Privacy notice

Luxembourg For Finance (hereafter “LFF”, “we”, “us”, or “our”), acting as data controller, uses your personal data in order to provide you with a better experience and ensure that the marketing material we send to you reflects your personal preferences.

LFF respects and values privacy so when it comes to you, we are committed to protecting and processing your personal data only in accordance with relevant data protection legislation and good data processing practices.

In this Privacy Notice we explain how we collect, use, share, protect and keep information about you as well as the rights to which you are entitled in this respect.

Please take a moment to familiarise yourself with our privacy practices.

What information does lff collect?

For the purposes mentioned in this Privacy Notice, we collect the following groups of data concerning you:

• Your basic identification and contact details: we may collect data about you such as your first and last name, email address, postal address, phone number, and other similar contact data, date and place of birth, gender, country, and preferred language;
• Your business contact information: we collect data about you such as job function, job title, department, organisation name, size and location;
• Your account information: you provide us with certain information when registering into and using our LFF Events application. This data may include for example event-related data and information concerning your preferences;
• Information on how you use our website: we use cookies to collect data on how you use our websites and view our marketing emails. This may include for example information on which LFF’s website pages you have visited, how long you stayed on them, which items you clicked on and on your IP-address;
• Information derived from your use of our services: we collect any information that you provide to us when subscribing to our event/marketing newsletter such as the abovementioned identification and contact details, but also your area of interest and your domain of expertise;
• Photos taken at LFF events.

Further to the categories of data mentioned above, LFF guarantees that we neither request, collect nor process special categories of  personal data (i.e., personal information specifying criminal offences/convictions, medical or health conditions, biometric or genetic data, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership or information specifying the sex life of the individual).

How does lff collect data?

This Privacy Notice applies to personal data, which is information that LFF collects from you and other third parties that specifically identifies you as individual. LFF may collect data in various manners:

• Information that we automatically collect when you use our website and/or when you communicate with us: when you use our Website, we automatically collect, through Cookies, the following information: navigation and click-stream data; HTTP protocol elements; search terms. When you communicate with us , we also automatically collect your identification and contact details to respond to your queries and requests, and to send you marketing material that may be of interest for you.
• Information that we collect when you use LFF’s services: we may collect and process your data when you use our services, for instance, when you enrol to attend an event. Examples of categories of such personal data can be found in the previous section.
• Information we obtain from other sources: we also may periodically obtain personal information about you from business sponsors/partners and third-party sources where they are legally permitted to share such information with us.
• Personal data when you apply online for employment: please refer to the HR section at the end of the document.

Why is data collected by lff?

LFF collects information about you so as to contact you concerning events, newsletters and other marketing material that we think may be of interest for you. We may also use personal data to develop our website and services and to measure the effectiveness of our marketing.

We use or may use your personal data for the following purposes (or as otherwise described at the point of collection) in line with the lawful basis under the General Data Protection Regulation (the “GDPR”):

• To provide and deliver services to you (e.g. events and conferences)
  Processing is necessary for the performance of a contract with the data subject;
• To conduct surveys
  Processing is necessary for the purposes of the legitimate interests pursued by the controller;
• To secure and optimise the website experience
  Processing is necessary for the purposes of the legitimate interests pursued by the controller;
• To provide marketing communications
  Processing is necessary for the purposes of the legitimate interests pursued by the controller.
• To carry out the recruitment process
  Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
• To secure and control the access to LFF’s premises
  Processing is necessary for the purposes of the legitimate interests pursued by the controller.
• To otherwise enable us to fulfil our legal and contractual obligations
  Processing is necessary for compliance with a legal obligation.

Please note that your personal data will be processed for marketing purposes for as long as you want to receive marketing from us. You may object or opt-out of receiving marketing messages at any time. Furthermore, where required by applicable law, your prior consent will be obtained before sending you direct marketing.

Sharing your personal data

Your information will be shared internally for the purpose of managing our service to you. This includes all staff members of LFF.

LFF shares your personal data externally as necessary to render any service you have requested or authorised. For instance:

• To service providers: we may need to share limited information with our service providers who assist us in providing services to you, who help us to prepare and send you our communications and/or process your responses. However, we will not allow these organisations to use your data for their own purposes and will take care to ensure that they keep your data secure. In fact, LFF’s policy is to maintain contracts with all third parties with whom we disclose/transfer personal information that restrict their access, use and disclosure of personal data. Service providers must, in fact, abide by our data privacy and security requirements.
• To business sponsors/partners/co-organisers: we may share your personal data with our sponsors and partners and co-organisers when it comes to the management and organisation of events and conferences.
• Luxembourg delegations: we may disclose/transfer your data to Luxembourg delegations when it comes to the management and organisation of events and conferences abroad.
• Safety, security and compliance with law: we will access, transfer, disclose and preserve personal data to comply with applicable law and for reasons relating to national security. This may involve the sharing of your data with law enforcement, government agencies and other organisations.
• Consent: we may share your data in other ways and for new purposes if you have asked us to do so and have consented to such sharing.

Those recipients may be located both in and outside the European Union. Your personal data will not be transferred to any country outside the European Union which does not ensure an adequate level of protection unless you gave us prior authorisation to do so or specific measures (adequate security measures such as model clauses) have been taken by us in order to ensure that the requirements of the applicable data protection law have been fulfilled.

Your rights

LFF seeks to ensure that you are able to exercise your rights at any time. LFF will address any request within the limits of its technical and organisational means.
These include:

• Right to access your personal information: should you want to review the data we hold, collect and process about you, please let us know by contacting us.
• Right to rectification: should the data we hold, collect and process about you be inaccurate or incomplete, you have the right to update such data at any time by contacting us.
• Right to erasure: if at any time you decide you do not want us to retain any personal data we collected from you, you may request we delete your data by contacting us. We will take reasonable measures to comply with your request in accordance with applicable laws.
• Right to restriction of processing: should you wish to exercise this right, please contact us. You have the right to restriction of processing only where in accordance with applicable laws.
• Right to object: should you wish to exercise this right, please contact us. We will consider your objection and we will comply with it unless we have a compelling legitimate ground not to, as permitted by applicable law.
• Right to data portability: you may have the right to have your personal data transmitted directly from us to another controller only when you have asked us to do so and have consented to such sharing, and when technically feasible. Should you wish to exercise this right, please contact us.
• Right to lodge a complaint with the supervisory authority:  you have the right to lodge a complaint with the Commission Nationale pour la Protection des Données (the “CNPD”), where you believe that your data is being processed in a way that does not comply with the GDPR.

Please be aware that these rights are not always absolute and there may be some situations in which LFF may not be able to comply with your request.

Retention period of your data

LFF will only retain your personal data:

• For as long as it is necessary for the purpose or purposes for which it was intended;
• For the purposes of rendering or fulfilling the service requested by you;
• For as long as required or permitted by law.

How we protect your data

LFF takes the security of your data seriously. LFF acknowledges your trust and is committed to protecting the data you provide to us. We maintain appropriate organisational, physical and technical security measures (including with respect to personnel, facilities, hardware and software, storage and networks, access controls, monitoring and logging, vulnerability and breach detection, incident response, encryption of personal data) to protect against unauthorised or accidental access, loss, alteration, disclosure or destruction of personal data.

Notification of personal data breach

LFF is committed to notifying you of any personal data breach by LFF, its processors, or any other third-parties acting on LFF’s behalf without undue delay, only where the personal data breach is likely to result in a high risk of breeching your rights and freedoms.

Changes to this policy

We reserve the right to amend this Privacy Notice from time to time to reflect changes in the law, our data collection and used practices, and to ensure it is accurate, complete and up-to-date. You are advised to check this Privacy Notice from time to time.

If you have any questions or concerns about our use of your information or regarding our Privacy Notice, you may contact us by sending an email or by writing to us at:

Luxembourg For Finance
12, rue Erasme
L-1468 Luxembourg
Grand Duchy of Luxembourg

Human resources and job application

Personal data that we collect when you apply online for employment: you may submit personal data through the use of our website to be considered for employment at LFF. Such information includes, amongst others, your name, your address, your phone number, your email address, experience, education, diplomas, job skills and other information contained on your curriculum vitae (CV) and/or your cover letter. LFF uses such data solely for consideration of your candidacy for employment, to communicate with you and to generate related correspondence, including offer letters and employment agreements. Such data may also be used, subject to applicable local laws, to conduct necessary background checks for compliance and other employment related purposes (including the assessment of your profile in view of the conclusion of a potential employment contract, to the extent permitted by applicable laws and regulations). Finally, LFF only retains such data for as long as is necessary to address your employment application and any questions that may arise regarding your application’s processing.