Processing in relation to events organised by the Service Égalité des chances

The information that is collected on registering for a Service Égalité des chances (Equal Opportunities Department) event, or through a Service Égalité des chances form, is stored in databases that are used by the department. Only data that is relevant and necessary for the provision of our services is collected, processed and stored, in strict compliance with the principle of data minimisation.

Your personal data may be shared with others parties who are involved in the event in question so that they know in advance who will be attending/taking part in the event. In the case of a webinar, your personal data may be shared with an external service provider tasked with managing the event. The data may be shared with other City of Luxembourg departments, but strictly within the scope of the mission being undertaken.

Depending on the purpose of processing, we collect and process the following personal data as part of our operations:

• Data about your civil status and identity, such as your surname, first name, date of birth, sex, nationality, national identification number, postal address, email address, telephone number, identification document, and/or any other administrative document that can be used to ascertain your identity.
• Electronic identification data when accessing a CGPO application, e.g. your IP address, cookies, your email address, etc.
• Financial data, e.g. bank account details (RIB), IBAN, information about your salary, etc.
• Medical data, e.g. statement of fitness to work, medical certificate, etc.
• Data about the composition of your household, such as your marital status or form of cohabitation, marital history, and family members.
• Data about your professional life, and specifically the information appearing in your CV. For example, languages spoken, professional qualifications, employer, job title and description, hire date, place of work, certificates and diplomas, etc.
• Data about a possible criminal record, as part of a hiring process and within the limits permitted by applicable regulations.
• Data about past claims and complaints.
• Any other personal data that you decide to share with Service Égalité des chances personnel.

When you register for an in-person, online (webinar) or hybrid event organised by the Service Égalité des chances, you acknowledge that you have been informed and consent that:

• you may appear in photographs and/or video footage captured during the event;
• the event may be recorded (audio and/or video) and possibly broadcast, either live or after the event.

If you wish to object to such processing of your personal data, we recommend that you get in touch with organisers before the event to find a way of ensuring that your person or data does not appear in photographs and/or video footage. If the event is an online event, you will be asked to disable your camera and/or microphone.

Photographs and/or recordings of the event and, if applicable, their dissemination, are for the purpose of communicating about the event, for instance through publications and/or broadcasting through the various media channels used by the Service Égalité des chances, such as websites, newsletters, magazines published by the City, social media (LinkedIn, Facebook, Twitter, Instagram), channels on video sharing platforms (Vimeo, Youtube), etc.

Given the unpredictable nature of the internet and social media, when you register for an event, you acknowledge that content published by the Service Égalité des chances may be shared by third parties on the same platform or elsewhere, and that the Service Égalité des chances may not be held liable for such acts.

Other categories of personal data that are processed:

• Personal identification data that we can use to contact you, e.g. your surname, first name, telephone number and email address.
• Personal data about your organisation/administration/public establishment.
• CCTV (video-surveillance) data in which your image appears.
• Data about visits to our buildings if you use our parking facilities (e.g. licence-plate number, and how long you were parked in a particular space).

Your personal data is processed for the following purposes:

• To manage the services provided by the Service Égalité des chances
• To manage registrations submitted using the registration form
• To produce statistics that can be used to monitor and manage initiatives, implement policies, and conduct assessments

• Various City of Luxembourg municipal departments involved in organising the event,
• Where applicable, relevant authorities, if the City is bound by a legal obligation to share data with them.