Privacy policy
This Privacy Policy explains how the Institute for Research and Development “Utrip” / UTRIP Institute processes personal data in connection with the website events.institut-utrip.si and the organisation of the Global Advocacy Winter School 2027, taking place from 15 to 18 February 2027 in Ljubljana, Slovenia.
Data controller
The data controller is:
Institute for Research and Development “Utrip” / UTRIP Institute
Laze pri Borovnici 9
1353 Borovnica
Slovenia
Email: info@institut-utrip.si
Website: www.institut-utrip.si
What personal data we collect
When you register for the Global Advocacy Winter School 2027, contact us, complete a form, make a payment or communicate with us regarding the event, we may collect and process the following personal data:
- name and surname;
- email address;
- organisation or institution;
- job title or role;
- country;
- billing and invoice details;
- payment confirmation details;
- information provided in relation to your participation, such as dietary requirements, accessibility needs or the advocacy issue you would like to work on during the course;
- communication with us by email or through online forms;
- technical data related to the use of the website, such as cookie preferences, IP address, browser type, device information and basic website usage data, where applicable.
We only collect personal data that is necessary for the purposes described in this Privacy Policy.
Why we process personal data
We process personal data for the following purposes:
- to manage registrations for the Global Advocacy Winter School 2027;
- to process participation fees and issue invoices or payment confirmations;
- to communicate with registered participants before, during and after the event;
- to provide practical information about the venue, programme, logistics and participation;
- to prepare participant lists, certificates of participation and course-related materials;
- to organise coffee breaks, lunches and other practical arrangements, including dietary or accessibility needs where provided;
- to provide the one year of individual advisory support included in the participation fee;
- to respond to enquiries and requests for information;
- to manage group registrations and invoice-based payments;
- to comply with accounting, tax and legal obligations;
- to send optional updates about future Prevention Impact Lab, UTRIP Institute or related training events, but only where consent has been given;
- to ensure the proper functioning, security and basic analytics of the website, where applicable.
Legal basis for processing
We process personal data on the following legal bases:
Contractual necessity
We process registration, payment and participation data because it is necessary to manage your registration, deliver the event, provide the services included in the participation fee and communicate with you about your participation.
Legal obligation
We process certain billing, invoice and accounting data because we are required to do so under applicable tax, accounting and legal rules.
Consent
We process personal data for optional updates about future Prevention Impact Lab, UTRIP Institute or related events only where you have given your consent. You may withdraw your consent at any time.
Legitimate interest
We may process limited technical and communication data where necessary for website security, basic administration, responding to enquiries, preventing misuse and improving the organisation of our events, provided that such interests are not overridden by your rights and freedoms.
Payments
Participation fees may be paid through online payment providers such as Stripe, PayPal or another payment service provider enabled on the website.
Payment providers process payment data in accordance with their own privacy policies and security standards. UTRIP Institute does not store full payment card details.
We receive only the information necessary to confirm payment, manage registration, issue invoices and maintain accounting records.
Cookies and consent management
The website may use cookies and similar technologies to ensure proper website functionality, manage consent preferences, enable payment and registration processes, improve website performance and, where enabled, collect basic analytics.
Cookie and consent tools on this website are managed with Complianz, where enabled.
Non-essential cookies, such as analytics or marketing cookies, will only be used where required consent has been obtained.
You can manage or withdraw your cookie consent through the cookie settings available on the website.
Who has access to personal data
Personal data may be accessed by authorised persons within UTRIP Institute who are involved in event organisation, administration, communication, invoicing, technical management or follow-up advisory support.
Where necessary, personal data may also be shared with trusted service providers, such as:
- website hosting and technical service providers;
- payment service providers;
- accounting or invoicing service providers;
- email communication tools;
- event venue or catering providers, but only where necessary for practical arrangements;
- providers of online forms, registration systems or learning platforms, where applicable.
We only share the personal data necessary for the specific purpose. Service providers are expected to process personal data securely and in accordance with applicable data protection rules.
International transfers
Some service providers, such as payment, email, website or analytics providers, may process data outside Slovenia or the European Economic Area.
Where this occurs, UTRIP Institute will rely on appropriate safeguards required under applicable data protection rules, such as adequacy decisions, standard contractual clauses or equivalent protective measures.
How long we keep personal data
We keep personal data only for as long as necessary for the purposes for which it was collected.
Registration and participation data are generally kept for the period necessary to organise the event, provide follow-up advisory support and respond to participant-related questions.
Accounting, invoice and payment-related data are kept for the period required by applicable accounting, tax and legal rules.
Data used for optional updates about future events are kept until consent is withdrawn or until the data are no longer needed for this purpose.
Communication related to advisory support may be kept for the duration of the advisory support period and for a reasonable period afterwards, where necessary for documentation and continuity.
One-year advisory support
The participation fee for the Global Advocacy Winter School 2027 includes one year of individual advisory support related to the further development of participants’ advocacy campaigns.
For this purpose, UTRIP Institute may process communication, documents, campaign outlines, policy questions or other information voluntarily shared by the participant during the advisory support period.
Participants should avoid sharing sensitive personal data or confidential third-party information unless this is strictly necessary for the advisory process. Where such information is shared, UTRIP Institute will treat it with appropriate care and confidentiality.
Photos, video and testimonials
Photos or video recordings may be taken during the Winter School for documentation, reporting and communication purposes.
Where photos, videos or testimonials identify a participant and are intended for public communication, promotion or publication, UTRIP Institute will seek appropriate consent where required.
Participants who do not wish to appear in photos or videos should inform the organiser before or at the beginning of the event.
Your rights
Under applicable data protection rules, you may have the right to:
- request access to your personal data;
- request correction of inaccurate or incomplete data;
- request deletion of your personal data, where applicable;
- request restriction of processing, where applicable;
- object to processing based on legitimate interests;
- withdraw consent at any time, where processing is based on consent;
- request data portability, where applicable;
- lodge a complaint with the competent data protection authority.
To exercise your rights, please contact us at:
Withdrawal of consent
Where processing is based on consent, you may withdraw your consent at any time.
Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
If you withdraw consent for receiving updates about future events, we will stop sending such communications.
Data security
UTRIP Institute takes reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.
Access to personal data is limited to persons and service providers who need the data for the purposes described in this Privacy Policy.
Links to external websites
The website may contain links to external websites, such as venue information, travel information, payment providers or partner organisations.
UTRIP Institute is not responsible for the privacy practices or content of external websites. Participants are encouraged to review the privacy policies of any external websites they visit.
Updates to this Privacy Policy
UTRIP Institute may update this Privacy Policy from time to time, for example due to changes in the event organisation, website functionality, payment options, legal requirements or internal procedures.
The latest version will be published on this website.
Contact
For any questions about this Privacy Policy or the processing of personal data, please contact:
Institute for Research and Development “Utrip” / UTRIP Institute
Laze pri Borovnici 9
1353 Borovnica
Slovenia
Email: info@institut-utrip.si