At a glance
- The site processes data to manage registration, badges, confirmations, access, logistics, media and participant support.
- Only authorized persons and teams may access data within the strict limits of their assignments.
- Data is kept only for the period necessary to organize, operate and properly archive the forum.
- Data subjects may request information, corrections or review of their situation by contacting the secretariat.
1. Scope
This policy applies to processing activities performed through the FREAO website, including public forms, login areas, participant and media portals, confirmation modules, badge tools and logistics or access control features.
Its purpose is to explain what information may be collected, why it is used, who may access it, how long it may be retained and what rights are available to the persons concerned.
2. Data controller
Processing carried out through the site is operated for forum organization purposes by the secretariat and authorized FREAO coordination teams.
For any privacy-related request, please contact the secretariat at secretariat@westafricawaterforum.org.
3. Categories of data
Depending on your interaction with the site, processed data may include identity, title, role, institution, country, phone number, email address, participation details, logistics needs, accommodation information, media requests, badge information, confirmation or check-in history and any supporting document you voluntarily submit.
Only the information necessary for the relevant purpose should normally be requested. Some fields are optional while others are required to process your request or provide a forum service.
4. Purposes
Personal data is processed to support the operational and administrative management of the forum, including registration review, media accreditation, confirmation handling, badge generation, participant reception, logistics planning, access management and assistance.
Some data may also be used to produce dashboards, reports, exports and internal statistics strictly connected to the preparation, running and evaluation of the forum.
5. Legal basis
Depending on the case, processing may rely on consent, the performance of requested services, the legitimate interests of the organizers, or applicable administrative and security requirements.
Where consent is the basis, it may be withdrawn for the future, subject to operational consequences where a requested service depends on such processing.
6. Recipients
Data may be accessed only by authorized persons who need it for their role: secretariat, registration, reception, protocol, logistics, media, scanning staff, administrators and, when necessary, technical or operational providers acting on behalf of the organizers.
Access must remain proportionate to the assignment concerned.
7. Retention
Data is retained for the period necessary to process your file, prepare the forum, run the event and maintain any required administrative or security records, followed where appropriate by a reasonable archive period.
At the end of the relevant period, data should be deleted, anonymized or archived as appropriate.
8. Cookies and similar tools
The site may use cookies or similar tools for core operation, language preference, session continuity, optional comfort settings, understanding overall site usage and enabling certain embedded external media.
Strictly necessary cookies may not always be disabled without affecting the service. Optional settings depend on user choice when a consent mechanism is displayed.
9. Security
Reasonable technical and organizational measures are implemented to reduce the risk of unauthorized access, accidental loss, alteration or misuse of data.
However, no system can guarantee absolute security, and users should remain cautious when sharing information or using access links.
10. Your rights
Subject to applicable legal, operational and security constraints, you may request information about your data, ask for corrections, provide updates or request further review of a specific situation.
Where appropriate, you may also request deletion or restriction of certain processing operations. Each request will be reviewed in light of applicable obligations and legitimate organizational needs.
11. Contact
For any privacy question or request concerning your personal data, please contact the secretariat at secretariat@westafricawaterforum.org.
This text is a proposed legal-operational basis and may be adjusted to fit your institutional, local or regulatory requirements.
