Applied Policy Research Institute of Armenia Foundation (APRI Armenia)
Effective date: 04/03/2026
1. Data Manager and Contact Details
The manager of your personal data is the Applied Policy Research Institute of Armenia Foundation (APRI Armenia) also referred to as “we”, “us”.
Address: 2/2 Melik Adamyan Street, Yerevan, Armenia
Phone: +374 98 663226
Email: [email protected]
2. Scope
This Privacy Notice applies to the processing of personal data relating to individuals who register for, attend, or otherwise participate in APRI Armenia events (including participants, speakers, moderators, volunteers, media representatives, and guests). It covers data collected:
- through online registration tools,
- via email or other direct communications,
- during on-site check-in and event administration,
- through event photography and video recording, and
- through post-event communications and evaluations.
3. Applicable Framework
APRI processes personal data in accordance with the Law of the Republic of Armenia on Personal Data Protection, related normative acts and regulations, and guidance of the competent supervisory authority.
4. Categories of Personal Data
Depending on the type of APRI Armenia event and your role, APRI Armenia may process the following categories of personal data:
4.1 Registration and Attendance Data
- Title/prefix (if provided)
- First name, last name
- Email address
- Phone number (if required for event logistics)
- Affiliation and position
- Country
- Stakeholder category
- Participation/attendance history (where relevant for invitations and reporting)
4.2 Speaker/Moderator Profile Data (where applicable)
- Biography
- Photograph (headshot)
- Session title, role, and related program information
4.3 Image and Audio-Visual Data
- Photographs and video/audio recordings captured during events where you may be identifiable
4.4 Travel, Accommodation, and Reimbursement Data (where applicable)
Where APRI Armenia arranges travel/accommodation or reimbursements, APRI Armenia may process:
- Travel dates and itineraries
- Passport details required for booking
- Hotel booking details
- Reimbursement details (e.g., residence address, bank name, account number, SWIFT/IBAN; where applicable: ABA routing number and bank address)
5. Purposes and Legal Grounds for Processing
APRI Armenia processes personal data for the following purposes and on the following legal grounds (as applicable under Armenian law):
5.1 Event Registration and Administration
Purpose: to register you for the event, manage attendance, confirm eligibility (if applicable), provide logistical information, and administer event access and participation.
Legal ground: performance of a contract or pre-contractual steps; and/or APRI Armenia’s legitimate interests in organizing events effectively and safely.
5.2 Speaker/Moderator Engagement and Public Program Information
Purpose: to manage speaker/moderator participation (including contracts, scheduling, coordination) and to publish program information.
Legal ground: performance of a contract; and/or consent where required.
Publication: Speaker/moderator profile data (e.g., name, title, organization, biography, headshot) may be published on APRI Armenia’s website and communication channels, and may appear in printed event materials.
5.3 Photography and Video Recording
Purpose: to document events, promote APRI Armenia activities, and share event highlights and institutional reporting.
Legal ground: APRI Armenia’s legitimate interests in event documentation and institutional communications; and/or consent where required.
Notice: APRI Armenia notifies that photography/video recording may occur (e.g., in registration materials, signage, and/or verbal announcements).
5.4 Post-Event Communications and Invitations
Purpose: to send event-related updates and invitations to similar APRI Armenia events.
Legal ground: legitimate interests and/or consent (depending on the communication type and applicable rules).
5.5 Surveys and Event Evaluation
Purpose: to evaluate event quality and improve future programming.
Legal ground: legitimate interests.
Data minimization: Where feasible, surveys may be offered in anonymous form. Participation is voluntary.
5.6 Legal and Compliance Obligations
Purpose: to comply with legal obligations (including accounting, audit, reporting) and to establish, exercise, or defend legal claims.
Legal ground: legal obligation and/or legitimate interests.
6. Recipients and Data Sharing
APRI Armenia does not sell or rent personal data.
APRI Armenia may share personal data with the following categories of recipients, strictly to the extent necessary:
6.1 Service Providers (Processors)
- Registration and database tools (e.g., Airtable)
- Email/newsletter and communications providers (e.g., Mailchimp)
- Website hosting, analytics, and IT/security providers
- Event logistics providers (venues, printing services, technical production)
Such providers act under APRI Armenia’s instructions and are subject to contractual obligations to protect personal data.
6.2 Travel and Accommodation Providers (where applicable)
Airlines, travel agencies, hotels, and related providers for booking and coordination.
6.3 Public Authorities
Where required by Armenian law or a lawful request, APRI Armenia may provide personal data to competent public authorities.
6.4 Partners and Funders (limited cases)
Where an event is co-organized or funded and reporting obligations require sharing, APRI Armenia will share only the minimum necessary data.
7. Cross-Border Transfers
Where personal data is transferred outside Armenia, APRI Armenia will take reasonable steps to ensure an adequate level of protection through contractual, organizational, and technical safeguards. Where required under Armenian law, APRI Armenia may seek authorization from the competent authority prior to transferring personal data to a jurisdiction that does not ensure adequate protection.
8. Email Communications and Address Visibility
When APRI Armenia sends mass emails to event participants, APRI Armenia will use appropriate methods (e.g., BCC or mailing tools) to prevent disclosure of recipients’ email addresses to other recipients.
You may opt out of non-essential communications at any time using the unsubscribe mechanism provided (where available) or by contacting us at [email protected].
9. Retention
APRI Armenia retains personal data only for as long as necessary for the purposes set out in this Notice, unless a longer retention period is required by law.
Unless a different period is specified for a particular event:
- Participant registration and attendance data: up to 3 years after the last event attended, unless continued engagement justifies retention (e.g., annual participation) or legal obligations require longer.
- Speaker/moderator administrative data (including travel/accommodation data): up to 3 years after the event, subject to legal retention requirements (e.g., accounting documentation).
- Public program materials (speaker bios/headshots; photos/videos): may be retained longer for archival and communications purposes, subject to your rights and objections as described below.
10. Your Rights
Subject to Armenian law and applicable conditions, you may have the right to:
- request access to your personal data,
- request rectification of inaccurate or incomplete data,
- request erasure of personal data (where applicable),
- request restriction of processing (where applicable),
- object to processing based on legitimate interests (including objection to direct marketing),
- withdraw consent where processing is based on consent (without affecting the lawfulness of processing prior to withdrawal),
- To exercise your rights, contact [email protected].
11. Security Measures
APRI Armenia implements technical and organizational measures designed to protect personal data against unauthorized access, alteration, disclosure, or destruction. Access to personal data is limited to authorized personnel and service providers on a need-to-know basis.
12. Updates to This Notice
APRI Armenia may update this Privacy Notice from time to time. The updated version will be published or otherwise made available with a revised effective date.
13. Legal Disclaimer
APRI Armenia’s responsibilities under this Notice apply solely to personal data processed by APRI in its capacity as data manager.
APRI Armenia bears no responsibility for personal data that may be collected, processed, recorded, published, or otherwise used independently by third parties in connection with an event, including but not limited to:
- media representatives and journalists,
- event participants, speakers, moderators, or guests,
- partner organizations acting as independent controllers,
- social media platforms,
- external websites or online platforms not operated by APRI Armenia.
Where third parties independently capture photographs, video, audio, statements, or other personal data during or in relation to an event, such processing is governed by the respective third party’s own privacy practices and legal obligations. APRI Armenia does not control and is not liable for such independent processing.