PRIVACY NOTICE

on the processing of personal data in the context of the professional event “Charting the Course: EU ETS & Smarter Fuel Operations”

Vertis Environmental Finance Ltd (“data controller” or “Vertis”), in accordance with Articles 13, 14 and 26 of the Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (“General Data Protection Regulation” or “GDPR”), hereby provides information on the processing of personal data in the context of VERTIS organising (together with Ofiniti) the professional event “Charting the Course: EU ETS & Smarter Fuel Operations“.

Identity and contact details of the data controller

Name of the controller: Vertis Environmental Finance Ltd.

Seat of the controller: 1124 Budapest, Csörsz utca 45., Hungary

Email: privacy@vertis.com

Data protection officer contact: vertis@dataprotection.eu

Purpose of the processing

Vertis, in cooperation with Ofiniti AS (Norway, hereinafter “Ofiniti“), is organising a professional event titled “Charting the Course: EU ETS & Smarter Fuel Operations” which will take place in Copenhaguen on 18 June 2026 (hereinafter the “Event”). Vertis takes care of conducting registration of participants to the Event. Such registration occurs by the filling out of a data form by persons interested in registering.

With the aim of the organisation and holding of the Event and ensuring participation of the registering persons, personal data provided to Vertis shall be shared with the co-organiser of the Event, Ofiniti, as well as with the restaurant ensuring the place for the Event where food and drinks will be offered (“Restaurant”).

The purpose of the processing of your data by Vertis is therefore sharing your data recorded on the registration form or provided otherwise, with Ofiniti and the Restaurant and by that enabling the organisers of the Event to register you to the Event and ensure your participation with proper catering service.
On the registration form or via separate communication with Vertis, data referring to food restrictions, including any food intolerance of the participant is collected in order to ensure you receive meal in accordance with those food restrictions, and especially that no such food is served at the Event which would cause allergy or health problems.
During the Event, photos shall also be taken, for the purpose of memory preservation of the Event, using the pictures on Vertis’ and STX’ webpage, social media (LinkedIn) and other marketing platforms as well as in other marketing material. Photos will also be shared with Ofiniti for similar purposes.

Legal basis for the processing

The legal basis of the data processing is our legitimate interest in organising the Event in cooperation with Ofiniti.

In case of the data relating to any food intolerance (point 2 above), the legal basis of the processing is the explicit consent of the participant (Art. 6 (1) a) and Art. 9 (2) a) of the GDPR).

In case of photo shooting (see purpose described under point 3 above), the legal basis of the processing is the consent of the participant.

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, and consequently, you are not obliged to provide the personal data requested at registration to the Event, however it is necessary for ensuring your participation at the Event and for ensuring proper hospitality avoiding health risks arising from allergy or intolerance.

Personal data processed

For the above purposes, the data controller is processing the following personal data of the participant:

first and last name,
company/organisation represented and its country,
business email address
food restriction, including intolerance or allergy, if applicable

The period for which the personal data will be stored

Personal data collected explicitly for the registration to the Event will only be stored until the Event takes place (or until the relevant consent is withdrawn, if that happens earlier), for sharing with Ofiniti and the Restaurant.

Pictures taken at the event will be stored during maximum three years after the Event. If photos are used on social media, other platforms or material, the pictures may remain while such platforms or material are available to public.

In case of representatives/traders/contact persons of data controller’s clients, the data controller will keep on storing (and processing for other lawful purposes) the name, company and business contact details even after that period, for the data processing purposes relating to the client relationship. Information relating to such data processing is available at https://legal.vertis.com/api/document/169/get_document/.

Rights of the data subject

As a data subject, you can exercise, subject to the conditions as set out by the GDPR,

the right to access;
the right to rectification;
the right to erasure (right to be forgotten);
the right to object (where the legal basis of processing is legitimate interest)
restrict the processing.

Where the legal basis of the processing is consent, you

can withdraw the consent at any time; however, the withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal;
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.

Recipients of the personal data

Recipient of the personal data shall be the co-organiser of the Event, Ofiniti, as well as the Restaurant.

For data contained in electronic files, in internal communication or data recording processes we may use the data processing services of Microsoft Ireland Operations Limited or other IT service providers. Data of participants may be shared with our tied agents listed at https://legal.vertis.com/api/document/487/get_document/.

Published photos will be available for the public.

Data transfer to third countries

Certain recipients (data processors) established within the European Economic Area may further transfer processed data to third countries, in the course of providing their global services. Details regarding these data transfers are set out in the respective privacy notices of these recipients as follows:

Microsoft Ireland Operations Limited

According to the information published by Microsoft (https://www.microsoft.com/licensing/docs/view/Microsoft-Products-and-Services-Data-Protection-Addendum-DPA), 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 the processing.

The right to lodge a complaint

As a data subject, 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