MOBIL-LUX’S privacy statement

  1. General information

Latest update 15 November 2022
Our commitment The organisers of the MOBIL-LUX European Conference, namely the Luxembourg Ministry of Mobility and Public Works, the City of Luxembourg and Luxtram SA (hereafter referred to collectively as the ‘organisers of the MOBIL-LUX conference’), hereby undertake to protect your privacy and your personal data. The purpose of this privacy statement is to inform you of what type of personal data we collect and it is used, shared and protected.
What does this privacy statement applies to? This privacy statement applies to all of the personal data that we process.
Who is responsible for your personal data For the purpose of the MOBIL-LUX Conference, your personal data will be processed by and under the responsibility of Luxtram SA, who will ensure compliance with the European regulation. Luxtram can be contacted by e-mail at info@mobil-lux.lu, or by telephone on (+352) 2720-3936 or -3923.
Updates to this statement This privacy statement can be updated simply by publishing an updated version on our website, www.mobil-lux.lu.
  1. Protecting your privacy: Guiding principles

The organisers of the MOBIL-LUX conference take your privacy very seriously. At the core of our approach to protecting your privacy are the following five principles:

  1. We always use your personal data in a lawful, fair and transparent manner, and for specific, explicit and legitimate purposes only.
  2. You have the right to be clearly informed as to how your personal data is used. We always collect your data for a clearly specified purpose, and we will always be transparent with you regarding the data we collect and how we use it.
  3. If you have any concerns regarding how we use your personal data, we will readily provide you with whatever information you need to gain a better understanding of our data processing operations.
  4. We will take all necessary steps to secure your data and protect it data from abuse.
  5. 5. We undertake to comply with European and domestic privacy-protection regulations and, where applicable, to cooperate with our national supervisory authority – in Luxembourg, the National Commission for Data Protection (Commission nationale pour la Protection des Données – CNPD) – in matters concerning the protection of privacy.
  6. Purposes and lawfulness

As their main purpose, the organisers of the MOBIL-LUX conference are seeking to promote an intercultural approach to addressing future mobility-related issues, and to foster dialogue between the various stakeholders involved in the process, with the aim of, on the one hand, enabling those who are planning to review their mobility offering to gain a better understanding of the transformations their cities need to achieve and, on the other hand, making the most of other players’ expertise and experience.

To achieve these goals, we have decided to host the MOBIL-LUX European Conference, for which we need certain data – including certain personal data – that we will be required to share with our staff, our suppliers, our subcontractors, our partner companies, conference attendees, the media (photographs in particular), etc. to ensure the smooth running of the various conference activities. Under no circumstances will the organisers of the MOBIL-LUX conference ever rent or sell any collected personal data to any entities that are not involved in the organisation and/or running of the conference.

In accordance with legislation on the protection of natural persons with regard to the processing of personal data, the organisers of the MOBIL-LUX conference assert that the data and information collected by way of the registration form will be processed by its organising team for the purpose of organising the various activities that are scheduled to take place during the conference, and managing registrations and invoicing.

In accordance with our general terms and conditions, your data will be collected on the understanding that it was provided by you personally, or by a person in your organisation who had been duly authorised to do so. Furthermore, your data will be processed on the basis of the consent you gave us, or the consent you gave the above-mentioned person when they registered you in our data management system. Said consent may have been given verbally, but it will be recorded and retained by the persons authorised to do so, or their representatives, before recording your data in our database. This also applies to other services we provide, such as subscriptions to our newsletters, data updates, and other information about the MOBIL-LUX conference or MOBIL-LUX publications. In short, your data will be processed on the basis of the consent you gave us or to a representative of your organisation, at the time your data was registered in registration system.

As our conference is a public event, photographs and images in connection with the event may be shared on social media platforms and websites, and in videos and hard-copy publications, without violating your privacy. Such images are part of our event documentation, and may be used in the long term for historical, archiving and promotional purposes. In other words, when you register to attend the MOBIL-LUX conference, it is understood that you are giving your consent to having pictures of you taken and to the publication of such pictures in European and/or international media, our hard-copy publications, on websites, and social-media platforms.

  1. MOBIL-LUX’s privacy policy
    1. What data we collect, why we collect it, and on what legal basis ?

Data collected directly

Directly collected data is data you provide:

  • when you fill in the Contact form
  • when you fill in the Payment form
  • when you fill in the Conference Registration form


In each of these forms, only strictly required personal data is collected (data minimisation). Such data is processed using secure protocols and are required to manage your request.

Your data will be processed only in so far as is necessary to achieve the purposes for which it was obtained.

Data collected directly

Data that is collected directly includes your surname, first name, profession, address or place of residence, images, telephone and fax numbers, e-mail address, data and place of birth, information about your internet connection (IP address, geographical location, etc.), and the address of your company.

Such data may be collected when you or a representative of your organisation visit(s) our website, or contact(s) us by e-mail.

If your personal data is collected from a representative of your organisation, we will assume that the latter obtained your consent prior to registering your data. The date on which your data is registered will be considered to be the date of consent, even if, for practical reasons, your representative registers your data after having received your verbal or written consent. As the organisers of the MOBIL-LUX conference, we draw your attention to the fact registering to attend the conference is optional but, in compliance with domestic legal requirements, requires your or your legal representative’s prior consent, whether explicit or implicit. It is up to the attendee’s organisation to obtain such consent prior to registering the attendee.

When you visit our website, certain data may be collected for statistical purposes. Such data includes your IP address, your geographic location at the time of your visit, the date and time of your visit, and the website pages you visit. When you visit our website, you expressly agree that such data may be collected for statistical purposes.

  1. How to withdraw your consent or correct your personal data

If you wish to withdraw your consent to the processing of your personal data, or to the use of pictures of yourself in future publications, you may do so at any time and at your own convenience. However, as MOBIL-LUX conference is a paid event, your registration to attend the conference is a contractual commitment and may require the payment of cancellation fees before your data can be removed from our system.

For requests to update or correct personal data, or to withdraw consent, you or an authorised person from your organisation may send an e-mail to info@mobil-lux.lu, with proof that the request is from the person in question. – –

  1. Who we share your data with

For the purpose of organising, running, evaluating and promoting the MOBIL-LUX conference, the head office of Luxtram S.A. collects, records, uses and shares your personal data with companies, subcontractors, organisations and self-employer contractors involved in the event. If your personal data is shared, it may be used only for logistical, informational, statistical and non-commercial purposes and the responsibility for its processing will lie with the entities it is shared with. The organisers of the MOBIL-LUX conference disclaim all responsibility if said entities misuse any personal data that has been shared with them by the organisers of the MOBIL-LUX conference.

  1. No data is shared with other countries

We will not share your personal data with servers located outside the European Economic Area (EEA), or in countries that are not subject to the European Commission regulation of the protection of privacy, unless we are required to do so for necessary and legitimate reasons.

We work with various subcontractors, such as IT managers, who have undertaken to keep your personal data within the EEA, and we take steps to ensure that their processing operations are covered by a European Commission decision on privacy matters. For further details on the subcontractors we work with, please contact us by e-mail at info@mobil-lux.lu.

  1. How we protect your personal data

We implement whatever security measures are required to ensure that your personal data remains protected at all times, and we demand that all third-parties who manage and process your personal data on our behalf do the same.

All companies, organisations and entities that organisers of the MOBIL-LUX conference work are chosen through a rigorous selection process. As part of this selection process, each service provider is carefully selected based on their technical and organisational expertise in the field of data protection. The selection process is documented and a contractual data processing agreement is only entered into if the service provider satisfies the security requirements that we have identified, which include European and domestic regulatory requirements.

Access to your personal data is restricted to prevent unauthorised access and changes to and misuse of your data. Moreover, access to your personal data is authorised only for our staff/our collaborators who need such access for their work.

  1. How long we keep your personal data

Your personal data and information are stored for as long as is necessary for the purposes for which they are collected. Unless you explicitly refuse that we do so, we will keep your personal data for the purpose of organising a subsequent edition of the conference, which is currently scheduled to take place in 2025.

  1. 7. Specific processing of data collected from visitors to our website
Cookies

On our website, we make use of technologies such as “cookies” and other web tools to help us improve your user experience and our services. These technologies help us gain a better understanding of the behaviour of our website users, e.g., which parts of our website are visited the most. They also help us facilitate your user experience and measure the effectiveness of our website. Even though some of these technologies are required for communication purposes and for the provision of basic services and, as such, do not require your explicit consent, we hereby inform you of their use.

Most browsers are configured to accept cookies automatically. As a general rule, you can prevent your browser from saving cookies on your hard disk by selecting the option to refuse cookies in your browser settings. You can also configure your browser to ask you before saving cookies. Finally, you can delete previously saved cookies at any time. Please refer to your bowser’s support documentation to find out how to proceed. Please note, however, that if you change your browser’s privacy settings, you may not be able to use all of our website’s features.

Usage ofGoogle Analytics

Our website may use Google Analytics. Google Analytics is a website analytics service provided by Google Inc. (Google), which helps us improve our online presence. The information obtained through the use of cookies (IP address, access time, access duration) is forwarded to and stored on Google servers located in the United States. The cookies that are stored on your device when you browse our website are used by Google to provide with statistical reports. Google may forward the information it collects to third parties if required by law to do so, of if such data is processed by third parties on behalf of Google. However, to prevent Google from establishing a direct link between you and the data it collects, we use the anonymized feature. With his feature enabled, only shortened form of IP addresses are processed. Note that when you use our website, you are consenting to the processing of data that Google collects about you.

Browser extensions exist to disable or control Google Analytics tracking.

Marketing and advertising

In addition to using your personal data for the provision of our services – and provided you subscribe to our newsletter –, we also use your personal data to send you marketing offers and promotions in connection with the MOBIL-LUX conference, as well promotions offered by our professional partners

To stop receiving these offers or our newsletter, you can unsubscribe from our newsletter at any time, or simply send an e-mail to info@mobil-lux.lu.

  1. Your rights and how to exercise them

If you have any queries, remarks or concerns as to how we process your personal data, you can contact our Data Protection Officer or our Data Controller:

Luxtram S.A.
For the attention of the Data Protection Officer
61, Circuit de la Foire Internationale
L-1347 Luxembourg

Or by email to dpo@luxtram.lu

For the attention of the Data Controller

Mrs Françoise Frieden

Email : info@mobil-lux.lu

You have the right to:

1. receive a structured copy of your personal data that we process;

2. demand that we update or remove your personal data that we have on file;

3. report to us any cases of misuse of your personal data;

4. fully or partially withdraw your consent to the processing of your personal data.

If you believe that your personal data is not being processed in compliance with the law, please send an e-mail requesting clarification to info@mobil-lux.lu. You may also file a complaint with the authority responsible for data protection matters in the Grand Duchy of Luxembourg, i.e., the National Commission for Data Protection (Commission Nationale pour la Protection des Données – CNPD)

  • by post to the following address:

CNPD – Service des réclamations

1, avenue du Rock’n’Roll

L-4361 Esch-sur-Alzette