Privacy Policy

PN01416 - Privacy Notice: FLUKA School

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Each Service at CERN is responsible for compiling its own Privacy Notice(s) regarding the data it processes as a controller.

This Privacy Notice is part of CERN's Layered Privacy Notice and details the processing that is unique to this Service. It does not address:

  • processing by other services on which this Service may rely and which have their own Privacy Notice,
  • processing activities carried out by this Service as a processor on behalf of other services, as processing services are not obliged to document their processing activities.

Personal Data we process

The personal data we have, and how it's used:

Personal Data Purpose Basis - Explanation Source
Name and Title To identify you as an applicant and/or participant in the FLUKA school, to prepare badges and invitation letters, to prepare invoices/receipts, to arrange your travel (external lecturers only) Contract You
E-mail address To communicate with you Legitimate interest of CERN You
Nationality To manage your registration, to prepare your invitation letter if relevant, to establish statistics regarding participation in the event, to arrange your travel (external lecturers only) Legitimate interest of CERN You
Place and Date of birth To prepare your invitation letter for obtaining a visa, if relevant, to arrange your travel (external lecturers only) Legal Obligation You
Gender To establish statistics regarding participation in the event Legitimate interest of CERN You
Affiliation To manage your registration, to prepare your invitation letter if relevant, to prepare badges and invitation letters, to prepare invoices/receipts Contract You
Institute's Address and City and Country To manage your registration, to prepare your invitation letter if relevant, to prepare invoices/receipts Contract You
Category of participant To distinguish commercial from other applicants/participants and to distinguish lecturers from other participants in order to appropriately manage your registration, to prepare invoices and receipts Contract You
Passport or National ID card details To prepare your invitation letter for obtaining a visa, if relevant, to arrange your travel (external lecturers only) Legal Obligation You
Accommodation Preference To arrange for appropriate accommodation, to request accesses, should the accommodation be situated in a restricted location Legitimate interest of CERN You
Year and location of the FLUKA school concerned To manage your registration Contract You
Your acceptance to participate in the school To manage your application Contract FLUKA Service
Arrival and Departure Dates To request appropriate accesses, should the accomodation be situated in a restricted location, to arrange your travel (external lecturers only) Legitimate interest of CERN You
Accompanying person To arrange your travel (lecturers only) Legitimate interest of CERN You
FLUKA knowledge level/linux proficiency To determine your eligibility to the FLUKA course Legitimate interest of CERN You
Fields of interest To establish statistics regarding participation in the event Legitimate interest of CERN You
Your desire to participate in the User Workshop, and your abstract if applicable To prepare the User Workshop's programme Legitimate interest of CERN You
User's Workshop presentation To organize the User's Workshop Legitimate interest of CERN You
Bank details To complete a reimbursement, if needed Contract You
Your selected payment method To manage your registration and the invoicing Contract You
Confirmation of your payment of the school's fees To manage your registration and the invoicing Contract Payment platform if payment by credit card, else General Accounting Service
Your photo To take a group picture of the participants of the school which will be shared amongst them Consent You

Personal Data we keep

The personal data we store, for how long and why:

Personal Data Retention Period Purpose
All data above 1 year after the event
  • to verify eligibility of all applicants and to make acceptance decisions
  • to facilitate future acceptance decisions in case you are not eligible for the current school
  • to organise and run the event,
  • to follow up after the event you took part in, incl. sending of certificates and proceedings,
  • to finalize payments, make reimbursements and book closing of the event,
  • to establish anonymous statistics
    		•
    Name and Title, E-mail address, Affiliation, Category of participant, Year and location of the FLUKA school concerned, User's Workshop presentation (accepted participants, only) unlimited To comply with archiving obligations set out in Operational Circular no. 3
    Name and Title, Affiliation, User's Workshop presentation (accepted participants, only) Until you withdraw your consent for publication To publish your presentation on the Indico web site of the FLUKA school for educational, research and scientifi purposes, in case you gave your consent for such publication

    Who at CERN has access

    In addition to yourself, personal data collected by this Service is accessible by the following services, teams or individuals at CERN:

    Personal Data Who Purpose
    All data above FLUKA Service To organise the selection process and to facilitate the respective event, To follow up after the respective event you took part in, to establish anonymous statistics, to archive the data
    All data above except Your photo Indico Service To provide the technical platform to register and store the data, for IT troubleshooting and support, if required
    Name and Title, e-mail address, bank details General accounting services To process your payment or reimbursement

    Personal Data we may transfer to others

    Personal data we share with entities or individuals outside the Organization:

    Personal Data 3rd Parties Purpose
    Name and title, e-mail address, Gender, Nationality, Birthdate, Passport or National ID card details, Arrival and Departure dates Carlson Wagonlit, Switzerland (CERN's travel agency) To organise and book your travel if applicable or appropriate
    All data above Local organisers if the event takes place outside of CERN To organise the event
    Last name, First name, birthdate, nationality, gender, phone number, e-mail, accommodation preference, arrival and departure dates Hotel in the area of the event To your organise your stay and allocate your room during the event (lecturers only)
    First and Last name, affiliation, your User's workshop presentation Other participants in the FLUKA school To share the contents of the User Workshop with the participants
    First and Last name, affiliation, your User's workshop presentation General Public To publish your presentation on the Indico web site of the FLUKA school for educational, research and scientifi purposes, in case you gave your consent for such publication

    For more detailed information about personal data and privacy please refer to the Data Privacy web site External link.

    For questions regarding this Privacy Notice, please contact this Service.

    For questions regarding personal data and privacy please contact the Office of Data Privacy External link.

    To request to exercise data subject rights please fill and submit the following online form.

    This Privacy Notice is subject to revision.

    Last revision: 11-05-2023 15:19:17


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