Data protection and usage of contact details

1. General Regulations

The Wiener Medizinische Akademie GmbH reserves the right to amend the existing data protection regulations in strict accordance with prevailing legal norms at any time.

1.1. Personal Data:

Your voluntarily transmitted personal details (through submission in the online forms respectively sent by your group coordinator) will be collected, saved and processed in accordance with the most recent legislation on data protection (EU-GDPR 2018).

Registration, abstract submission, additional bookings & hotel booking:

A registration and/or abstract submission to ITOC conference is not possible without collecting, saving and processing your personal data. This is solely for the purpose of organising and realising the event. Your data will only be passed on to third parties, who are directly involved in running the event and when the organisational process makes it necessary – in accordance with your bookings (organising society, hotel, transport companies, travel insurance, etc.).

1.2. Photos/Films:

By registering to attend ITOC, you grant permission to the WMA GmbH as well as the organising society to use photos/films taken from you respectively your company presence by our official photographer(team) onsite during the meeting for marketing purposes (event reporting, promotion of follow-up events & self-marketing) for an indefinite period of time. If you do not want to have any photos/films taken of you published, you may contact us at any time: dataprotection@medacad.org.

1.3. Links to other websites:

Our online forms may contain links to other websites. The WMA GmbH is not responsible for the data you provide on other websites. Our partner companies are also bound to act according to EU-GDPR, the implementation however rests with each company individually. Our data protection guidelines are solely applicable to data controlled by us (WMA GmbH).

2. Information Obligation acc. Art 12-14 EU-GDPR (EU-DSGVO)

We would be pleased to provide you with the following information describing the type, purpose and scope of the processing of your personal data.

2.1. Controller & Processor

Wiener Medizinische Akademie GmbH, Alser Str. 4, 1090 Vienna

Processing Purpose

Participant Management

(Registration, Additional Bookings)

Hotel Management

Scientific Management & Coordination

Grants und Awards

Industry Management

(Exhibition & Sponsoring)

General Organisation /

Accreditation & Compliance

General Organisation /Accounting

Marketing & Development

Data Categories

name

contact data

address data/invoice data

registration data

additional bookings

travel data (if necessary)

passport data (if necessary)

special requirements (sensitive data)

special dietary requirements (sensitive data)

name
contact data
address data/invoice data
hotel booking data
travel data (if necessary)
credit card guarantees (if necessary)

name

contact data

date of birth (if necessary)

date of graduation (if necessary)

lecture data (speaker, topic, title)

name

contact data

company data

name & city/country

institution/organisation (if necessary)

specialisation (if necessary)

lecture data (speaker, topic, title)

name

contact data

registration data

additional bookings

bank data (if necessary)

credit card data (if necessary)

name

contact data

photos/films

statistical data (ONLY anonymised)

2.3. Legal Basis for the data processing purposes:

Processing Purpose

Participant Management

(Registration, Additional Bookings)

Hotel Management

Scientific Management &

Coordination Grants and Awards

Industry Management

(Exhibition & Sponsoring)

General Organisation

(Accreditation & Compliance, Accounting)

Marketing & Development

Legal Basis

Binding completion of the registration for the participation of the selected event

Written confirmation of the group coordinator that participant data may be used

Binding booking of ticket(s) to one or more social events of the selected event

Binding booking of a travel insurance of the data subject – Wiener Medizinische Akademie acts as intermediate only

Consent of the data subject (sensitive data)

Binding conclusion of a hotel booking by the person concerned or his group coordinator
Written confirmation from the group coordinator that participant data may be used

Binding completion of the abstract submission for the selected event

Acceptance of active participation in the selected event

Binding contract conclusion of the data subject and the company represented by him/her to take part at the selected event

Fulfillment of contract and law

Legitimate interest of the controller (see point 4.4.)

Legitimate interest of the controller (see point 4.1.-4.2.)

2.4. Third Party Data Recipients – Categories:

The recipients only receive the data they require, not your full data record. Your data will only be forwarded when the organisational process makes it necessary – in accordance with your bookings – and when a legal basis exists.

Processing Purpose

Participant Management

(Registration, Additional Bookings)

Participant Management

(Registration, Additional Bookings)

Hotel Management

Scientific management & coordination of grants and awards

Industry Management

(Exhibition & Sponsoring)

General Organisation/ Accreditation & Compliance

General Organisation/ Accounting

Marketing

Development

Data Categories

name
contact data
address data/invoice data
registration data
additional bookings
travel data (only if necessary)
passport data (only if necessary)

special dietary requirements (sensitive data)

Participant Management

(Registration, Additional Bookings)

namecontact data

address data/invoice data

hotel booking data

travel data (if necessary)

credit card guarantees (if necessary)

namecontact datadate of birth (if necessary)

date of  graduation (if necessary)

Lecture data (speaker, topic, title)

name

contact data

company data

name & city/country 

institution/organisation (if necessary)

specialisation (if necessary)

lecture data (speaker, topic, title)

namecontact data

registration data

additional bookings

bank data (if necessary)

credit card data (if necessary)

name

contact data

statistical data (ONLY anonymised)

Recipient Categories

organising society, service providers (fulfilment agents)

Caterer

Participant Management

(Registration, Additional Bookings)

DMC, travel agency, hotels

Oasis – abstract management software – USA

A standard clause agreement with the provider of the abstract processing software Oasis regarding data protection according to the DSGVO is in place.

organising society, service providers (fulfilment agents)

organising society, relevant accreditation authorities, service providers (fulfilment agents)

organising society, responsible authorities, bank, fiscal office, tax consultant, service providers (fulfilment agents)

online mailing provider

organising society

2.5. Transfer to Third Country:

Processing Purpose

Scientific management & coordination of grants and awards

Marketing

Data Categories

namecontact datadate of birth (if necessary)

date of  graduation (if necessary)

Lecture data (speaker, topic, title)

name

contact data

Recipient Categories

Oasis – abstract management software – USA

A standard clause agreement with the provider of the abstract processing software Oasis regarding data protection according to the DSGVO is in place.

Mailchimp – USA / Online Mailing Provider / adequacy decision of EU = Privacy Shield framework, Mailchimp participates in and has certified its compliance with the EU-U.S. privacy shield framework.

2.6. Data Storage Period:

Sensitive data (special dietary requirements), which are collected with consent of the data subjects, as well as passport data and information submitted for statistical data collection are irrecoverably deleted with the end of the event wrap-up.
All other data are stored for 7 years, to meet the retention period according to the Austrian VAT Act 1994 (Umsatzsteuergesetz 1994) and to permit post-event support and service (i.e. belated participation confirmations and presentation certificates).
In the case of (e.g. annually) recurring congresses, the data are stored for at least 7 years after the end of the entire event series.
Upon revocation of the person concerned, their data will be deleted immediately.

3. Data Subject Rights

We are pleased to inform you about your rights according to EU-GDPR:

3.1. Data Subject Rights acc. Art 15-21 EU-GDPR:

  • Right of access by the data subject

  • Right to rectification

  • Right to erasure/”Right to be forgotten”

  • Right to restriction of processing

  • Right to data portability

  • Right to object (at legitimate interest of the controller)

Detailed descriptions can be found here:
http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32016R0679&from=EN
© European Union, http://eur-lex.europa.eu/, 1998-2018′

3.2. Right to withdraw consent acc. Art. 7 EU-GDPR

Depending on your participant status, we kindly ask you for different declarations of consent. These are queried within the online forms or directly inquired from the affected person/group coordinator/company representative. The declarations of consent are not compulsory according to the EU GDPR.

Each data subject has the right to withdraw his/her given consent(s) at any time. The withdrawal of the consent does not affect the legality of the processing carried out based on the declaration of consent until the withdrawal.

Processing of your data by ITOC conference
Your personal data (comprising name, contact data, address data, organization/institute & registration category), collected by the WMA GmbH, may be passed on to ITOC. The named society has permission to process your personal data and to contact you directly for own purposes incl. society newsletters, promotion of topic-related events, information about activities of the society (eg: membership, competitions, travel grants, etc.) and the evaluation and further development of the current event, as well as its future editions.

-> this declaration of consent is queried within the online registration

Transfer of your data to exhibitors and sponsors

3.3. Right to lodge a complaint with a supervisory authority acc. Art 77 EU-DSGVO

Every data subject shall have the right to lodge a complaint with a supervisory authority, if the data subject considers that the processing of personal data relating to him/her infringes to the EU-GDPR.

3.3. Right to lodge a complaint with a supervisory authority acc. Art 77 EU-DSGVO

If in your opinion the data proceeding would be contrary to the data processing law or to your data protection high demands, you may complain to the Austrian data protection authority.

4. Description of other Purposes

Legitimate Interests of the Controller acc. Art 6 (1) f) EU-GDPR

4.1. Advertising/Marketing:

Processing data of the data subject to inform him/her about the above-mentioned event, as well as future and topic-related events.

4.2. Development:

Processing data of the data subject to develop the programme as well as the organisation and implementation of the above-mentioned event, future and topic-related events.

4.3. Publication of the programme:

Processing data of the data subject for the promotion and publication of the event programme via various communication channels (including website and print media).
Concerns the following data subject categories: speaker & chairs, abstract presenters, industry

4.4. Accreditation & Adherence to national and international compliance regulations: DFP, CME, EFPIA, MedTech, etc.

Processing data of the data subject in order to organise the accreditation of the scientific programme and to adhere to national and international compliance regulations in the field of medical events.

Concerns the following data subject categories: organising society, speaker & chairs, abstract presenters, industry.

© 2019 WMA GmbH - ITOC7     |     Data Protection Policy

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