Public events

The legal basis for processing personal data for events

To handle personal data, you must have a legal basis. Common legal bases for collaboration and external communication are tasks of public interest. If you're unsure about the legal basis, such as choosing between tasks of public interest and consent, please contact the data protection officer. 

What information do I need to provide to external participants?

According to the General Data Protection Regulation (GDPR), you must inform those whose personal data you process in a specific way. On this page, you will find information on how to do this and templates that can simplify the process.

You can read more about the information you need to provide on the Information for data subjects page, by clicking here (opens in the same window)

Practical processing of personal data

Registrations for events

Registration data for events is deemed to be personal data and you need to consider how you are going to collect it and what information you need to provide to the data subject. It is recommended that you use approved suppliers for event registrations, for example:

• Sunet Survey (instead of Google forms)
• Create registration forms using an approved web publishing tool
• Create a shared email inbox in Epic to receive registrations or use your email address

Documenting with photography and filming

If you wish to film or take photographs during the event you need to consider how you need to inform.

You can read more about information on images and video here (opens in the same window)

You may also consider the possibility of offering a photography- and film-free area for participants who do not wish to be photographed or filmed during the event. 

Checklist for public events

• Have you used an internal digital tool or a contracted provider to create registration forms?
• Have you included information in the registration form about the handling of personal data for the registered participants?
• Do you have a plan for how to store and delete the personal data?
• Have you considered how to inform participants about filming and photography?
• Do you have the possibility to create a photo and film-free area during the event?