PRIVACY POLICY – GDPR

Last updated: August 2026

The Foundation for Knowledge-Based Development – FDBC is committed to protecting the privacy and personal data of individuals who visit our website, participate in our programmes and events, communicate with us, or interact with the initiatives and digital platforms developed or operated within the FDBC ecosystem.

This Privacy Policy explains what personal data we may collect, how and why we process it, the legal grounds for processing, how long information may be retained, with whom it may be shared, and the rights available to data subjects.

Personal data is processed in accordance with Regulation (EU) 2016/679 – General Data Protection Regulation (GDPR), Romanian Law No. 190/2018 implementing GDPR, and other applicable Romanian and European Union legislation.

1. DATA CONTROLLER

The data controller is:

Foundation for Knowledge-Based Development – FDBC

Website:
https://fdbc.ro/

Data protection and general contact:
contact@fdbc.ro

For any question concerning the processing of your personal data or for exercising your rights under GDPR, please contact us at the email address above.

2. TECHNICAL SERVICE PROVIDER

The FDBC website and the technical infrastructure supporting TRILATERAL FORUM 2026 – Romania · Ukraine · Türkiye are technically supported by:

SC SmartCityHub SRL
VAT / Fiscal Identification No.: RO44553193
Str. Mestecenilor nr. 1
Vatra Dornei, Suceava County
Romania

SmartCityHub SRL provides website and technical services and may process personal data on behalf of FDBC only to the extent necessary for the provision, administration, maintenance and security of the relevant digital services.

Where SmartCityHub SRL processes personal data on behalf of FDBC, such processing is carried out under the instructions of the data controller and in accordance with applicable data protection requirements.

3. WHAT PERSONAL DATA WE MAY COLLECT

Depending on the way you interact with FDBC, we may collect and process the following categories of personal data:

  • first name and last name;

  • professional title and position;

  • organisation or institution represented;

  • professional email address;

  • telephone number;

  • country and city;

  • organisation type;

  • professional sector or field of activity;

  • academic or research affiliation;

  • information concerning professional interests, projects or areas of cooperation;

  • information submitted through registration or contact forms;

  • information related to participation in conferences, forums, research activities, projects or other FDBC initiatives;

  • information required for organising B2B, institutional, academic or research meetings;

  • information voluntarily provided through correspondence with FDBC;

  • technical information related to the use of the website, such as IP address, browser type, device type, date and time of access and other information generated through cookies or similar technologies.

As a general rule, FDBC does not request special categories of personal data within the meaning of Article 9 GDPR through its website or standard event registration processes.

Users are encouraged not to provide sensitive personal information unless such information is strictly necessary for a specific purpose and an appropriate legal basis exists.

4. PURPOSES OF PERSONAL DATA PROCESSING

Personal data may be processed for the following purposes.

Website administration and communication

We process information in order to:

  • answer enquiries and messages;

  • respond to requests for information;

  • manage institutional and professional correspondence;

  • provide information requested through the FDBC website;

  • maintain and protect the functionality and security of the website.

Event and conference management

Personal data may be processed for events organised, co-organised or supported by FDBC in order to:

  • register participants;

  • confirm registrations;

  • manage participant lists;

  • communicate agendas and programme updates;

  • provide logistical information;

  • organise sessions, meetings and networking activities;

  • facilitate professional contacts directly related to the purpose of the event;

  • communicate with participants before, during and after an event.

TRILATERAL FORUM 2026 – Romania · Ukraine · Türkiye

For participants registered for TRILATERAL FORUM 2026, personal data may be used in particular for:

  • participant registration;

  • institutional accreditation and event organisation;

  • communication of the final agenda and practical information;

  • organisation of institutional, academic, research and B2B sessions;

  • preparation of participant and organisation profiles;

  • identification of relevant professional contacts and cooperation interests;

  • facilitating meetings between organisations from Romania, Ukraine and Türkiye;

  • post-event communication directly related to the Forum;

  • development of long-term cooperation opportunities resulting from the Forum;

  • access to and participation in the B2B CONNECT ecosystem, where applicable.

The Forum is conceived as a long-term cooperation framework connecting the institutional, economic, academic and research communities of Romania, Ukraine and Türkiye.

5. INSTITUTIONAL, ACADEMIC, RESEARCH AND BUSINESS COOPERATION

FDBC may process professional contact information in connection with its activities involving:

  • public institutions;

  • regional development organisations;

  • companies and business associations;

  • universities;

  • faculties and doctoral schools;

  • research institutes and research centres;

  • non-governmental organisations;

  • innovation and technology organisations;

  • international partners.

Data may be processed in order to establish and maintain professional relationships, develop projects, organise meetings and events, create partnerships, identify research or investment opportunities and support institutional cooperation.

6. RESEARCH AND EDUCATIONAL ACTIVITIES

Personal data may also be processed in connection with FDBC research, education and knowledge-transfer activities, including:

  • scientific events;

  • academic conferences;

  • research projects;

  • consultations;

  • surveys;

  • workshops;

  • training programmes;

  • international research networks;

  • academic and institutional partnerships.

Where a particular research activity requires additional information or consent, participants will receive specific information concerning that processing.

7. B2B CONNECT DIGITAL PLATFORM

FDBC is developing B2B CONNECT, a digital cooperation platform designed to extend the relationships created through TRILATERAL FORUM 2026 and other cooperation initiatives beyond the duration of physical events.

The platform is intended to connect:

  • companies;

  • public institutions;

  • regional development agencies;

  • universities and academic institutions;

  • research institutes and research centres;

  • professional and business organisations.

Users participating in B2B CONNECT may create organisational and professional profiles containing information relevant to identifying potential partners and cooperation opportunities.

Such information may include:

  • organisation name and type;

  • sector of activity;

  • country and region;

  • professional contact information;

  • areas of expertise;

  • services and capabilities;

  • research interests;

  • investment interests;

  • cooperation objectives;

  • projects and partnership opportunities.

Artificial Intelligence within B2B CONNECT

B2B CONNECT may use Artificial Intelligence and automated analytical tools to improve the identification of potentially relevant:

  • organisations;

  • partners;

  • projects;

  • business opportunities;

  • research cooperation opportunities;

  • institutional cooperation opportunities.

AI-supported matching may analyse information contained in organisational profiles, declared interests, expertise, sectors and cooperation objectives.

The purpose of these tools is to improve search and matching relevance.

B2B CONNECT is not intended to make solely automated decisions producing legal effects or similarly significant effects on individuals.

Recommendations generated by the platform are intended as decision-support information. Users remain free to decide whether to contact, cooperate with or engage with any suggested organisation or opportunity.

Additional platform-specific privacy information may be provided to users when creating a B2B CONNECT account.

8. LEGAL BASIS FOR PROCESSING

Depending on the context, FDBC may process personal data on one or more of the following legal grounds under Article 6 GDPR:

Consent

Article 6(1)(a) GDPR.

Processing may be based on consent where an individual has voluntarily agreed to a specific use of personal data.

Where consent is relied upon, it may be withdrawn at any time.

Performance of a contract or pre-contractual measures

Article 6(1)(b) GDPR.

Processing may be necessary when providing a service, managing participation in a programme or taking steps requested by the data subject prior to entering into an agreement.

Compliance with a legal obligation

Article 6(1)(c) GDPR.

Certain information may be processed where required by applicable law.

Legitimate interests

Article 6(1)(f) GDPR.

FDBC may process professional and organisational information where necessary for legitimate purposes such as:

  • institutional communication;

  • management of professional relationships;

  • organisation of events;

  • development of partnerships;

  • follow-up of projects and cooperation initiatives;

  • website and information-system security;

  • prevention of misuse or fraud;

  • management of FDBC programmes and activities.

Where legitimate interest is relied upon, FDBC considers the rights and reasonable expectations of the persons concerned.

9. EVENT REGISTRATION FORMS

When an individual registers for an FDBC event, the information submitted through the registration form is used for managing participation and activities associated with that event.

Where registration is made on behalf of an organisation and personal data relating to other representatives is provided, the person completing the registration should ensure that those individuals are informed that their information is being provided to FDBC.

Participants are responsible for ensuring that information submitted through registration forms is accurate.

10. PROFESSIONAL COMMUNICATION

FDBC may communicate with individuals and organisations with whom it has an existing professional, institutional, academic or research relationship regarding:

  • events;

  • projects;

  • partnership opportunities;

  • research initiatives;

  • institutional cooperation;

  • activities directly related to the existing relationship.

Where applicable law requires prior consent for marketing or electronic commercial communications, such communications will only be sent where an appropriate legal basis exists.

Recipients may request that certain communications be discontinued at any time by contacting:

contact@fdbc.ro

11. WHO MAY RECEIVE PERSONAL DATA

FDBC does not sell personal data.

Where necessary for the purposes described in this Privacy Policy, information may be accessible to or shared with:

  • authorised FDBC personnel;

  • technical service providers;

  • website and hosting providers;

  • email service providers;

  • cloud infrastructure providers;

  • database and digital platform providers;

  • event management service providers;

  • professional advisers;

  • contractors involved in organising FDBC activities;

  • event partners, where necessary for the organisation of a joint activity;

  • universities and research institutions involved in joint projects;

  • public institutions where disclosure is necessary for an activity or required by law;

  • competent authorities where disclosure is legally required.

Service providers processing personal data on behalf of FDBC are required to process information only for the agreed purposes and subject to appropriate data protection obligations.

12. SMARTCITYHUB SRL AND TECHNICAL PROCESSING

As the technical service provider supporting the FDBC website and the technical infrastructure associated with TRILATERAL FORUM 2026, SC SmartCityHub SRL may have access to certain information strictly where this is necessary to:

  • maintain the website;

  • manage technical functionality;

  • maintain registration infrastructure;

  • provide technical support;

  • operate or maintain digital services;

  • ensure information security;

  • troubleshoot technical issues;

  • develop and maintain B2B CONNECT.

Such access does not give SmartCityHub SRL the right to use personal data for unrelated purposes.

Where acting on behalf of FDBC, SmartCityHub SRL processes such data according to the instructions and purposes established by FDBC and in accordance with applicable data protection requirements.

13. INTERNATIONAL DATA TRANSFERS

Some technology or cloud service providers used for website, email, infrastructure or digital services may process information outside the European Economic Area.

Where personal data is transferred outside the European Economic Area, FDBC will rely on an appropriate mechanism recognised under GDPR, where required, including:

  • a European Commission adequacy decision;

  • Standard Contractual Clauses;

  • another legally recognised transfer mechanism.

Appropriate safeguards will be applied according to the circumstances of the transfer.

14. DATA RETENTION

Personal data is retained only for as long as reasonably necessary for the purposes for which it was collected or where retention is required by law.

Retention periods may vary depending on:

  • the type of information;

  • the nature of the relationship with FDBC;

  • the duration of an event, programme or project;

  • legitimate follow-up activities;

  • applicable legal obligations;

  • limitation periods;

  • the need to establish, exercise or defend legal claims.

When personal data is no longer required, it will be deleted, anonymised or securely archived, as appropriate.

15. DATA SECURITY

FDBC and its technical service providers implement appropriate technical and organisational measures designed to protect personal data against:

  • unauthorised access;

  • accidental or unlawful loss;

  • destruction;

  • alteration;

  • unauthorised disclosure;

  • misuse.

Access to personal data is limited to persons or service providers requiring such access for legitimate operational purposes.

Although appropriate safeguards are implemented, no method of electronic transmission or storage can guarantee absolute security.

16. YOUR RIGHTS UNDER GDPR

Subject to the conditions established by applicable law, data subjects have the following rights:

Right of access

You may request confirmation as to whether personal data concerning you is being processed and obtain access to that information.

Right to rectification

You may request correction of inaccurate information or completion of incomplete information.

Right to erasure

You may request deletion of your personal data in circumstances provided by GDPR.

Right to restriction of processing

You may request that the processing of your data be restricted in certain circumstances.

Right to data portability

Where the legal requirements are met, you may request personal data in a structured, commonly used and machine-readable format.

Right to object

Where processing is based on legitimate interests, you may object to such processing on grounds relating to your particular situation.

Right to withdraw consent

Where processing is based on consent, consent may be withdrawn at any time.

Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

Rights concerning automated decision-making

You have the right, under the conditions established by Article 22 GDPR, not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.

17. HOW TO EXERCISE YOUR RIGHTS

Requests concerning personal data may be submitted to:

contact@fdbc.ro

Please clearly indicate the nature of your request.

Where reasonably necessary to protect personal information against unauthorised disclosure, FDBC may request additional information in order to verify the identity of the person submitting the request.

Requests will be handled in accordance with the time limits and conditions established by GDPR.

18. RIGHT TO LODGE A COMPLAINT

If you believe that the processing of your personal data infringes applicable data protection law, you have the right to lodge a complaint with the Romanian supervisory authority:

National Supervisory Authority for Personal Data Processing – ANSPDCP

Official website:

https://www.dataprotection.ro/

You may also contact FDBC directly first, and we will seek to clarify or resolve the issue.

19. PHOTOGRAPHS, VIDEO AND AUDIO RECORDINGS AT EVENTS

Photographs, video recordings and audio recordings may be produced during conferences, forums, workshops and other public or professional events organised or co-organised by FDBC.

These materials may be used for:

  • documenting the event;

  • institutional communication;

  • event reports;

  • FDBC websites;

  • official social media channels;

  • press and communication materials;

  • promotion of future editions or related initiatives.

Where individuals can be identified, such processing will be carried out under an appropriate legal basis and in accordance with the principles of transparency, necessity and proportionality.

Where consent is required by applicable law for a particular form of recording or use, consent will be requested separately.

Questions or requests concerning the use of an individual’s image may be submitted to:

contact@fdbc.ro

20. LINKS TO THIRD-PARTY WEBSITES

The FDBC website may contain links to websites operated by partners, universities, public institutions, social networks, organisations or other third parties.

FDBC does not control the privacy practices of external websites.

Users are encouraged to review the privacy policies applicable to those services before providing personal information.

21. COOKIES AND SIMILAR TECHNOLOGIES

The FDBC website may use cookies and similar technologies necessary for:

  • website functionality;

  • security;

  • user preferences;

  • analytics and audience measurement;

  • embedded third-party functionality.

Cookies that are not strictly necessary will be used in accordance with applicable legal requirements and, where required, only after the user has provided the appropriate consent.

Detailed information concerning cookies used by the website should be provided through the separate Cookie Policy and the website’s cookie preference mechanism.

22. CHILDREN’S DATA

FDBC’s website, institutional activities and professional events are generally not designed to collect personal data directly from children.

Where a specific educational, research or other activity involves minors, additional safeguards and appropriate legal requirements will be applied.

23. CHANGES TO THIS PRIVACY POLICY

This Privacy Policy may be updated periodically to reflect:

  • changes in applicable legislation;

  • changes in FDBC activities;

  • new digital services;

  • changes to the B2B CONNECT platform;

  • technical or organisational developments.

The current version will always be published on the FDBC website together with the date of the latest update.

Where a change materially affects the way personal data is processed, appropriate measures will be taken to inform affected individuals where required.

24. CONTACT

For questions regarding this Privacy Policy, the processing of personal data or the exercise of GDPR rights, please contact:

Foundation for Knowledge-Based Development – FDBC

Email:
contact@fdbc.ro

Website:
https://fdbc.ro/

Technical service provider

SC SmartCityHub SRL
VAT / Fiscal Identification No.: RO44553193
Str. Mestecenilor nr. 1
Vatra Dornei, Suceava County
Romania

Website and technical support provider for FDBC and TRILATERAL FORUM 2026.