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EANO Meeting 2023

DATA PROTECTION POLICY acc. EU-GPDR

General Regulations

The European Association of Neuro-Oncology (EANO) reserves the right to amend the existing data protection regulations in strict accordance with prevailing legal norms at any time.

 

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 EANO 2023 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 (registration department, organising society, hotel, transport companies, etc.).

PHOTOS/FILMS:
By registering to attend EANO 2023, you grant permission to the EANO 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: eano-meetings@eano.eu

 

LINKS TO OTHER WEBSITES:
Our online forms may contain links to other websites. The EANO 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 (EANO).

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.

CONTROLLER:
European Association of Neuro-Oncology (EANO)
c/o WMA GmbH, Alser Str. 4, 1090 Vienna, Austria
T: +43 1 405 1383 14
E-mail: eano-meetings@eano.eu
Management of the person responsible: Susan Short, EANO President
The data are collected within the framework of the EANO 2023

PROCESSOR:
Wiener Medizinische Akademie GmbH, Alser Str. 4, 1090 Vienna
T: +43 1 405 1383 0
E-mail: dataprotection@medacad.org
Management of the person responsible: Mirjam Uebelhör, Jerome del Picchia
Data Protection Coordinator: Mirjam Uebelhör
The data are collected within the framework of the EANO 2023

 

PURPOSES OF PROCESSING:
Depending on the participant status and the bookings of the data subject (see Booking Overview E-Mail), the data are processed for one or more of the purposes listed below.

Processing Purpose

Data Categories

Participant Management
(Registration, Additional Bookings, Virtual Congress Platform)

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)

 
Contact Tracing in the context of the COVID-19 pandemic name
contact data
address data
vaccination/testing status (sensitive data)
NOTE: data is only stored for 28 and then deleted

 

Hotel Management

 

 

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

 

Scientific Management &
Coordination Scholarships, Grants and Awards

 

name
contact data
date of birth (if necessary)
date of graduation (if necessary)
lecture data (speaker, topic, title)

 

Industry Management
(Exhibition & Sponsoring)

 

name
contact data
company data

 

General Organisation /
Accreditation & Compliance

 

name & city/country
institution/organisation (if necessary)
specialisation (if necessary)
lecture data (speaker, topic, title)

 

General Organisation /
Accounting

 

name
contact data
registration data
additional bookings
bank data (if necessary)
credit card data (if necessary)

 

Marketing & Development

 

name
contact data
photos/films
statistical data (ONLY anonymised)

 

LEGAL BASIS FOR THE DATA PROCESSING PURPOSES:

Processing Purpose

Legal Basis

Participant Management
(Registration, Additional Bookings, Virtual Congress Platform)

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
Consent of the data subject (sensitive data)

 
Contact Tracing in the context of the COVID-19 pandemic Fulfilment of legal obligations

 

Hotel Management

 

 

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

 

Scientific Management &
Coordination Scholarships, Grants and Awards

 

Binding completion of the abstract submission for the selected event
Acceptance of active participation in the selected event

 

Industry Management
(Exhibition & Sponsoring)

 

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

 

General Organisation
(Accreditation & Compliance, Accounting)

 

Fulfillment of contract and law
Legitimate interest of the controller (see point 4.4.)

 

Marketing & Development

 

 

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

 

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

Data Categories

Recipient Categories

Participant Management
(Registration, Additional Bookings, Virtual Congress Platform)

 

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

organising society, service providers
(fulfilment agents)

 

special dietary requirements (sensitive data)

 

Caterer

 

Hotel Management

 

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

 

 

 

DMC, travel agency, hotels
Contact Tracing in the context of the COVID-19 pandemic name
contact data
address data
vaccination/testing status (sensitive data)
NOTE: data is only stored for 28 and then deleted
competent health authorities (district authorities/municipal departments)

 

Scientific management & coordination of grants and awards

 

name
contact data
date of birth (if necessary)
date of  graduation (if necessary)
Lecture data (speaker, topic, title)

 

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

 

Industry Management
(Exhibition & Sponsoring)

 

name
contact data
company data

 

organising society, service providers
(fulfilment agents)

 

General Organisation/ Accreditation & Compliance

 

name & city/country
institution/organisation (if necessary)
specialisation (if necessary)
lecture data (speaker, topic, title)

 

 

 

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

 

General Organisation/ Accounting

 

name
contact data
registration data
additional bookings
bank data (if necessary)
credit card data (if necessary)

 

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

 

Marketing

 

name
contact data

 

Mailchimp - USA / Online Mailing Provider / A standard clause agreement with the provider of the mailing software Mailchimp regarding data protection according to the GDPR is in place.

 

Development

 

statistical data
(ONLY anonymised)

 

organising society

 

 

TRANSFER TO THIRD COUNTRY:

Processing Purpose

Data Categories

Recipient Categories

Scientific management & coordination of grants and awards

name
contact data
date of birth (if necessary)
date of  graduation (if necessary)
Lecture data (speaker, topic, title)

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

 

Marketing

 

name
contact data

 

Mailchimp – USA / Online Mailing Provider / A standard clause agreement with the provider of the mailing software Mailchimp regarding data protection according to the GDPR is in place.

 

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.

Data collected for the purpose of contact tracing in the context of the COVID-19 pandemic: 28 day

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.

 

Data subject rights

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

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, eur-lex.europa.eu, 1998-2018′

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 European Association of Neuro-Oncology (EANO)
Your personal data (comprising name, contact data, address data, organization/institute & registration category), collected by the WMA GmbH, may be passed on to EANO. 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

Badge scanning in the exhibition area & at corporate satellites
Please note: If you have your badge scanned by an exhibitor/sponsor at EANO 2023, you thereby agree that your personal data (consisting of name, contact data, address data & organization/institute), collected by the WMA GmbH, may be forwarded (via a contracted service provider) to the exhibitor/sponsor by whom you have your badge scanned, and the respective company may contact you directly for its own purposes.

Lead retrieval in the exhibitor pages & at corporate satellites
Please note: By registering to EANO 2023, you thereby agree that your personal data (consisting of name, last name, academic title, city, country, email, and institution), collected by the WMA GmbH, may be forwarded (via a contracted service provider) to the sponsor you visited through the exhibitor page and/or corporate satellite in the virtual platform, and the respective company may contact you directly for its own purposes..

RIGHT TO LODGE A COMPLAINT WIHT 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.

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.

Description of the other purposes

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

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

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.

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, social media and print media).
Concerns the following data subject categories: speaker & chairs, abstract presenters, industry

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.