DATA PROTECTION REGULATIONS acc. EU-GDPR
1. General Regulations
Mondial Congress & Events reserve 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, additional bookings & hotel booking:
A registration/hotel booking to SG-BCC 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 (e.g. organising society, hotel, transport companies, travel insurance, etc.).
Abstract Submission:
A submission of your scientific work to SG-BCC 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 (e.g. scientific committee organising society, reviewer, publisher).
Exhibition and/or Sponsoring Participation:
The participation as exhibitor and/or sponsor to SG-BCC 2023 is not possible without collecting, saving and processing your personal and company 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 (e.g. organising society, exhibition builder, etc.).
1.2. Photos/Films:
By registering to attend SG-BCC 2023, you grant permission to Mondial Congress & Events 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@mondial-congress.com
1.3. Links to other websites:
Our online forms may contain links to other websites. Mondial Congress & Events 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 (Mondial Congress & Events).
2. Information Obligation acc. Art 12-14 EU-GDPR (EU-DSGVO)
We are pleased to provide you with all information on the type, purpose and scope of the processing activities of your personal data.
2.1. Controller:
Mondial Congress & Events, Operngasse 20B, 1040 Wien
T: +43 1 58804 0 | F: +43 58804 - 185
E-Mail: dataprotection@mondial-congress.com
Management of the Controller: Mag. Stefan Walter
Data Protection Coordinators: Kemal Velic, Carola Precht
The data are collected in the frame of SG-BCC 2023
2.2. 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.
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Processing Purpose
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Data Categories
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Participant Management
(Registration, Additional Bookings)
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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)
|
|
Hotel Management
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name
contact data
address data/invoice data
hotel booking data
travel data (only if necessary)
credit card guaranties (if requested)
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Management Scientific Programme
(Abstract Handling, Invited Lectures)
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name
contact data
address data/institution
data of abstract authors
abstract data (title & content)
lecture data (topic & title)
conflict of interest infos
|
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Industry Management
(Exhibition & Sponsoring)
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name
contact data
company data
|
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General Organisation /
Accreditation & Compliance
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name & city/country
contact data (only if necessary)
Institution/organisation (if necessary)
Specialisation (only if necessary)
Lecture data (speaker, topic, title)
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General Organisation / Accounting
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name
contact data
address data/invoice data
registration data
additional bookings
hotel booking data
honorarium data speakers (only if necessary)
bank data (only if necessary)
credit card data (only if necessary)
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Marketing & Development
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name
contact data
photos/films
statistical data*
data from post-congress survey*
* (ONLY anonymised)
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2.3. Legal Basis for the data processing purposes:
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Processing Purpose
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Legal Basis
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Participant Management
(Registration, Additional Bookings)
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- 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 - Mondial Congress & Events acts as intermediate only
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Hotel Management
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- Binding completion of a hotel booking of the data subject or its group coordinator
- Written confirmation of the group coordinator that participant data may be used
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Management Scientific Programme
(Abstract Handling, Invited Lectures)
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- Binding submission of scientific work to the selected event
- Binding commitment of the data subject to perform a lecture at the selected event
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Industry Management
(Exhibition & Sponsoring)
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- Binding contract conclusion of the data subject and the company represented by him/her to take part at the selected event
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General Organisation
(Accreditation & Compliance, Accounting)
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- Fulfillment of contract and law
- Legitimate interest of the controller (see point 4.4.)
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Marketing & Development
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- Legitimate interest of the controller (see point 4.1.-4.3.)
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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.
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Processing Purpose
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Data Categories
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Recipient Categories
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Participant Management
(Registration, Additional Bookings)
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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)
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Caterer
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Hotel Management
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name
contact data
address data/invoice data
hotel booking data
travel data (only if necessary)
credit card guaranties (if requested)
|
Hotels
|
|
Management Scientific Programme
(Abstract Handling, Invited Lectures)
|
name
contact data
address data/institution
data of abstract authors
abstract data (title & content)
lecture data (topic & title)
conflict of interest infos
|
organising society, relevant accreditation authorities, service providers (fulfilment agents)
|
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Industry Management
(Exhibition & Sponsoring)
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name
contact data
company data
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organising society, service providers (fulfilment agents)
|
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General Organisation /
Accreditation & Compliance
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name & city/country
contact data (only if necessary)
Institution/organisation (if necessary)
Specialisation (only if necessary)
Lecture data (speaker, topic, title)
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organising society, relevant accreditation authorities, service providers (fulfilment agents)
|
|
General Organisation / Accounting
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name
contact data
address data/invoice data
registration data
additional bookings
hotel booking data
honorarium data speakers (only if necessary)
bank data (only if necessary)
credit card data (only if necessary)
|
organising society, responsible authorities, bank, fiscal office, tax consultant, service providers (fulfilment agents)
|
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Marketing
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name
contact data
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online mailing provider
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Development
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statistical data*
data from post-congress survey*
* (ONLY anonymised)
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organising society
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2.5. Transfer to Third Country:
The following third party organisations are not active in the EU:
Mailchimp – USA / Online Mailing Provider / adequacy decision of EU = Standard Contractual Clauses (SCCs), Mailchimp participates in and has certified its compliance to the Standard Contractual Clauses (SCCs).
2.6. Data Storage Period:
Credit Card Guarantees (i.e. for hotel bookings) are reviewable and saved encrypted until 2 weeks after event start, and irrecoverably deleted thereafter.
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).
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:
https://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.
Declarations of consent can be retracted at any time by sending a written message to Mondial Congress & Events, Operngasse 20B, 1040 Wien or to dataprotection@mondial-congress.com
Processing of your data by St.Gallen Oncology Conferences (SONK)
Your personal data (comprising title, name, contact data, address data, work position & organisation /institute), collected by Mondial Congress & Events, may be passed on to St.Gallen Oncology Conferences (SONK). The named society has permission to process your personal data and to contact you directly for the promotion of future and topic-related events, for the promotion and to disseminate information about activities of the society (eg: competitions, travel grants, etc.) and for 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 sponsor sessions
Please note: If you have your badge scanned by an exhibitor/sponsor at the SG-BCC 2023, you thereby agree that your personal data (consisting of title, name, contact data, address data & organization/institute), collected by Mondial Congress & Events, may be forwarded (via a contracted service provider) to the selected exhibitor/sponsor, and the respective company may contact you directly for its own purposes.
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.
4. Description of other Purposes
Legitimate Interests of the Controller acc. Art 6 (1) f) EU-GDPR
4.1. Advertising/Marketing/Information Transfer:
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/Evaluation:
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
