Disclaimer on the collection and use of personal data
1. Legal Basis
The collection and processing of personal data in connection with this event are conducted in accordance with, where applicable, the laws and regulations of the host country, including Decree No. 13/2023/ND-CP on Personal Data Protection, and the Law on Cybersecurity No. 24/2018/QH14 of the Government of Viet Nam.
2. Data Collected
The following categories of personal data may be collected from participants:
– Full name and professional
title
– Nationality and affiliation (e.g. government, international organization)
– Contact details,
including email address and telephone number
– Passport or national identification number
–
Photograph (submitted or captured on site)
– Additional logistical or dietary information, if voluntarily
provided
The collection and processing of personal data in connection with this event are conducted
in accordance with, where applicable, the laws and regulations of the host country, including Decree No.
13/2023/ND-CP on Personal Data Protection, and the Law on Cybersecurity No. 24/2018/QH14 of the Government of
Viet Nam.
3. Purposes of Processing
Personal data are collected solely for purposes related to the planning, coordination, and delivery of the
Opening Ceremony and its associated events. Specifically, data will be used to:
– Facilitate registration,
accreditation, and on-site identification
– Ensure appropriate seating, protocol, and access arrangements
– Prepare participation lists, badges, and access control documentation
– Support security, health,
and emergency services during the event
– Facilitate communication and coordination with participants
– Manage media services, including livestreaming and photography
4. Data Sharing and Access
Access to personal data will be strictly limited to authorized personnel within:
– The United Nations
Office on Drugs and Crime (UNODC)
– Relevant departments of the Government of Viet Nam.
– Accredited
service providers engaged by the organizers under confidentiality obligations. Personal data will not be shared
with third parties for commercial or unrelated purposes.
5. Photographs and Media Coverage
The Opening Ceremony is a public diplomatic event and may be documented by means of photography, audio recording, and video, including livestreaming via official United Nations and host government communication channels. Participation in the event constitutes consent to the recording and use of such images for informational and promotional purposes related to the event.
6. Retention and Storage
Personal data will be retained only for the duration necessary to fulfil the purposes outlined above and will be securely deleted thereafter. Unless otherwise specified, data will be retained for a period not exceeding three (3) months following the conclusion of the event.
7. Rights of Participants
Participants have the right, subject to reasonable operational limitations, to:
– Request rectification of
inaccurate or incomplete data
– Withdraw their consent to data processing (where applicable) Such requests
should be directed to the contact point indicated below.
8. Data Security
Organizers undertake to apply appropriate technical, organizational, and administrative measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. All data are stored on secure systems with restricted access.
9. Contact Information
For all inquiries related to the protection of personal data, participants may contact: Host Country Organizing Committee Email: info@hanoiconvention.org Additional updates to this notice, if any, will be published on the official event website or communicated through Permanent Missions.