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Privacy Policy 

General information

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This Privacy Policy explains how personal data of visitors and participants are processed when using the conference website www.entrust.lt (hereinafter – the Website), which is operated by the Lithuanian Energy Institute (hereinafter – the Institute).  

This Privacy Policy applies whenever you access the Website or use its content and services, regardless of the device used (computer, mobile phone, tablet, etc.). 

The Website may contain links to the Institute’s social media accounts. Personal data processed through those platforms are subject to the privacy policies of the respective social media service providers. 

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Data Controller 

Lithuanian Energy Institute 
Legal entity code: 111955219 
Address: Breslaujos g. 3, Kaunas, Lithuania 
Tel.: +370 37 401805 
E-mail: info@lei.lt 

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Data Protection Officer 

The Institute has appointed a Data Protection Officer (DPO) in accordance with Articles 37–39 of the General Data Protection Regulation (GDPR). For all questions related to the processing of personal data, you may contact the DPO at: info@lei.lt.  

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Legal Framework and Data Protection Principles  

Personal data are processed in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation – GDPR), the Law on the Legal Protection of Personal Data of the Republic of Lithuania, and other applicable legal acts.  

The Institute processes personal data lawfully, fairly and transparently, for specified and legitimate purposes, and only to the extent necessary to achieve those purposes. Appropriate technical and organisational measures are implemented to ensure the security and confidentiality of personal data and to protect them against unauthorised or unlawful processing, accidental loss, destruction or damage.  

Terms used in this Privacy Policy shall be understood as defined in the GDPR. 

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Categories of Personal Data  

Depending on how the Website is used, the Institute may process the following categories of personal data: 

  • identification and contact details (name, surname, e-mail address, phone number, country, pictures); 

  • payment and transaction data related to ticket purchase (e.g. address, payment confirmation, invoice data);  

  • professional information (institution, position); 

  • information provided in paper submission, registration and inquiry forms; 

  • personal data of authors contained in submitted scientific abstracts, including author name, surname, affiliation and other information included in the abstract; 

  • e-mail address for the purpose of receiving news and updates related to the ENTRUST conference; 

  • technical data related to website usage (see Cookie Notice); 

  • images and audiovisual material collected in the context of the ENTRUST conference (e.g. photographs, video and audio recordings). 

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Purposes and Legal Bases of Processing  

Personal data are processed for the following purposes and on the following legal bases: 

  • administration of paper submission, registration and participation in the ENTRUST conference – Article 6(1)(b) GDPR; 

  • ticket sales, payment administration and participation management for the ENTRUST conference – Article 6(1)(b) GDPR; 

  • submission, review, publication and dissemination of scientific abstracts and related author information in the context of the ENTRUST conference and its electronic publications – Article 6(1)(b) GDPR; 

  • documenting and promoting the ENTRUST conference through photographs, video recordings and web-streaming – Article 6(1)(f) GDPR (legitimate interest of the Institute in communicating and disseminating its activities). 

  • sending news, updates and information related to the ENTRUST conference and related activities, where the data subject has provided consent – Article 6(1)(a) GDPR; 

  • compliance with legal obligations applicable to the Institute, including accounting and audit requirements – Article 6(1)(c) GDPR; 

  • communication related to the organisation of the event – Article 6(1)(b) GDPR;  

  • website administration and security – Article 6(1)(f) GDPR (legitimate interest);  

  • processing of personal data based on consent, where applicable – Article 6(1)(a) GDPR. 

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Recipients of Personal Data  

Personal data may be processed by authorised employees of the Institute and by service providers acting as data processors (e.g. IT service providers, website hosting providers, event management platforms), strictly in accordance with the Institute’s instructions and applicable data protection laws.  

Personal data are not transferred to third parties unless required by law or necessary for the organisation of the event. 

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Transfer of Data Outside the European Economic Area  

As a rule, personal data are processed within the European Economic Area. Where personal data are transferred outside the European Economic Area, appropriate safeguards in accordance with Chapter V of the GDPR are applied. 

Data Retention  

Personal data are stored for no longer than necessary to achieve the purposes for which they are collected, taking into account the nature of the data, the purposes of processing and applicable legal requirements.  

In particular, the following retention periods apply:  

  • Personal data related to paper submission, registration, ticket purchase and participation in the ENTRUST conference (including identification and contact details, professional information and participation records) are stored for up to 1 year after the end of the respective conference, unless a longer retention period is required for legal or administrative purposes; 

  • Personal data related to payments, invoicing and accounting (including transaction and invoice data) are stored for the period required by applicable accounting and financial legislation, usually no longer than 10 years; 

  • Personal data processed for the purpose of organising participant travel and reimbursing travel expenses are stored for the period necessary to fulfil these purposes and subsequently in accordance with applicable accounting and audit requirements; 

  • Scientific abstracts and related author information published in electronic conference publications may be stored and made publicly available on a long-term basis as part of the scientific record; 

  • Personal data processed for the purpose of responding to inquiries submitted via the Website are stored for up to 1 year from the date of receipt of the inquiry, unless further communication or legal obligations require longer retention;  

  • Personal data processed for the purpose of sending news, updates and information related to the ENTRUST conference and related activities are stored until the data subject withdraws consent or unsubscribes.  

Where personal data must be retained for longer periods due to applicable legal obligations, dispute resolution or audits, such data are stored for the duration required by law. 

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Rights of Data Subjects  

As a data subject whose personal data are processed by the Institute, you have the following rights: 

  • to be informed about the processing of your personal data;  

  • to access your personal data and obtain information about how they are processed;  

  • to request the rectification of inaccurate or incomplete personal data;  

  • to request the erasure of personal data or restriction of processing, where applicable;  

  • to object to the processing of personal data, where such processing is based on legitimate interests;  

  • to receive your personal data in a structured, commonly used and machine-readable format and to request the transfer of those data to another controller, where technically feasible (right to data portability); 

  • to withdraw your consent at any time, where the processing of personal data is based on consent, without affecting the lawfulness of processing carried out prior to withdrawal.  

To exercise your rights, you may submit a request to the Institute by e-mail or other indicated contact details. The Institute may request additional information to verify your identity before responding to the request. 

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Right to Lodge a Complaint  

If you believe that your personal data are processed in violation of applicable data protection laws, you have the right to lodge a complaint with the supervisory authority. 

In the Republic of Lithuania, the supervisory authority is the State Data Protection Inspectorate (more information here: https://vdai.lrv.lt/en/). 

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Photography, Video Recording and Event Documentation 

During the ENTRUST conference, photographs, video and audio recordings may be taken for the purposes of documenting and promoting the event and the activities of the Lithuanian Energy Institute. Such material may be published on the ENTRUST and LEI websites, social media channels and, where applicable, shared with partners and media outlets. 

As a rule, audience participants are not photographed individually. However, they may appear in general or panoramic photographs of the event. 

The processing of such data is based on the legitimate interest of the Institute (Article 6(1)(f) GDPR). Participants who do not wish to appear in photographs or recordings may object to such processing by informing the organisers on site or by contacting the Institute. 

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Automated Decision-Making  

The Institute does not use personal data for automated decision-making, including profiling, within the meaning of Article 22 of the GDPR. 

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Use of Cookies 

Cookies are small text files that are stored on a user’s device (computer, mobile phone, tablet, etc.) when visiting a website. Cookies enable the Website to function properly, help ensure its security and, subject to the user’s consent, allow the Institute to analyse how the Website is used in order to improve its performance. 

The Website uses the following categories of cookies: 

  1. Necessary cookies, which are required for the Website to function and cannot be disabled; 

  2. Analytical cookies, which are used only with the user’s prior consent and allow the Institute to analyse website usage in an aggregated manner. 

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Necessary Cookies  

Necessary cookies are required for the Website to function properly and cannot be disabled. They ensure basic functionalities such as website security and consent management. 

Cookie name: __cf_bm.

Provider: Cloudflare.

Purpose: Used to support Cloudflare Bot Management and protect the Website from malicious traffic. 

Duration: 1 hour. 

 

Analytical Cookies 

Analytical cookies are used to collect information about how visitors use the Website. These cookies are set only with the user’s prior consent and help the Institute analyse website usage and improve performance. 

Cookie name: _ga. 

Provider: Google Analytics.

Purpose: Used to distinguish users and generate statistical data on website usage. 

Duration: 1 year 1 month 4 days.

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Cookie name: ga*. 

Provider: Google Analytics.

Purpose: Used to store and count page views and analyse visitor interactions with the Website. 

Duration: 1 year 1 month 4 days.

 

Consent Management  

When you first visit the Website, you are asked to provide consent for the use of analytical cookies. Analytical cookies are not stored unless you provide your consent. You may withdraw your consent at any time by changing your cookie preferences or by deleting cookies via your browser settings. 

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Additional Information 

You may manage or delete cookies using your browser settings. Please note that disabling necessary cookies may affect the proper functioning of the Website. 

More information about cookies and how to manage them is available at: 
https://www.allaboutcookies.org 

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