Luxinnovation – Privacy notice
You take part in events organised by Luxinnovation, alone or in partnership with other organisations, and/or you join an online community1.
The purpose of this specific notice is to explain the processing of personal data of "participants" who register online for an event organised or co-organised by Luxinnovation and/or of "members" when they join an online community.
The complete privacy notice can be consulted via the following link
a. Who is the data controller?
Luxinnovation GIE (hereafter "Luxinnovation") is registered under number C16 with the Luxembourg Trade Register. Its head office is located at N°5, Avenue des Hauts-Fourneaux L-4362 ESCH-sur-ALZETTE.
You can submit your questions and requests by sending an email to: gdpr@luxinnovation.lu
Depending on the event, Luxinnovation is either the data controller (which determines the purposes and means of the processing of your data) or the joint data controller (which determines the purposes and means of the processing of your data in collaboration with its shareholders and partners) when the event is co-organised. The form provided for you to register or pre-register provides information on the name(s) and position(s) of the data controller or joint data controllers.
b. What personal data is collected?
“Personal data" means any information relating to an identified or identifiable natural person (hereinafter referred to as "data subject”).
Luxinnovation has integrated the "Inwink" online event registration platform into its own platform to make it easier for you to apply to take part events and/or join online communities, and to ensure the greatest possible convenience for you. The registration forms used are created by Luxinnovation and are its property.
They include mandatory fields:
• Identification data: surname(s), forename(s); positions in the company or public institution, legal name and country of the company or public institution;
• Contact data: email address (private or professional, at the discretion of the data subject).
This data is collected by Luxinnovation, which stores it in its database.
In the specific case of online communities, this data will be visible only to group members, with the exception of email addresses, which remain strictly private. The data subject can also fill in other optional fields if he/she wishes: the company website and an avatar (a photo or other image chosen by the data subject).
During the event itself, photographs, videos and/or sound recordings may be made. This information appears on the registration form you fill out to take part in Luxinnovation events. Professionals duly commissioned by Luxinnovation are instructed to adopt overall and group views, with the exception of speakers, guests and Luxinnovation staff.
You have the right to refuse this processing of your personal data: Luxinnovation invites you to get in touch with our staff when you receive your personal badge. If the event is held online, you will be asked to deactivate your camera and/or microphone.
c. For what purposes does Luxinnovation process your data and what is the legal basis for such processing?
When you take part in one or more events organised by Luxinnovation, alone or in partnership with other Luxembourg organisations, or are a member of one or more online communities, your data is processed for the following purposes, based on Luxinnovation's missions of general interest, as detailed below (updated articles of association of 14 May 2012, article 2 ):
Aims : On the basis of Luxinnovation's public interest missions, as described in its updated articles of association, article 2:
Invitation to events organised or co-organised by Luxinnovation :
§ 3 "To raise awareness and inform the general public about innovation, creativity, design and R&D."
§ 5 "To promote and facilitate technology transfer, national, community and international aid schemes for enterprises, research organisations and R&D and innovation project sponsors, as well as approve innovation consulting and support service providers."
Luxinnovation also processes your data for other purposes not provided for in Luxinnovation's articles of association:
Aims : Legal basis
Event management : Legitimate interest of Luxinnovation: to identify you in order to manage your registration and/or your request for membership of online communities, issue a participation badge or a certificate of participation (at the request of an employer), ensure the security of buildings, anticipate technical requirements for remote events, manage any complaints and disputes.
Sending notifications to the email address of your choice, relating to the event concerned and subsequent events : Fulfilment of request to attend the event of choice
Sharing your data with event co-organisers : Fulfilment of request to attend the event of choice
Notification of discussion groups in online communities : Your consent to inform you when a contact request or a new message is sent to you via the online communities.
Keeping your event participation history Legitimate interest of Luxinnovation in the relationship with its contacts and in the statistical analysis of events organised or co-organised
d. Who has access to your personal data?
In the case of online communities, Luxinnovation does not share any personal data. Data is only accessible to group members.
i. Luxinnovation employees
Your personal data is only processed by duly authorised Luxinnovation employees, within the limits of their respective duties. These employees are regularly made aware of GDPR issues. A GDPR Officer is appointed to provide them with all his expertise in the event of questions.
ii. Event co-organisers
In the case of events co-organised with its Luxembourg institutional partners (national federations, ministries, administrations, embassies, professional chambers), Luxinnovation may transfer your data to them for information and/or statistical purposes.
This sharing of personal data takes place via a write-protected file (which cannot be copied, modified or extracted) in a container, the access rights to which are restricted to authorised persons only.
The co-organisers (recipients of the data transmitted by Luxinnovation) may, on their own responsibility, disclose the personal data to their agents and/or authorised representatives (the "sub-recipients"), who will process the personal data for the sole purpose of assisting the recipients in providing their services to Luxinnovation and/or assisting the recipients in fulfilling their own legal obligations.
iii. Service providers
In order to provide its services, Luxinnovation uses several external suppliers, some of whom may have access to your personal data. In this context, to ensure the protection of your personal data:
a. our suppliers are selected according to strict criteria: they offer sufficient guarantees to implement appropriate technical and organisational measures.
b. contracts concluded with each service provider include either a confidentiality clause or a data protection agreement.
e. How long is your data kept?
Your personal data collected when you register online with Inwink will be deleted within 24 months of the date of the event for which you registered.
Concerning the protected document, shared by Luxinnovation with its potential co-organisers: personal data is deleted within 10 days of being made available.
The Luxinnovation database: the personal data collected during your event registration is stored in Luxinnovation's database. It is deleted within 36 months of the date of last contact, unless you exercise your right to erasure (see below: What are your rights and how can you exercise them?
Within online communities: members' profiles are kept for a period of 24 months from the validity of their membership. A notification is sent to them by our systems to invite them to reconfirm their membership and explicit consent. If the member does not wish to extend his/her membership: his/her profile is deleted but exchanges with other forum participants are preserved; the author of these exchanges and his/her profile are then anonymized (his/her contact details and photo/avatar no longer appear).
Luxinnovation may, at its sole discretion, unilaterally decide to disband online communities. All data collected (member profiles) and all forum exchanges will then be permanently deleted.
The consent you give Luxinnovation to process your personal data is retained for a period of 12 months from the date on which you authorise the processing concerned. After 12 months, you will be asked by our systems to renew your consent.
If you wish to exercise your rights: requesting parties’ personal data will be deleted within five years of the date the request was sent, regardless of the purpose of the request or Luxinnovation's response.
f. How is your personal data protected?
In accordance with the requirements of the GDPR, Luxinnovation has technologies at its disposal that guarantee the security of its data, including your personal data. Furthermore, we have a team of experts who are committed on a daily basis to developing and implementing the technical and organisational security measures required to ensure the highest standards in this field. Security audits are carried out in order to regularly improve systems for detecting risks of piracy, unauthorised disclosure, total or partial accidental loss, and/or unlawful modification of your data.
g. What are your rights and how can you exercise them?
As a data subject, you have various rights. Below is a brief description of these rights and how you can exercise them, via the e-mail address GDPR@luxinnovation.lu.
• Right to information: you can send us any questions regarding the recording and processing of your data.
• Right of access: you may, at any time, by way of a simple written request to Luxinnovation, obtain confirmation as to whether or not personal data concerning you is being processed and, if that is the case, obtain access to such data and a free copy of the same.
• Right of rectification: you may, at any time, by way of a simple written request to Luxinnovation, insist on the rectification of any inaccurate personal data concerning you. You can also make a request for incomplete data to be rendered complete in the same way.
• Right to erasure: you may, at any time, by way of a simple written request to Luxinnovation, have your data deleted, provided that one of the following reasons applies:
- the data is no longer necessary for the purposes for which it was collected and processed;
- you have withdrawn your consent on which the processing was based and there is no other legal basis for this;
- you object to the processing and there is no compelling legitimate reason for such processing;
- the data has been processed unlawfully;
- data must be deleted to comply with a legal obligation.
• Right to restriction of processing: you may request, by writing to Luxinnovation, that processing be restricted for one of the following reasons:
- you dispute the accuracy of the personal data (processing will be restricted to the time necessary to verify the accuracy of the data);
- in the event of unlawful processing, you object to the erasure of your data and request that its use be restricted;
- we no longer need your data for processing purposes, but it is still necessary to establish, exercise or defend legal rights;
- you have objected to the processing (the processing will be restricted for the period of time necessary to verify the existence of legitimate grounds pursued by Luxinnovation that would prevail over yours).
Where processing restrictions are granted, personal data may
– with the exception of storage – only be processed with the consent of the data subject for the establishment, exercise or defence of legal rights, or for the protection of the rights of another natural or legal person, or for important reasons relating to the public interest.
• Right to object: You have the right, on grounds relating to your particular situation, to object at any time to the processing of your data based on the execution of a public mandate or this being necessary for the legitimate interests pursued by us, simply by sending us a request in writing.
We will no longer process such personal data unless it can be shown that there are compelling legitimate grounds for processing which override your interests and rights and freedoms, or for the establishment, exercise or defence of legal claims.
When your personal data is processed for marketing purposes, you have the right to object to this processing at any time.
• Right to data portability: You have the right, by sending us a written request, to receive your personal data provided to us by you in a structured, commonly used and machine-readable format, and to transmit this data to another controller without Luxinnovation's hindrance, when:
- processing is based on your consent or on a contract; and
- the processing is carried out using automated processes.
• Right to withdraw your consent: Where processing is based on your consent, you have the right to withdraw this at any time by sending us a written request. The withdrawal of your consent will not affect the lawfulness of the processing based on the consent given prior to such withdrawal.
• Right to lodge a complaint: We make every effort to ensure that our legal obligations concerning data protection are respected and respond to any complaint addressed to us in this respect as quickly as possible.
We draw your attention to the fact that Luxinnovation reserves the right to verify your identity before granting your request to exercise the rights provided for under the GDPR. As a reminder, the exercise of your rights does not outweigh the prior validity of the processing applied to your personal data.
Should processing your request require Luxinnovation to mobilise human and technical resources over a given period of time, we reserve the right to invoice you for our services in this regard.
All requests will be kept for five years from the date your request is sent.
For any questions regarding the processing of your personal data by Luxinnovation, and for any questions relating to the exercise of your rights, please contact Luxinnovation's GDPR Officer: GDPR@luxinnovation.lu.
If you are not satisfied with the response you receive, you have the option of filing a complaint with the Luxembourg supervisory authority.
Commission Nationale pour la Protection des Données (National Data Protection Commission) ("CNPD").
15, Boulevard du Jazz
L-4370 Belvaux
Grand Duchy of Luxembourg
You also have the option of contacting the supervisory authority in your own country. You can find contact details for all the supervisory authorities by clicking on the following link: https://www.edpb.europa.eu/about-edpb/about-edpb/members_en
Last modification: October 2024
