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Privacy notice

This Privacy Notice explains how the ALT-EDIC ("we," "us," or "our") collects, uses, and protects your personal data when you register for the ALT-EDIC Week 2026, which includes an ALT-EDIC4EU Consortium meeting, an LLMs4EU Consortium meeting, the ALT-EDIC Forum, and a meeting of the Assembly of Members (the "Event"). We are committed to ensuring your privacy and complying with the General Data Protection Regulation (GDPR, (EU) 2016/679) and other applicable data protection laws.
By registering for the Event, you agree to the terms of this Privacy Notice.

1. Data Controller
Alliance for Language Technologies (ALT-EDIC)
1 place Aristide Briand, 02600 Villers-Cotterêts, France
+33 3 64 92 43 55
privacy@alt-edic.eu

2. Categories of Data, Purposes, and Legal Bases for Processing
We are collecting only the personal data strictly necessary for the purposes outlined below:

Categories of personal data

  • Data required for   registration (full name, email address, company / organisation name, job title / position)



  • Dietary preferences or restrictions (optional, provided voluntarily during registration)


  • Photography/Recording (optional consent, provided via a dedicated checkbox during registration)


  • Email address, name, and   surname for updates (optional consent, provided via a dedicated checkbox during registration)
Purposes

  • Event administration (confirmation emails, attendee lists, badges, access control)
  • Logistics (catering, seating, venue arrangements)
  • Communication (event updates, reminders)

  • Ensures we accommodate your needs during the Event.


  • With your consent, we may take photos/videos of you during the Event for promotional purposes (e.g. website, social media, future event materials).

  • With your consent, we may send you updates about ALT-EDIC’s activities.
Legal bases

  • Contractual necessity (Article 6(1)(b) GDPR) relating to your attendance at the Event.
  • Legitimate interests (Article 6(1)(f) GDPR) in effectively organising and managing the Event.


  • Consent (Article 6(1)(a) and Article 9(2)(a) GDPR)


  • Consent (Article 6(1)(a) GDPR)




  • Consent (Art. 6(1)(a) GDPR)

3. Data Recipients
Your personal data is accessible only to authorised personnel involved in organising the Event.
We use the following service providers:
  •  EVENTMAKER (event management platform)
  •  OVH (data hosting provider, located in the European Union)
Your data is not sold, shared, used, or disclosed to third parties for any purpose other than those described in this Privacy Notice.

4. Data Retention
We retain your personal data only for as long as necessary.
  • Registration data are retained up to one (1) year after the event.
  • Dietary preferences or restrictions are deleted within seven (7) days after the Event has ended.
You may manage your personal data at any time via the link provided at the bottom of the emails we send you.
  • Images and recordings are retained for communication purposes for up to five (5) years unless you withdraw your consent earlier.
  • Email addresses for receiving updates on ALT-EDIC’s activities are retained until you withdraw your consent by unsubscribing or contacting us by email.
You may withdraw your consent or object to the use of your image at any time by contacting us at privacy@alt-edic.eu.

5. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure.

6. Your Rights
You have the right to access, correct, delete, or restrict the processing of your personal data. You may also object to processing, request data portability, or withdraw consent where applicable.
To exercise these rights or for questions about this notice, contact us at privacy@alt-edic.eu.
You also have the right to lodge a complaint with a competent data protection authority if you believe your rights have been violated.