Aviation Carbon 2025 Privacy Policy

Identity and contact details of the data controller

Purpose, legal basis and retention period of the processing, in relation to each category of personal data processed

1. Your participation and evaluation in the quiz activity of the Aviation Carbon event, including if you are the winner of the prize, contacting you for the delivery of the prize.
2. Sending you our quarterly aviation newsletter.
3. In case your consent is provided to newsletter sending, entering your details into our newsletter sending system and monitoring whether you have opened the newsletter and on what content you clicked on.

Legal basis for the processing

For the legal purposes indicated under points 2/A and 2/B above, the legal basis of the processing is your consent which shall be provided by you expressing (by ticking this possibility on the device used by Vertis for this purpose) that you wish to participate in the quiz activity (2/A) or receive the newsletter (2/B). Consent to each purpose under points 2/A or 2/B can be given separately. For the legal purpose indicated under point 2/C, the legal basis of the processing is our legitimate interest in monitoring the efficiency of our marketing (newsletter sending) activity.

Personal data processed

Your full name, business email address and your company.

The period for which the personal data will be stored

Until the withdrawal of your consent. Internal records relating to your newsletter subscription and our marketing activities may be stored for the period of eight years.

Recipients of the personal data

If you are the winner of the prize of the quiz and we cannot give you the prize in person during the Aviation Carbon event, your contact details shall be made available to the courier service provider we engage for the delivery.
In case of newsletter subscription, we will use the services of The Rocket Science Group LLC (675 Ponce De Leon Ave NE, Suite 5000 Atlanta, Georgia 30308, USA) for newsletter sending via ‘Mailchimp’.
In addition, for the electronic storing of your data, Microsoft Ireland Operations Limited (with the involvement of its relevant sub-processors) will be acting for us as data processor.

Data transfer to third countries

Data transfer to a third country will occur in case of your subscription to the newsletter when we use ‘Mailchimp’ for sending you the newsletters. In such event The Rocket Science Group LLC (675 Ponce De Leon Ave NE, Suite 5000 Atlanta, Georgia 30308, USA) shall be involved and data transfer shall occur on the basis of the applicable Standard Contractual Clauses. In addition, according to the information published by Microsoft (https://www.microsoft.com/licensing/docs/view/Microsoft-Products-and-Services-Data-Protection-Addendum-DPA), data may be forwarded further to entities outside the EEA, in which case the adequate protection of personal data is ensured by the application of the standard contractual clauses published by the European Commission, as well as by the fact that Microsoft is a participant in the EU–U.S. Data Privacy Framework (DPF).

Automated decision making, including profiling
Automated decision making, including profiling, does not occur in the context of our data processing described herein.

Your rights in relation to our data processing

1. Right to withdrawal: you can withdraw your consent at any time; however, the withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.
2. Right to access: you can, at any time, request information whether your personal data are processed, and if so, in what manner (including the purposes, recipients, the retention period, your rights, etc.) You can also request copies of the data processed. Please note that, should your right of access affect adversely the rights of others, we can refuse your request to the extent necessary and proportionate.
3. Right to erasure (“right to be forgotten”): you can request the erasure of any or all of your data. Subject to some limitations set out by applicable regulation, in that case we will delete them without undue delay.
4. Right to object: when the legal basis of the data processing is our legitimate interest, you may object to the data processing. In such event your data will not be processed for the purpose we indicate as based on legitimate interest, however we shall not be obliged to accept such objection, if we are able to demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or that the data processing is related to the submission, enforcement or protection of our legal claims.
5. Right to restriction of processing: in some events as described by law, you may request restriction of processing in relation to your personal data. Restriction of processing means that such personal data shall not be processed by the data controller or shall, with the exception of storage, only be processed with the data subject’s consent, or in the absence of such consent, for some limited purposes as the enforcement of legal claims or for the protection of other persons.
6. Right to data portability: for data processing activities based on your consent, you have the right to receive the personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to another controller without hindrance from us.
7. The right to lodge a complaint: you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement, if you consider that the processing of personal data relating to you infringes the GDPR. For a list of the data protection supervisory authorities, see https://edpb.europa.eu/about-edpb/about-edpb/members_en

Other

Provision of your personal data is not a statutory or contractual requirement in any case, including that it is not necessary to enter into a contract with you, but it may be necessary for the delivery of the prize if you are the winner of such prize. Consequently, you are not obliged to provide the personal data. No consequences shall apply in case you do not wish to provide your data, except that you will not be able to participate in the quiz activity with the possibility to win the prize and will not receive our newsletter.