:

• Help us to organise the conference as effectively as possible
• Manage logistical issues
• Enable participants to network via the conference application
• Take photos/videos during the conference and re-use them for communication and/or promotion
• Build up a database that can be used by the International CoCoa Organization (ICCO) for other similar events
• Permit access to the conference
• Enable invoicing

Data is also collected and processed anonymously:

• For statistical and qualitative purpose, with the aim of improving our services
• To provide you with an answer in your language

If your request for information or a service is intended for another department we will provide you with the correct information for that department and you then have the choice of whether or not to contact them.

2. Processed data

In the table below, the situations show how personal data is collected and processed automatically.

The other personal data that may be processed is listed in the data processing register.

Data that is not of a personal nature is automatically collected without linking it to your IP address and therefore with respect for your privacy.  It is used to generate statistics and to improve the content of the portal site:

• Language selection
• Search engine used
• Keywords used
• The website from which you came
• The pages you viewed
• The duration of each page viewed
• The list of files downloaded
• The access date and time
• The browser used
• The platform and/or operating system installed on your computer
• …

3. Use of cookies

A cookie is a small text file that can be stored on your computer when you visit websites.

The conference website and the registration forms use only essential and functional cookies necessary for their proper functioning. The cookies policy can be found here.

4. Storage duration

The storage duration of:

• Your IP address is 12 months;
• The exchanges through the contact form and through e-mail is 1 month;
• The conference registration data is 2 years.

In exceptional cases, such as in the context of legal proceedings, your personal data may be stored for a longer period.

5. Security

Destrée Organisation guarantees the security (integrity and confidentiality) of your personal data.  It is protected against unauthorised access, unauthorised use, loss and unauthorised changes.

To this end, we use security methods and procedures that we will not describe in detail here for security reasons.

Please note: appropriate physical, technical and organisational measures are taken to guarantee a level of security that is appropriate with regard to the risks.

6. Right of access, rectification, objection and erasure

You have certain rights relating to the personal data that we use: the right of access, the right to rectification, the right to object and the right to have data deleted.

Your demand will be processed within 30 calendar days.  If your demand is complex or if our department has to deal with a large number of applications, that period may be extended up to 60 days.

Please send an e-mail or letter to our Data Protection Officer in order to exercise your rights: dpo@diplobel.fed.be

7. Complaints

If you consider that the Federal Public Service Foreign Affairs, Foreign Trade and Development Cooperation and/or Destrée Organisation have not processed your personal data in accordance with the applicable regulations, you are entitled to lodge a complaint with the Data Protection Authority:

Data Protection Authority

Rue de la Presse 35

1000 Brussels

E-mail: contact@apd-gba.be

8. Contact

For more information about our data protection policy, you may contact our Data Protection Officer at: dpo@diplobel.fed.be