Privacy statement – Trippus event platform

Trippus is a tool for managing conferences and other events. This mainly involves:

• a website with features such as registration, payment, submission of abstracts and papers
• programme and useful information adapted to each participant
• lists of participants
• evaluation and statistics

The purpose of processing personal data on the event platform is to organise and facilitate conferences and other events.

The following personal data are processed for all conference participants in Trippus: 

• name, e-mail address, telephone number, title and place of work/organisational affiliation 
• payment details 
• event and sub-events (sessions, groups and activities) that you register for 

Personal data we process according to your choices: 

• your submitted academic material (abstracts, papers, presentations and similar) and assessment of these 
•  your name on the participant list 
• your photo 
• participation in on-site interactions and live polls 
• your responses to feedback forms. If this is applicable to your conference, more detailed information about the evaluation will be provided. 
• Your name, e-mail address and the event you attended will be saved if you chose to join our mailing list for the event. You can be removed from the list by replying to an e-mail or by sending an e-mail to the address provided in the registration form (please see the e-mail registration confirmation).  
• Dietary requirements 
• Special requirements 

We cannot handle all the administration and communication for a conference exclusively in the Trippus event platform. Other administrative systems could be used by OsloMet, e.g.:  

• Microsoft Outlook e-mail for communication 
• Microsoft Teams/SharePoint/OneDrive for creating and storing documents for organisational purposes 
• Nettskjema for questionnaires 

We mostly process personal data which is provided by you. 

There is an exception from this in the case of submitted academic material, such as abstracts and papers. Assessment of your submitted work and related feedback is considered personal data. 

In order to process personal data, OsloMet is required to have a legal basis for this by the General Data Protection Regulation (GDPR) Art. 6. In the following we state the legal basis for processing the relevant personal data:  

1) Registration, submission and assessment of academic material, administration of participants before and during the event, sending evaluation forms, sending offers to be added to the mailing list for future events and relevant information from OsloMet: 

Legitimate interest, GDPR Art. 6 (1) f.  

OsloMet's interest in effectively organising and conducting events, including the necessary administrative follow-up of participants, is considered legitimate. The processing of data is limited to what is necessary for these purposes and is not considered to violate the privacy interests of participants.  

2) Information about requirements related to diet and accessibility, which may involve the processing of special categories (dataprotection.ie) of health, religion, philosophical beliefs and ethnic origin: 

Consent/explicit consent, GDPR Art. 6 (1) a and Art. 9 (2) a. 

3) Required personal data related to payment transactions will be stored for five years in accordance with the Norwegian Accounting Act and for seven years in accordance with corresponding Sweedish regulation. 

Legal obligation, GDPR Art. 6 (1) (c) cf. bokføringsloven (the Accounting Act) §§ 13 jr. 5.  

Personal data stored in the Trippus system will not be deleted but instead anonymised when there no longer is a need to process it. Once the information has been anonymised, we can no longer connect it to an identified or an identifiable natural person.  

Information about dietary requirements and accessibility needs is anonymised within one week after the event has ended. 

Information that we are required to keep in accordance with the Norwegian and the Swedish Accounting Act (such as name, booking number, transaction number, amount paid, currency and event) is stored for seven years. 

Other information will be stored for two months after the event has ended, so that we have time to create reports with statistics from the system before anonymising it. 

OsloMet may be required to archive certain documents from a conference. In such cases, they are archived in accordance with applicable laws and regulations in the archive system used by OsloMet at any given time.  

Trippus Event Solutions AB (a Swedish limited company) provides the solution and is our data processor. We have entered into a data processing agreement. They have subcontractors and a banking service provider, which is Swedbank.  

The conferences/events may have external co-organisers. These may be persons who are not employed by OsloMet or other organisations, such as other educational institutions. In these cases, there is separate information about privacy protection on the event website.  

The general regulations for public enterprises also apply to OsloMet's use of Trippus, which means that we must disclose information if we are required to do so by law or regulation. This may typically apply to requests for access (freedom of information requests), inspection and audits. We have more information about press and public access under the Freedom of information Act on our general privacy statement pages (oslomet.no).

Our supplier Trippus Event Solutions AB only processes personal data within the EU/EEA area. The system is operated on Trippus's servers that are located in Sweden. 

OsloMet may have external co-organisers or contributors who may operate from countries outside the EU/EEA. If this is the case, separate information will be provided in connection with the individual event. 

OsloMet, through the Faculty of Teacher Education and International Studies, is responsible for the processing of personal data in Trippus. 

OsloMet has more information about the processing of personal data on our website (oslomet.no). 

There is a section on your rights (oslomet.no) connected to OsloMet's handling your personal data.  

You have the right to complain about our processing of your personal data to the Data Protection Authority. However, it is advisable to raise your objections with us first, so that we can help you exercise your rights more quickly. We can either accommodate you or explain our decisions if this is not possible. Please see contact information below. 

If you have any questions or objections regarding the processing of personal data related to a specific event, please see contact information for the specific event. 

The contact information of OsloMet staff that work with privacy is listed on our website about privacy contacts and privacy officers (oslomet.no).