25th WPC Energy Congress Registration Privacy Policy

Section One: Introduction

Energy is a non-advocacy, non-political organization with charitable status in the UK and accreditation as a Non-Governmental Organization from the United Nations. Formed in 1933 and comprising currently of 60 National Committees, WPC Energy facilitates an open dialogue around energy and its products and is dedicated to the promotion of their sustainable management for the benefit of all.

WPC Energy organizes the triennial WPC Energy Congress in collaboration with the host country. The 25th edition of the Congress will take place in the Kingdom of Saudi Arabia and WPC Energy will be working with the Ministry of Energy in delivering the 25th WPC Energy Congress.

The WPC Energy are responsible for the personal data collected, used and shared in relation to the Congress.

Section Two: Scope

The privacy policy is applicable to all services provided on the website, including page browsing and website registration and login services provided to you on the official website and mobile app as well as the technical services provided to you through the platform.

Section Three: Data We Collect and Collection Purpose

1. Registering as a delegate, registering on behalf of a delegate, subscribing to newsletters, downloading brochures, and sharing of your business cards:

1.1 Personal information – Name, Gender, Mobile, Date of Birth, and Scanned Photo ID
1.2 Contact details – Email Address and Mobile Number
1.3 Business Information – Position, Company Name, Company Address, Contact Number, and Department

2. Marketing about the Congress and the WPC Energy

2.1 Administer your attendance at the Congress
2.2 Send you Congress related communications – current and future editions
2.3 Send relevant campaigns on behalf of our sponsors and partners
2.4 Send you WPC Energy communications – update about the association and other relevant events

3. Visa Invitation Letter and Onsite Security Requirements

We will request passport related details to send visa invitation letters and for us to comply with onsite security requirements.
Passport Information – Name as per Passport, Passport Number, Passport Expiry, country of origin.

Section Four: How we collect data including the use of Cookies

1. Directly

1.1 Correspondence you send to us via email or in writing;
1.2 Information you provide when contacting us by telephone or in person;
1.3 Details you provide when registering an account on our website or App, or through hotel bookings, or related to events, functions, exhibitions, promotions, or other activities.

2. Indirectly

Obtain personal information from other third-party sources (such as your employer) to update or supplement the personal information you provide or that is collected through Cookies.

3. Cookies

We use cookies and other tracking technologies to enable us to offer certain time-saving features to our users, such as one-time log in, and pre-populating name and address fields.  If a user sets up their browser to reject cookies or other tracking technologies, he or she may still use the websites, although functionality will be impaired.

We may combine your visitor session information or other information collected through tracking technologies with personally identifiable information in order to understand and measure your online experiences and to determine what products, promotions and services are likely to be of interest to you.

We also use these technical methods in HTML e-mails that we send to our visitors for a number of purposes, including: (i) to determine whether our visitors have opened or forwarded those e-mails and/or clicked on links in those e-mails, (ii) to customise the display of banner advertisements and other messages after a visitor has closed an e-mail, and (iii) to determine whether a visitor has made an enquiry in response to a particular e-mail.

Cookies and other technical methods may involve the transmission of information either directly to us or to a third party authorized by us to collect information on our behalf (section nine). Information from the use of such technical methods may be collected in a form that is personally identifiable.

Section Five: Storing and Destroying Personal Data

Your personal data will be securely stored and processed in France for the purposes of administering the Congress. The data will be collected and processed locally, transferred to WPC Energy as the designated data controller, and subsequently deleted in accordance with applicable data protection regulations.

The transfer will be carried out in accordance with the Saudi Personal Data Protection Law (PDPL) and its Implementing Regulations. WPC Energy will store and process the personal data based on its applicable legal obligations and appropriate contractual safeguards that ensure an adequate level of data protection. The data will be used exclusively for the purposes of the Congress and will be deleted once no longer needed.

We implement industry-standard security measures, including encryption, firewalls, and secure servers, to safeguard your data. Access is strictly limited to authorized personnel and third-party service providers (section nine).

Section Six: Legal Basis for Collecting and Processing Personal Data

According to Saudi Personal Data Protection Law (PDPL), we will collect and processes personal data in the following cases:

  1. Your explicit consent obtained when you provide your personal information or interact with WPC Energy and it’s events.
  2. Fulfillment of a contractual obligation, such as facilitating your participation in WPC Energy events or providing related services.
  3. When required to comply with legal obligations under the laws and regulations of the Kingdom of Saudi Arabia.
  4. In limited circumstances, when necessary to protect the public interest or for other legitimate purposes, as permitted by the Saudi Personal Data Protection Law.
Section Seven: Rights of the Personal Data Subject

  1. Right to know: The data subject has the right to know how we collect their data, the legal basis for collecting and processing data, how data is processed, stored, destroyed, and with whom the data will be shared. You can browse all the details through the Privacy Policy (this policy) or you can contact us using the means of communication described in Section Nine.
  2. Right to access personal data: The data subject has the right to access their personal data by viewing it directly.
  3. Right to obtain personal data: The data subject has the right to request a copy of their personal data by contacting the email provided in Section Nine. Providing such personal data will be free of charge within [seven business days.
  4. Right to have personal data corrected: The data subject has the right to request correction of their personal data that they consider inaccurate, incorrect, or incomplete by the email provided in Section Nine. The request will be reviewed and updated within seven business days. The data subject will be notified of this through email.
  5. Right to destroy personal data: The data subject has the right to request the destruction of their personal data in certain circumstances by contacting the email provided in Section Nine.
  6. Withdraw consent to the processing of personal data: The data subject can withdraw consent to the processing of their personal data (at any time) unless legitimate purposes entail otherwise.
Section Eight: Exercising the rights of the Personal Data Subject

Upon submitting a request to exercise one of their rights through the contact details provided below, a response will be provided within 30 days from the date of receipt of the request. For this purpose, please contact the personal data protection office at: [email protected]

Section Nine: Sharing/Exchanging of Personal Data

Where necessary, we will share your personal information with our affiliated companies and third parties. If we do this, these organizations will be “Data Processors” acting on behalf of WPC Energy.

  1. It will be necessary to share your information with our affiliated companies and third parties for the WPC Energy to deliver on the core functions of the Congress and our products and/or services (for example, where we need to share your data to promote new events to you) and/or to provide services to you (such as ensuring the smooth running of the event, or completion of other services to you).
  2. We will only share when necessary and for the purposes outlined in this privacy policy and will only share the personal information necessary to fulfil the specific activities. Our partners are not authorized to use the shared personal information for any other purpose.
  3. Other than this, we will only share your personal information in the following limited circumstances:
3.1 With your explicit consent or authorization in advance.
3.2 When required by the Saudi Personal Data Protection Law and its implementing regulations within the Kingdom of Saudi Arabia.
3.3 To the extent permitted by laws and regulations, if it is necessary in order to protect the interests, property or safety of us, our affiliates or partners, you or other website or App users or the public from damage.
3.4 Comply with any relevant agreements signed with you (including the electronic agreements signed online and the corresponding platform rules) or other legal documents.
3.5 When required to protect the public interest in accordance with the Saudi Personal Data Protection Law.

Personal data will not be transferred outside the Kingdom of Saudi Arabia unless permitted by the Saudi Personal Data Protection Law and its implementing regulations, and subject to obtaining the necessary approvals.

Section Ten: Complaints and Inquiries

In case of a complaint or inquiry related to this policy, the personal data subject can submit a complaint to the data management office at the ministry of energy via the personal data protection email: [email protected].

Section: Privacy Policy Updates

This Privacy Policy was last updated on 18-6-2025.
The website administration reserves the right to add or change any of the provisions of the Privacy Policy. The website will notify the data subject of such addition or change. The website administration reserves the right to terminate the data subject’s account if they reject any changes to the Privacy Policy. – Arabic is the official language for applying the terms and conditions. In the event of any discrepancy in interpretation between language versions, the Arabic text shall prevail.