This Privacy Policy describes the processing of personal data in the context of the AI Moot Court competition (“Moot Court” or “Competition”), as described in the MootCourt Rules (“Rules”). The Competition will take place online, through a dedicated platform (“Platform”), and in person.

Vieira de Almeida & Associados – Sociedade de Advogados SP RL, legal person number 503 794 619, with registered office at Rua Dom Luís I, 28, Lisbon (“VdA”) and VdA Academia, legal person number 509 841 325, also with registered office at Rua Dom Luís I, 28, Lisbon are the joint data controllers for the personal data processing operations in connection with participation in the Moot Court, under the terms and for the purposes set forth in the applicable personal data protection legislation.

The data subject (hereinafter the “Participant” or “Participants”) is informed about how VdA and VdA Academia will process and protect their personal data in the context of their participation in the Moot Court, namely by completing the application and registration forms.

VdA and VdA Academia respect the Participants’ privacy by taking the necessary measures to protect their personal data. Participants should read this Privacy Policy carefully and freely decide whether to participate in the Moot Court.
‍
Participants must ensure that the data provided are true, accurate, complete, and up-to-date. Participants are responsible for the accuracy of the information provided. Where the reported data belong to a third party, the Participants warrant that they have informed the relevant third party of the conditions laid down in this Privacy Policy and that they have obtained authorisation to provide such data to VdA and VdA Academia for the purposes indicated.

For more information on the AI.Moot Court see the Moot Court Rules_.
‍‍

Participation in the Moot Court requires the submission of an application done at the Moot Court Website (www.vdaaimootcourt.com), using the form available (“Team Registration Form”). In the Team Registration Form, the following data will be collected: identification data (first and last name), contact data (e-mail address and telephone number), date of birth, nationality, city, university and year of study.

For each Team, the Team Leader will complete the Form for all Team members, providing the above mentioned data. In this regard, the Team Leader’s role is solely to facilitate the application process which does not grant the Team Leader any authority over the personal data of the other Team members.
If the required data elements are not provided, the Team's application will not be accepted.

Following application, each Team member will receive a link to complete their registration on the Platform, by confirming their identification (first and last name) and contact data (e-mail address and telephone number) and setting a password. Each Team member will then be able to review this Privacy Policy, provide consent for data processing activities on this lawful basis, and review and accept the Rules.
‍

VdA and VdA Academia, acting as joint data controllers, will collect and process the Participants’ data, including identification data, contact data, date of birth, nationality, city, university and year of study, as well as participation-related data, to the extent that such data are necessary for the execution of the contractual relationship established after acceptance of the Rules. The data will be processed for the following purposes:

• Managing and organising the Competition and the participation of each team;
• Creating and managing the Participants’ accounts on the Platform;
• Sending relevant information regarding participation in the Moot Court; and
• Issuing the participation certificates.

Additionally, certain data, such as identification data and contact data, may be processed based on the legitimate interests of VdA and VdA Academia:

• when responding to your contact requests, complaints, doubts or suggestions in the context of your participation in the Moot Court;
• when collecting and publishing your feedback about the Competition; and
• when organising the in-person event, to ensure the safety of people and property at VdA and VdA Academia’s physical premises.

Lastly, based on your consent, VdA and VdA Academia may process your image and/or your voice, collected at the in-person event or in any other circumstance relating to the Competition, to publicise the Competition, both internally and externally, to the general public, through the internet (particularly via their websites or social media pages), intranet and media.

In parallel, for its own purposes as an independent data controller, VdA will process data for the purposes of submitting applications and handling future recruitment processes, based on its legitimate interest.

Any personal data collected will be processed strictly in accordance with the applicable law. Personal data will be stored in accordance with its purpose and for the applicable legal deadlines. Whenever there is no specific legal requirement, the data will be stored and kept only for the period and to the extent necessary for the purposes for which it was collected, unless the right to object, the right to erasure or the right to withdraw consent is exercised within the applicable legal deadlines.

In particular:

• Data related to the performance of the contractual relationship will be kept for the time strictly necessary and for as longas the contract between the Participants and VdA and VdA Academia exists;
• Data collected for contact purposes will be kept for the time strictly necessary to reply to Participants’ requests, complaints, doubts or suggestions;
• Data related to the security of people and property at VdA and VdA Academia’s physical premises shall be kept for 30 days; and
• Data related to the submission of applications and recruitment shall be kept for one year.

Personal data may be retained for a longer period when required by law and/or to defend rights and interests in judicial or administrative proceedings.

VdA and VdA Academia may disclose your personal data:

• when relying on other entities for the provision of certain services, which may necessarily entail access to such data. Any of VdA and VdA Academia’s subcontracted entities will process your personal data, in the name and on behalf of VdA and VdA Academia, in accordance with our instructions and the relevant data processing agreement;
  ‍
  
• to third-party entities, where VdA and VdA Academia deem such disclosure required or adequate:
    (i) under the applicable law,
   (ii) to ensure compliance with legal obligations/judicial orders,
    (iii) in line with decisions of the relevant supervisory authorities, or
    (iv) to respond to requests issued by public or governmental authorities.
  ‍
  In any of these situations, VdA and VdA Academia will take all appropriate measures to ensure the effective protection of your personal data.

VdA and VdA Academia will endeavour to protect Participants’ personal data from unauthorised access. They rely on their security systems, rules, and other procedures to ensure this protection and to prevent any unauthorised access to, improper use of, disclosure, loss or destruction of your personal data.

In the context of the Platform and the Application Form, Participants should further be aware that failure to adopt adequate security measures (for example, secure browser configuration, updated antivirus software, firewall use, and the non-use of questionable software) will increase the risk of personal data and passwords being accessed by unauthorised third parties.

VdA and VdA Academia will not transfer personal data to any third countries (located outside the European Union or the European Economic Area) or to international organisations for the purposes set out in this Privacy Policy.
‍

Under the applicable legislation, Participants may request access to their personal data at any time, as well as its rectification, erasure, portability, and the restriction of or objection to its processing.

Participants may obtain confirmation as to what personal data concerning them is being processed, and a copy of the data being processed will be provided upon request. In addition, Participants can withdraw the consent they have provided at any time, although this will not affect the processing carried out up to that date.

To exercise any of these rights, Participants will need to submit a written request addressed to:

• E-mail: privacy@vda.pt
  
• Address: Rua Dom Luis I, 28, 1200-151 Lisboa, Portugal

Without prejudice to any other form of administrative or judicial appeal, Participants are entitled to file a complaint with the relevant supervisory authority (in this case, the Portuguese Data Protection Authority – Comissão Nacional de Proteção de Dados), in accordance with the law, should they believe that VdA and VdA Academia’s processing of their personal data breaches the legal framework in force from time to time.

Participants can contact VdA and VdA Academia with any queries regarding the processing of their personal data and the exercise of their rights under the applicable legislation, as detailed in this Privacy Policy, using the following contacts:

• Telephone: (+351) 21 311 3400
  
• E-mail: privacy@vda.pt
• Address: Rua Dom Luis I, 28, 1200-151 Lisboa, Portugal

VdA and VdA Academia reserve the right to, at any time, change the current personal data processing terms. Any changes will be communicated to the Participants via the contacts provided by them.

PDF version: AI.Moot Court Privacy Policy