Axians Event Privacy Notice
This privacy notice provides information regarding processing by Axians (“Axians”, “our” or “we”) of personal data (“data”) of individuals (“you”) who register for an Axians-organized event. For purposes of this notice, “event” includes any corporate event, conference, webinar, or workshop, whether taking place virtually or in person.
Who is responsible for the processing of your data?
Axians is the legal entity responsible for processing your personal data and determines the objective of this processing activity. The data collected may be used by Axians and VINCI Energies group for the purposes listed in this notice.
What data do we collect and for what purpose?
We collect personal data in the context of an event as well as inform participants of any follow-up activities of the event. In effect, Axians collects your personal data, name, and contacts (hereinafter ”Registration Data”) in connection with your registration for the event organized by Axians. We use your Registration Data: to manage your registration, conduct the event activities (including communication with you before and during the event), and fulfill any reasonable requests from you to Axians in connection with the event.
We may record – through video and photograph – your image and/or voice by any technology or means (hereinafter the “Recordings”). The Recordings include: (i) “General Recordings”, consisting of general event photographs and videos, including ambient shots, crowd shots, and other general event documentation; and (ii) “Specific Recordings”, consisting of posed individual photographs, identified promotional content (including your name and position), testimonials, or interviews. The Recordings will be used for the purpose of promoting Axians through marketing materials, promotional materials, and publications on the Axians and VINCI Energies group websites, as well as all social media activity tools, online and print tools, both internal and external.
How do we collect your data?
Axians may collect personal data using different methods i.e., through an online form, emails, or recording devices.
What is the legal basis for this processing operation?
We will process your personal data based on the following legal bases:
- The processing of your Registration Data is carried out based on our legitimate interests which include organizing and managing a specific event and necessary communication with the participants who have registered for the event (e.g., to send reminders about the upcoming event, to share presentations and/or recordings after the event, etc.).
- Regarding the General Recordings, the processing is carried out based on the legitimate interest of Axians in promoting its corporate events (Article 6(1)(f) GDPR). Attendees at professional/corporate events have a reasonable expectation that general event photography and videography may take place. Axians ensures transparency and proportionality in this processing and provides an effective opt-out mechanism through the right to object under Article 21 GDPR.
- Regarding the Specific Recordings (posed photographs, identified content, testimonials, and interviews), the processing is carried out based on your consent (Article 6(1)(a) GDPR), which will be requested at the time of capture. This consent is voluntary and may be withdrawn at any time.
To whom do we disclose the information you provide when you register for an event?
We may disclose the data collected in the events to:
- Axians and VINCI Energies group;
- event partners (for example, sponsors or logistics partners) as reasonably necessary for the management and organization of the specific event for which you registered;
- third-party service providers assisting Axians with the specific event, subject to contractually agreed conditions of confidentiality and security.
At certain events, media partners or other third parties with their own editorial responsibility may be present (for example, to conduct interviews or produce editorial content). Participation in activities promoted by these third parties is voluntary and subject to their respective privacy policies.
Is your data transferred outside the EEA?
Your personal data is primarily processed within the European Economic Area (EEA). Should it be necessary to transfer data outside the EEA — namely through digital platforms or service providers used in the promotion of the event — Axians ensures that such transfers are carried out in compliance with the GDPR, relying on appropriate mechanisms such as European Commission adequacy decisions or standard contractual clauses.
How long do we keep your personal data?
We keep your data for as long as necessary for the purposes described in this privacy notice, in accordance with our applicable records retention and disposition policy and schedules.
How can you control your data and exercise your rights?
You have the right to access, rectify, erase, and request portability of your personal data. You also have the right to object to processing based on legitimate interest, including regarding General Recordings. To exercise your rights or if you have any concerns as to how your data is processed, please consult our Privacy Policy or contact Axians Data Protection Officer at dpo.axianspt@axians.com.