Privacy Statement

The Public Relations Institute of New Zealand (PRINZ) is a membership organisation representing the public relations and communication profession in New Zealand. PRINZ is co-organising the 2020 World Public Relations Forum (WPRF2020) with the Global Alliance for Public Relations and Communication Management (GA). On behalf of GA, PRINZ will be hosting WPRF2020 in Auckland, New Zealand.

PRINZ is committed to providing convenient accessibility and management of WPRF2020 information, registration and updates. In doing so, the website www.worldprforum.com will collect certain information including your personal data.

We are committed to protecting your privacy and safeguarding your data.

This Privacy Policy will help you understand the following:

1. How we collect and use your data
2. How we share your data
3. Duration of data storage
4. Location of storage and controller of database
5. Your rights and duties
6. Securities and organisational measures
7. Changes

1. How we collect and use your data

1. 1. When you register your interest in receiving email updates or contact us via our online form, you directly provide us with the following details:

• Full name
• Email address
• Organisation name

We use this data to provide you the information that you have requested from us or information we are required to send to you. This may include operational communication (such as changes to the WPRF2020 programme or assistance with using the website), marketing communication about WPRF2020, asking for feedback or to take part in any research we are conducting (which we may engage a third party to assist with), monitoring your use of the website to optimise your user interface, and to get website analytics and reports.

1. 2. When you register to attend WPRF2020 or submit a paper for the Research and Practice Colloquium, you provide us with information that includes, but may not be limited to, the following:

• Full name
• Gender
• Date of Birth
• Address
• Phone numbers
• Email address
• Organisation or company of employment and/or job title
• Credit card references/numbers
• Travel schedules
• Travel preferences
• Accommodation preferences
• Dietary requirements
• Other communicated preferences
• Passport
• Visa details
• Your paper
• Your paper’s abstract and/or full paper

We use this data to manage your registration for WPRF2020. This may include operational communication (such as registration confirmation/updates, changes to the WPRF2020 programme or assistance with using the website), marketing communication about WPRF2020, asking for feedback or to take part in any research we are conducting (which we may engage a third party to assist with), monitoring your use of the website to optimise your user interface, and to get website analytics and reports.

By attending WPRF2020, you authorise, free of charge and without consideration of any kind whatsoever, that any image and sound recording made in connection with the event, by video and/or audio recording, and/or photograph on which it appears, may be used, reproduced, modified and broadcast on any medium known or unknown to date and in particular on social networks within the meaning of the regulations in force.

1.3 Cookies Policy

We use cookies on our Website. By continuing to browse our website (by loading another web page) or click on “Accept” or close the cookies banner, you consent to the use of cookies.

Our Cookies Policy explains what cookies are, how we use cookies, how third-­parties we may partner with may use cookies on the Service, your choices regarding cookies and further information about cookies.

1.3.1 What are cookies?

Cookies are small pieces of text sent by your web browser by a website you visit. A cookie file is stored in your web browser and allows the Service or a third­-party to recognise you and make your next visit easier and the service more useful to you. Cookies can be "persistent" or "session" cookies.

1.3.2 How PRINZ uses cookies?

When you access WPRF2020 website, PRINZ may collect data of a technical nature in a variety of ways. We use cookies for the following purposes:

• to enable certain functions of the website
• to provide analytics
• to store your preferences and personalize the content
• to improve the user experience
• to enable advertisements delivery, including behavioural advertising
• to share on social networks

We use both session and persistent cookies on the Service and we use different types of cookies to run the Service: ­

• Essential cookies - We may use essential cookies to authenticate users and prevent fraudulent use of user accounts.

• Third­party cookies - In addition to our own cookies, we may also use various third­party cookies to report usage statistics of the Service, deliver advertisements on and through the Service, and so on.

1.3.3. What are your choices regarding cookies?

If you'd like to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser:

• For Internet Explorer™ : https://support.microsoft.com/en-us/help/17442/windows-internet-explorer-delete-manage-cookies
• For Safari™ : https://support.apple.com/en-us/HT201265
• For Chrome™ : https://support.google.com/chrome/answer/95647?co=GENIE.Platform%3DDesktop&hl=en
• For Firefox™ : https://support.mozilla.org/en-US/kb/delete-cookies-remove-info-websites-stored
• For Opera™ : http://help.opera.com/Windows/10.20/en/cookies.html

Please note, however, that if you delete cookies or refuse to accept them, some features of the WPRF2020 website may not work properly, you may not be able to store your preferences, and some of our pages might not display properly.

1.3.4. How to refuse Cookies?

Reject a Video Cookie:

Our website uses video cookies to display videos on our site. This service places cookies on users' computers for:

• Optimize the use of the video service by its users
• Customize the ad before or after the video
• Record data needed to play back audio video content, such as image quality, buffer settings, and network connection speed

You can also click on the following links to learn more about their practices and make your choice:

For YouTube: www.google.fr/intl/fr/policies/privacy/

Reject a Cookie of targeting:

Audience measurement and segmentation cookies are registered by Google.

For audience measurement cookies, you can click on the following deactivation link which will save in your browser a cookie whose sole purpose is to deactivate them:

For the Google Analytics cookie: www.google.com/analytics/learn/privacy.html

Reject an Ad Cookie:

You can manage the use and operation of these cookies by visiting the Advertising Cookies management platform offered by advertising professionals [http://www.youronlinechoices.com/fr/controler-ses-cookies/] and following the instructions given there.

You will thus be able to know the companies registered with this platform, which offer you the possibility of refusing or accepting the Cookies used by them to adapt to your information of navigation, the advertisements likely to be displayed.

Some Cookies for behavioral advertising purposes are deposited by third-party partner providers. You can also click on the following links to learn more about their practices and make your choice:

For DoubleClick for Publishers Cookies https://adssettings.google.com/u/0/authenticated

Attention, to proceed to this deactivation will prevent the display of all targeted advertisements with regard to your centers of interest nevertheless you will continue to receive the other advertisements. Disabling these cookies prevents the collection of information allowing better advertising targeting during your visits.

1.3.5. Where can you find more information about cookies?

If you do not want information collected through the use of cookies, there is a simple procedure in most browsers that allows you to decline the use of cookies. You can learn more about cookies and the following third­party websites:

AllAboutCookies: http://www.allaboutcookies.org/

Network Advertising Initiative: http://www.networkadvertising.org/

2. How we share your data

Your personal data may be shared with –

• Third parties that assist and enable us to support delivery of our services or provide functionality on the website, or to market WPRF2020 to you

• Law enforcement bodies, government agencies, courts or other third parties where we think it’s necessary to comply with applicable laws and regulations, or to protect PRINZ’s operations and legal rights

• Any other third party, where we have your consent (such as WPRF2020 sponsor/partner)

3. Duration of data storage

General and personal data will be kept by PRINZ only as long as reasonably necessary, taking into consideration its need to answer queries or resolve issues, to provide improved and new services and to comply with legal requirements under applicable laws or with queries on past events. PRINZ will retain general and personal data during a maximum period of five years if there is no specific legal requirement. Any third parties that assist and enable us to support delivery of our services or provide functionality on the website will store the data as long PRINZ is their client.

4. Location of storage and controller of data base

Your data will be stored in cloud-based central databases and at location in Europe and New Zealand.

Any transfer of your Data outside the European Economic Area and/or New Zealand shall only take place with appropriate safeguards in place, such as contractual terms in compliance with applicable data protection laws and regulations.

5. Your rights and duties

5.1. You have the right to –

• Know what personal data we store about you
• Rectify the data
• Request a copy of your personal data
• Ask us to restrict the processing of your personal data or to delete it completely (for example, you may choose to unsubscribe from receiving email updates from us). You can do this by emailing us on projects@prinz.org.nz

• Lodge a complaint to the data protection authority

5.2. You have the duty to –

• Ensure that the data you provide to us is accurate, up-to-date and compliant with any applicable laws

6. Security and organisational measures

To ensure the safety of your data, PRINZ has implemented appropriate technical, contractual, administrative, physical and organisational measures to protect your personal data from loss, destruction, unauthorized access, accidental or unlawful disclosure and manipulation. These measures are subject to continuous development in accordance with technological progress and are periodically reviewed to comply with all applicable privacy laws. However, we cannot and do not guarantee the security of your personal data and therefore cannot assume any liability in this respect.

Only authorized PRINZ staff, third party companies’ (i.e. service providers) staff have access to your personal data. All PRINZ staff who have access to your personal data are required to adhere to the staff confidentiality regulations and all third-party employees who have access to your personal data have signed non-disclosure agreements. In addition, data transfer agreements are in place with third-party companies that have access to your personal data to make sure these data remain secure.

7. Changes

This Statement may be revised and updated by PRINZ from time to time to comply with statutory data protection and privacy laws. PRINZ will post any statement changes on WPRF2020 website and, if the changes are significant, PRINZ will send a notice to the e-mail address provided by you.

8. Contact

If you need further assistance, please contact: wprf2020@prinz.org.nz