Privacy Notice

General

The Student Energy Summit (SES) 2023, a flagship event by Student Energy (SE) and hosted by NYU Abu Dhabi (NYUAD), is a global gathering of young leaders and experts aimed at addressing critical energy and sustainability issues. From November 28, 2023 - December 1, 2023, SES will bring together 650 young people from over 100 countries to the United Arab Emirates.

This Privacy Policy outlines how the Student Energy Summit through Student Energy and NYU Abu Dhabi (jointly referred to as the “Organizing Team”, or “Team”) collects, uses, and safeguards personal information during the registration, participation, and post-event processes for the Summit. Your privacy is important to us, and we are committed to ensuring the security and confidentiality of your personal data.

Your personal data

In your interactions with the Organizing Team, you may be required to provide personal data such as your name, email, country of residence, nationality, degree program, and university, and other information that identifies or could identify you. We may, from time to time, conduct online surveys or competitions. These are voluntary, and if you choose to participate, you will be informed of how the information is being used at that time. The personal data that you provide will only be used by Student Energy and NYU Abu Dhabi for the purposes of Student Energy and Summit-related work or for any other purpose to which you consent at the point of collection.

This privacy notice applies to the personal data you provide in the following situations:

  • Your participation in the Summit, including applying to the Summit and registering for the Summit;

  • Your use of the Summit website and web applications;

  • Your subscription to Student Energy mailing lists; and

  • Any other interaction with SE and NYUAD through the Summit when you have agreed to the application of this privacy notice.

This Privacy Notice also applies to your personal data that the Organizing Team has obtained directly from Team members and Student Energy staff for the fulfillment of its purposes. We may aggregate registration information collected. We may share this aggregated, non-personally identifiable information with existing and prospective business partners. None of the aggregate information will contain any information that identifies you individually. We won't sell, trade or rent any of your personal information. If required to do so by law or to respond to any legal claims, we may disclose your personal data to the relevant regulatory or legal authority.

Data collection and uses

The Organizing Team collects the following information during the registration process in order to ensure a smooth and comfortable experience for both the participants and the Team. Data collected may include, and is not limited to, the following:

  1. Basic Information - This includes your name, birth year in lieu of date of birth. This is to personally identify you as a participant in the Summit. For delegates, this information is used to meet age eligibility for SES 2023.

  2. Demographic Data - We may ask for self-identified gender for equity purposes and reporting; and legal gender for travel logistics. You have the option not to disclose information about self-identified gender as it is not used for legal purposes. The same applies for indigeneity and geographic information.

  3. Communication - Preferred Phone Number / Email: This information is collected to establish communication channels with the participants before, during, and after the event. It allows the Team to share important updates, logistical information, any changes related to the summit, and post-engagement evaluation.

  4. Arrival and Departure Logistics - Visa / Travel Documents Documents: This may be required to determine whether the participant will need a visa to enter the UAE or any transit countries. It allows the Team to provide necessary guidance and support for visa application processes. In case you require VISA support, we ensure that you are aware of the necessary documentation and the deadline for submission. It helps the Team assist them in obtaining the required visas in a timely manner; Preferred Arrival and Departure Date and Time (early arrival / late checkout): This information helps the Team in coordinating logistics, such as arranging transportation and scheduling activities, based on the participants' arrival and departure plans;

  5. Accommodation - Preferences: This allows participants to express their accommodation preferences. If you choose to have SES book their accommodation, it helps the Team in arranging suitable lodging; Food and Dietary Restrictions: We ask you questions to indicate any dietary restrictions you may have, such as allergies or religious dietary requirements to help the Team plan and provide appropriate meal options for all attendees. We also account for your dietary preferences and seek to ensure a variety of suitable foods are available.

  6. Accessibility Requirements - This information enables the Team to make necessary arrangements to accommodate those needs and ensure a seamless experience for all participants.

The information provided in your registration form for SES 2023 is submitted to our third party event registration service, Whova (Privacy Policy), and processed on our behalf. When you pay a registration fee for SES 2023, information is submitted to and processed by NYU Abu Dhabi. More details about these vendors will be provided at the point of registration and payment.

Your Rights and Retention of Personal Data

Student Energy and NYUAD only process personal data until the purpose for which it was collected is fulfilled, or as required by law. The Organizing Team will comply with all applicable requirements of the Data Protection Legislation. For the purposes of this Clause, “Data Protection Legislation” means all applicable data protection legislation (including, but not limited to, the UAE Federal Decree Law No. 45 of 2021 Regarding the Protection of Personal Data, the General Data Protection Regulation (EU) 2016/679), the Canada Personal Information Protection and Electronic Documents Act (PIPEDA), and any national laws, regulations and secondary legislation relating to the protection of personal data, as amended or updated from time to time.

If you have provided your information by applying or registering to the Summit, Student Energy will store the Basic Information, Demographic Data, and Communication data you provided for a period of 2 years after the conclusion of the Summit. Event specific information such as Arrival and Departure Logistics, Accommodation, and Accessibility Requirements will be deleted by Student Energy after its use has been fulfilled. NYU Abu Dhabi commits to the deletion of your information in accordance with the retention policy and procedures. However, you can withdraw your consent and request the deletion of your information from either party at any time.

It is important to note that withdrawing your consent for the collection, use, and disclosure of your personal information may have certain implications for your participation in the Student Energy Summit 2023. As your information is needed for participation, you will be unable to participate in the Summit should you withdraw your consent prior to the event. We respect your choice and are committed to ensuring that your privacy preferences are upheld throughout the summit process.

To exercise your right or for any privacy-related inquiries, please contact us, including the Student Energy Data Protection Officer at: Student Energy: ses2023info@studentenergy.org and privacy@studentenergy.org.

International Data Transfer

As the Student Energy Summit 2023 is an international event organized jointly by Student Energy, a registered charity in Canada, and NYU Abu Dhabi (NYUAD), your personal information may be transferred and processed in countries other than your home country. By participating in the Summit and providing your personal information, you consent to the transfer of your data to Canada and the United Arab Emirates. This data may be processed by trusted third-party vendors acting as data processors. As joint controllers, Student Energy and NYUAD may process your data in line with our purposes.

Third parties

We transfer your information to the trusted third-parties that provide back office applications for the SES 2023 website and event logistics and communications. These third parties provide specific services and administer activities offered at our website. These third parties are only authorized to use your personal data according to our purposes or in your interest. We won't sell, trade or rent any of your personal information to other third parties.

Use of cookies and analytical services

The SES 2023 website uses cookies first-party and third-party cookies for a number of purposes. The first-party cookies are mostly necessary for the website to function the right way, and they do not collect any of your personally identifiable data. Nevertheless, you can choose to change your browser settings to reject or delete any cookies. Deactivating them may affect the functionality you enjoy on our websites and IT tools. We do not use them for advertising or other commercial purposes.

Your responsibilities

As an individual, you also have responsibilities in upholding the Data Protection Regulation. You must ensure that any personal data you provide is accurate and up-to-date. You should inform the Organizing Team promptly if there are any changes to your personal data.

You must ensure that any personal data you receive is handled in accordance with the principles of the Data Privacy Legislation. If you receive personal data of other individuals (such as attendees or speakers) during the Summit, you are responsible for ensuring that you handle this data in a manner that respects their privacy rights. This includes not sharing their data without their explicit consent and taking appropriate security measures to protect their data from unauthorized access, disclosure, alteration, or destruction.

Student Energy and NYU Privacy Policies

Student Energy and NYU Abu Dhabi are joint organizers of the Student Energy Summit 2023 (SES 2023), and each entity may have its own individual privacy notice that provides additional information on how your personal information is handled by that specific organization.