SPE France Events Privacy Notice

SPE France (Section Française de la Society of Petroleum Engineers, association loi 1901) collects this information to register you for our events.

Controller. SPE France, Bureaux Sur l’Eau, Face au 5 quai Marcel Dassault, 92150 Suresnes, France. Data Protection Officer: dpo@spefrance.org

What we collect and why. On the registration form, we collect your name, email, job title, organisation, primary domain, SPE membership status, career stage, company type, and how you heard about the event. All of these are required to register; the communication choices are optional. If you attend online, Microsoft Teams also records when you join and leave.

We use this information to:

• confirm your place;

• send you the joining link, practical details and reminders;

• ask for feedback afterwards;

• confirm who attended.

We use your domain, membership status, career stage, company type and how you heard about the event only in aggregate, to describe our audience to the SPE France Board and to event sponsors. Aggregate figures cover groups of at least five people, and no individual can be identified from them. We do not use this information to make decisions about you individually.

Legal basis. Registration and running the event rely on our legitimate interest in organising technical events for our audience (Article 6(1)(f) GDPR). The communication choices on the form are optional and rely on your consent (Article 6(1)(a) GDPR). You can withdraw consent at any time without affecting your registration.

Communication choices. If you tick a box on the form, SPE France sends you the matching emails:

• invitations to future SPE France events;

• SPE France news and updates;

• information about SPE membership and benefits. We may tailor these messages to the membership status you gave us.

Every message includes an unsubscribe link.

Who sees your data. SPE France Board members organising the event. For in-person events, we share your first name, last name and company with the venue’s security staff before the event, for building access only, and that list is deleted after the event. Sponsors receive aggregate figures only. We do not share your personal data with sponsors or third-party marketing partners.

Recording. Our events are usually recorded, and the event page states whether a specific event is. We publish recordings afterwards on the SPE France YouTube channel. We do not broadcast events live on public platforms. Speakers appear in their professional capacity.

• If you attend online: attendee cameras and microphones are off by default. Your name may appear in the recording if you post a question in the Q&A or chat, or if you are invited to speak. To stay anonymous, change your Teams display name before joining.

• If you attend in person: the camera follows whoever is speaking. If you ask a question from the floor, you will appear in the recording, and you may also be visible in wider shots. To stay out of the recording, sit in the marked area at the back of the room, which stays out of frame, and send your question in writing. A Board member at the entrance can show you where to sit.

If you appear in a recording and do not want to be in the published version, write to dpo@spefrance.org. We will cut the relevant part before publication or, if it is already online, from the published video.

Where it is processed. Registration and online sessions run on Microsoft Teams. Microsoft Ireland Operations Ltd (Dublin, Ireland) processes data on our behalf. Google (Workspace) stores our event records. Recordings are published on YouTube, operated by Google. Some data may be transferred to the United States; these transfers are covered by the EU-US Data Privacy Framework. Full details are in the SPE France Privacy Policy.

How long we keep it. We delete operational event data (registration answers, attendance reports, check-in records) within 90 days after the event. We keep the fact that you registered for an event for 3 years. If you opt in to any communication, we keep your name, email and choices until you withdraw consent, or for 3 years from your last contact with us, whichever comes first. After 12 months with no contact, we ask you to reconfirm, and remove you if you do not reply.

Your rights. You can access, correct or delete your data, restrict or object to its processing, or ask for a copy of what you gave us. Write to dpo@spefrance.org. You can also lodge a complaint with the CNIL (cnil.fr).