Legal

The International Transport Forum (ITF) is committed to protecting the personal data it processes, in accordance with the OECD Personal Data Protection Rules. The ITF, and its contractors Leipziger Messe and Inwink on behalf of the ITF, use the website and the registration portal of the ITF Annual Summit (“Summit”) to collect personal data of attendees: 

 1. ITF will collect names and contact information (email, affiliation and country). The data will be used (i) to process registrations, (ii) to control access to the Summit venue, (iii) for the ITF Summit mobile application (“App”) and website login, and (iv) to communicate with participants regarding event-related information. Personal ID will be required if applicable for reduced fees, or issuance of letters of invitation for visa purposes. 

 2. Names and affiliations may be shared with other attendees through the App and website, provided consent is granted at first log-in. The data will be used to facilitate requests for networking through the App and website. 

 3. Prior to the Summit, the ITF will collect photographs, videos, bios, and quotes from speakers, Heads of Delegation, and other attendees in a presenting role. Photographs, videos and quotes will also be collected during the Summit. Names and affiliations of speakers, Heads of Delegation, and other attendees in a presenting role may be shared with photographers contracted by the ITF. The data will be used for outreach, promotion, awareness-raising and strategic communications of the Summit, including publication on the ITF’s official social media accounts. 

 4. The Summit is a high-level international event covered by multiple media outlets from various countries, some of which are present on site. Video recordings and photographs taken during the Summit can include attendees. The ITF has a remit from its member countries to increase the visibility of its work and to raise the public profile of transport policy; the Summit, its website and related communications are the primary means to achieve this objective. Video footage and images of Summit attendees may be included in interviews and recordings used for news, webcasts, telecasts as well as on websites, social media, and in traditional media. They may also be used for outreach, promotion, awareness-raising and strategic communications of the ITF. 

5. The ITF will collect points of contact for Heads of Delegation to facilitate requests for bilateral meetings. 6. Financial information will be collected by Leipziger Messe and its subcontractor in charge of processing online payments for the Summit^.1 

 7. Information regarding meal preferences/restrictions and accessibility requirements is optional and will only be used to make the necessary arrangements to serve attendees. 

 8. Other demographic information (related to age range, gender and sector) is optional and will be anonymised. The data will be used only for statistical purposes. 

 9. The personal data collected will be stored by the ITF in its secure data centre, and by its contractor Leipziger Messe, on behalf of the ITF, with access restricted to authorised ITF/Leipziger Messe staff. It will also be transferred to the App and website developer Inwink, for the purposes of configuring and enabling the networking features available to participants. Photographs may also be posted on the ITF's official Flickr, YouTube and LinkedIn accounts. No personal data will be sold or shared with third parties for marketing or unrelated purposes. 

 10. Videos and photographs will remain online on ITF channels for as long as the channels exist. Financial information, ID documents, dietary information and accessibility requirements will be retained until the event finishes. Contact details of Summit attendees who agree to be contacted by the ITF about future Summits and related events will be retained as long as the Summit and Summit newsletters remain active; or until the individual opts out of receiving the information. Other information collected during registration will be retained for 10 years. After that period, information will be anonymised and kept in a form that does not permit identification of data subjects, for historical and statistical purposes, and to formulate improvements for future editions of the Summit. 

 11. Under the OECD Personal Data Protection Rules, you have rights to access and rectify your personal data, as well as to object to its processing, and request erasure in certain circumstances. To exercise these rights in connection with the Summit, please contact the International Transport Forum at [email protected]. If you have further queries or complaints related to the processing of your personal data, please contact the OECD Data Protection Officer . If you need further assistance in resolving claims related to personal data protection, you can contact the OECD Data Protection Commissioner.