Privacy Policy
This article explains how the new Privacy management model works in accordance with the current Spanish data protection law (LOPDGDD), which will give partners in the European Union tools to bring the processing of their platform users’ data into line with the regulations.
The Data Protection Policy is a very important legal text that governs the processing of users’ data in accordance with European regulations. Configuring and assigning these texts is especially important when attendee management is carried out, since the event cannot be published until a Privacy Policy has been specified.
The Privacy Policy templates are configured from Administration panel > Configuration > Privacy Policy.
Creating Privacy Policy templates
Platform administrators can create custom texts for the Data Protection Policies through guided wizards. In these wizards you can detail the specific consents that will be requested from users, specifying which of them the user must accept in order for the service to be provided and which not.
The new legal texts are organized into two levels:
- Events platform level
- Event level
- Platform-level Privacy Policy
This legal text is unique and can only be modified and/or viewed by an Administrator. The consents stated in this Data Protection Policy are the ones a user sees and accepts when registering on the platform. The creation process sets one mandatory consent, but the Administrator can add as many consents as needed and indicate which of them are mandatory and which are not.
- Event-level Privacy Policy
Administrators can create as many policies as they need, and set specific texts and the required consents for each of them. Organizers cannot create or modify these templates, but before publishing an event they can view them and must select one of them to be accepted by the attendee during the event registration process.
Parties involved in LOPD management
This module involves event Administrators and Organizers, from the platform management area, and Users, as the persons affected by the processing of their personal data.
- The Administrator must create two types of LOPD templates: one at platform level, which users who sign up will have to accept, and at least one at event level, which attendees will have to accept during the registration process.
- Event Organizers can select one of the Privacy Policy texts created by the Administrator. This is done when configuring the event registrations.
- Users will have to accept the consents in two situations: - A user who registers for an event must accept the event-level policy, whose consents have been set by the Administrator and selected for the event by the Organizer. - If the user decides to activate their account, they must accept the Privacy Policy set at event level by the Administrator.
If the privacy policy is modified after registration or sign-up, users will be able to review it and accept the new terms when they log in to the platform, provided they were previously registered.
Selecting Data Protection Policy templates in an event
The organizer is responsible for selecting one of the templates created by the Administrator for the Data Protection Policy for the event attendees. This can be done from the event editor, in the Attendees > Enrollments section.
This section shows all the available templates, together with the consents set by the Administrator. The Organizer can select only one, but can also select another one and deprecate the previous one.
When an Organizer selects a template for their event, a copy of it is created. Any changes the Administrator makes to the original template do not affect the copies published in the events. In that case, the Organizer would be shown a notice in the Attendees > Enrollments section, informing them that the platform administrator has made changes to the information or consents of that policy. The Organizer can discard the change and keep using the old version of the LOPD template, or update the template. If they update the Privacy Policy, attendees will be informed of the change within 15 to 30 minutes and must then accept the new policy.
Updating User consents
When the Organizer updates the Data Protection Policy template modified by the Administrator, the consents the User accepted during the registration process become obsolete. The Organizer can check which users have yet to accept the new consents, at both event and platform level.
A user registered on the platform can update their consents by accessing their private panel:
