Privacy policy
Template text: being reviewed by the organiser's legal team.
Who is responsible
the Local Organising Committee ("we") runs this accreditation portal and is responsible for the personal data processed in it. Contact: Baku, Republic of Azerbaijan.
What data we process
- Identity: first, middle and last name, date of birth, gender, nationality, identity document type, number and expiry date.
- Contact: email address and mobile number.
- Photo for the accreditation card.
- Accreditation details: organisation, function, access zones and venues, application status, card printing and collection records.
- Answers to registration forms and documents you upload (for example a letter of assignment).
- Access records: when and at which checkpoint your card was scanned.
- Security records: sign-ins of staff accounts, failed attempts and the IP address used, to protect the portal against misuse.
- Anonymous statistics: page counts without cookies, IP addresses or user identifiers.
Why we use it
To identify accredited persons, carry out the security checks required for the event, produce and hand out accreditation cards, control access to venues and zones, and contact you about your accreditation. Data is processed on the basis of your consent given when registering, the organiser's legitimate interest in the safety of the event, and legal obligations under the laws of the Republic of Azerbaijan.
Who receives it
- The accreditation team and authorised staff of the Local Organising Committee.
- The accreditation liaison officer of your organisation (for its own members only).
- Competent security and state authorities where the law requires it, and the event owner where needed for the accreditation of the event.
We do not sell your data and do not use it for advertising.
Where it is stored and how it is protected
The data is stored on secure servers in the European Union. Connections are encrypted (HTTPS), access is limited to authorised staff with personal accounts, and actions are logged. Accreditation cards carry a signed QR code that does not contain personal data.
How long we keep it
Until 12 months after the end of the event. After that the data, photos and documents are deleted, unless the law requires us to keep them longer.
Children
Participants under 18 are registered by their organisation (club, school or federation) with the consent of a parent or legal guardian.
Your rights
You can ask to see the data we hold about you, to correct or delete it, and to withdraw your consent (this may mean an accreditation cannot be issued). Write to the Local Organising Committee. You may also complain to the competent data protection authority.
Cookies
The portal uses only essential cookies: a session cookie that keeps you signed in and protects forms against forgery, and your choices such as language. No advertising or tracking cookies are used, and the statistics are collected without cookies.
Changes
We may update this policy; the date below shows the latest version. Last updated: .