Document pending approval

This policy covers the new processing introduced by the 2027 portal: registration, badge and invitation letter. It must be reviewed and legally approved before going live, and replaces the earlier notices of the institutional site, which predate it.

1. Who processes your data

The data controller is the United Grand Lodge of Benin (GLUB), acting through the Organising Committee of Convent 2027.

Contact: contact@glubenin.org. Registered office: Cotonou, 9th district, Zogbohouè, Republic of Benin.

2. What data is collected

The Committee applies the principle of minimisation: only the data needed for your reception, your badge and, where applicable, your invitation letter is requested.

Registration form

  • Identity : title, surname, given names, name to appear on the badge
  • Attachment : nationality, country of residence
  • Contact : email address, telephone, WhatsApp (optional)
  • Affiliation : obedience, country of the obedience, lodge, rank or office
  • Stay : arrival and departure dates, days attended
  • Visa : need for an invitation letter; if yes: country where the application will be lodged, type of travel document, name as it appears on that document
  • Companions : number of accompanying persons, where permitted
  • Consents : acceptance of this policy and of the terms

What is not collected

  • No banking data : registration is free and the portal accepts no payment
  • No travel document number at the registration stage
  • No health data, political opinion or religious belief
  • No advertising tracker and no third-party analytics

Technical data

Server logs record the IP address, the timestamp and the page requested, solely for security and to counter abuse. They are kept for twelve months at most.

3. Why this data is processed

Purposes, legal bases and retention periods
Purpose Basis Retention
Processing your registration and verifying your standing as a participant Your consent Up to 12 months after the event
Producing and checking your access badge Your consent Up to 6 months after the event
Producing your invitation letter Your express request Up to 24 months (administrative traceability)
Organising transfers, accommodation and logistics Legitimate interest of the Committee Up to 3 months after the event
Sending you practical information Your consent (optional) Until you unsubscribe
Service security and fraud prevention Legitimate interest 12 months

4. The badge and its QR code

No personal data in the QR code

The QR code on your badge contains only an opaque control identifier: no name, no obedience, no nationality, no document number. Scanned by a third party, it reveals nothing. Only the Committee's system can link it to your file.

Your name and, if you allow it, your obedience and country appear in clear on the face of the badge, as on any conference badge. You may decline to display the obedience from your participant area.

5. The invitation letter

If you request an invitation letter, the details needed to produce it (identity as it appears on your travel document, nationality, country where the application will be lodged) are processed for that purpose alone.

The letter is intended to be presented by you to a consular authority. The Committee itself transmits no data to any embassy or consulate, except where such an authority expressly asks to verify a specific letter number.

6. Who has access to your data

  • Authorised members of the Organising Committee, for the data their task requires
  • The site's host, on strictly technical grounds
  • The email delivery provider, for your address and the content of the messages

Your data is not sold, transferred or rented. Partner hotels receive aggregate volumes only, never a list of names: you book directly with them.

Every consultation of a participant file and every data export by a member of the Committee is logged.

7. Your rights

You have, at any time, the following rights:

  • Access : obtain a copy of the data concerning you
  • Rectification : correct inaccurate information
  • Erasure : request deletion of your file, which cancels your participation
  • Restriction and objection to processing
  • Portability : receive your data in a machine-readable format
  • Withdrawal of consent, at any time and without justification

Some of these rights can be exercised directly from your participant area. For the rest, write to contact@glubenin.org: the Committee replies within one month at most.

8. Security

  • Encrypted connection (HTTPS) across the whole portal
  • Verification of the email address before the file reaches the Committee
  • Anti-robot protection on the registration form
  • Two-factor authentication for Committee access
  • Logging of sensitive actions
  • Regular, encrypted backups

9. Cookies

The portal uses no advertising cookies and no third-party trackers. The few technical cookies in use are listed on the Cookie management page.

10. Changes

Any substantial change to this policy will be notified to registered participants by email, with the subject "GLUB 2027 : Important information".