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.

 

NB: Not all of the following data categories/processes apply to every event, but are subject to the services Mondial Congress & Events has been contracted for in the respective instance. If the hosting society and/or another, additional service provider is responsible for certain data categories/processes, please refer to the data protection regulations for these areas on the respective platforms/websites.

 

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 (GDPR - General Data Protection Regulation). 

 

Registration, additional bookings & hotel booking:

A registration/hotel booking to the selected event 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. hosting society, hotel, transport companies, travel insurance, etc.).

 

Abstract Submission:

A submission of your scientific work to the selected event 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 hosting society, reviewer, publisher).

 

Exhibition and/or Sponsoring Participation:

The participation as exhibitor and/or sponsor at the selected event 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. hosting society, exhibition builder, etc.).

 

1.2. Photos/Films:

The following only applies to events where Mondial Congress & Events is the appointed PCO in charge for general organisation of the event. Hence, the following is not valid for events for which Mondial Congress & Events is solely in charge for hotel bookings (official housing agency) and/or where Mondial Congress & Events acts as data processor for registration (official registration partner) only: 

By registering to attend the selected event, you grant permission to Mondial Congress & Events as well as the hosting 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 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 GDPR

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: Carola Precht, Barbara Löffler

 

2.1.1. Joint Controllers:

For individual events, Mondial Congress & Events acts as joint controller for certain data categories/processing processes. If a joint controllership is in place for the selected event, it will be indicated on the respective platforms/websites and, in addition to the data protection regulations of Mondial Congress & Events, the data protection regulations of the other joint controller will be accessible.

 

2.2. Purposes of Processing: 

Depending on the participant status and the bookings of the data subject (see Booking Overview of your confirmation E-Mails), the data are processed for one or more of the purposes listed below.

 

Processing Purpose	Data Categories
Participant Management (Registration, Additional Bookings)	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; only if  necessary) attendance information
Hotel Management	Name  contact data  address data/invoice data  hotel booking data  travel data (only if necessary)  credit card guaranties (if requested)
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
Industry Management (Exhibition & Sponsoring)	Name  contact data  company data
General Organisation /  Accreditation & Compliance	name & city/country  contact data (only if necessary)  Institution/organisation (if necessary)  Specialisation (only if necessary)  Lecture data (speaker, topic, title)
General Organisation / Accounting	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)
Marketing & Development	Name  contact data  photos/films  statistical data*   data from post-congress survey*  * (ONLY anonymised)

Incomplete Online Bookings: In addition, personal data may be processed when you start an online booking via our links but do not complete it. In case you stopped the booking process after entering an email address, we store already provided personal contact details to facilitate a one-time reminder by email that your booking has not yet been completed and to give you the opportunity to continue and complete it via a personalised link.

 

2.3. Legal Basis for the data processing purposes: 

Processing Purpose	Legal Basis
Participant Management (Registration, Additional Bookings)	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 Binding booking of tour(s) that are offered as part of the selected event Consent of the data subject (sensitive data)
Hotel Management	Binding completion of a hotel booking of the data subject or its group coordinator Explicit confirmation of the group coordinator that participant data may be used
Management Scientific Programme (Abstract Handling, Invited Lectures)	Binding submission of scientific work to the selected event Binding commitment of the data subject to perform a lecture at 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.-4.3.)
Incomplete Online Bookings	Legitimate interest of the controller (see point 4.5.)

 

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	Data Categories	Recipient Categories
Participant Management (Registration, Additional Bookings)	Name  contact data  address data/invoice data  registration data  additional bookings  travel data (only if necessary)  passport data (only if necessary)	hosting society, service providers (fulfilment agents)
	attendance information	group coordinator (if requested)
	special dietary requirements (sensitive data)	Caterer
Hotel Management	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	hosting society, relevant accreditation authorities, service providers (fulfilment agents)
Industry Management (Exhibition & Sponsoring)	Name  contact data  company data	hosting society, service providers (fulfilment agents)
General Organisation /  Accreditation & Compliance	name & city/country  contact data (only if necessary)  Institution/organisation (if necessary)  Specialisation (only if necessary)  Lecture data (speaker, topic, title)	hosting society, relevant accreditation authorities, service providers (fulfilment agents)
General Organisation / Accounting	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)	hosting society, responsible authorities, bank, fiscal office, tax consultant, service providers (fulfilment agents)
Marketing	Name  contact data	online mailing provider
Development	statistical data*   data from post-congress survey*  * (ONLY anonymised)	hosting society, service providers (fulfilment agents)

 

2.5. Transfer to Third Country: 

Personal data stored temporarily due to an incomplete online booking process will be permanently deleted on the last event day (if the booking was not completed).

The following is only applicable if Mondial Congress & Events is sending out regular, larger newsletter campaigns for the selected event and is visible in the newsletter email received:

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).

In case Mailchimp is not used for newsletter campaigns no third party companies operate outside the EU.

 

2.6. Data Storage Period:

Credit Card Guarantees (e.g. 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 (e.g. belated participation confirmations, and presentation certificates).

 

 

3. Data Subject Rights

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

 

3.1. Data Subject Rights acc. Art 15-21 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/, 1998-2023

 

3.2. Right to withdraw consent acc. Art. 7 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 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 

 

These declarations of consents/active consents may include:

 

Processing of your data by the hosting society of the selected event

Your personal data (comprising title, name, contact data, address data, work position & organisation /institute), collected by Mondial Congress & Events, may be passed on to the hosting society of the selected event. The therein 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

-> note: in case that Mondial Congress & Events as well as the hosting society act as joint controllers, the data is being processed and saved by both parties for the purposes stated in the data protection regulations of each data controller – without the declaration of consent given above.

 

Transfer of your data to other delegates

Connection through Meeting Hub function of the selected event

Please note: If you agree to connect with another delegate listed within the Meeting Hub function of the OnAir online-platform or the EventsAir attendee app of the selected event, you thereby agree that your personal data (including name, organisation, email address and website – depending on your selection in the privacy settings of either application, collected by Mondial Congress & Events, can be exported by the respective delegate, and he/she may contact you directly for its own purposes.

-> this only applies to events where the OnAir online-platform and/or the EventsAir attendee app are in use

 

Transfer of your data to exhibitors and sponsors

Badge scanning in the live exhibition area & at live sponsor sessions

Please note: If you have your badge scanned by an exhibitor/sponsor at the selected event, 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 (if applicable via a contracted service provider) to the selected exhibitor/sponsor, and the respective company may contact you directly for its own purposes (e.g. by email concerning products, services and events that may be of interest to you).

 

Contact exchange during virtual exhibition

a) Connection through Meeting Hub function during meeting with virtual exhibitors/sponsors

Please note: If you agree to connect with a virtual exhibitor/sponsor within the Meeting Hub function of the OnAir online-platform of the selected event, you thereby agree that your personal data (including name, organisation, email address and website – depending on your selection in the privacy settings of the online-platform), collected by Mondial Congress & Events, can be exported by the selected exhibitor/sponsor, and the respective company may contact you directly for its own purposes.

b) Lead Capture during meeting with virtual exhibitors/sponsors

Please note: If you agree to a lead capture during a meeting with a virtual exhibitor/sponsor within the virtual exhibition of the OnAir online-platform of the selected event, you thereby agree that your personal data (consisting of name, contact data, address data & organization/institute), collected by Mondial Congress & Events, may be forwarded to the exhibitor/sponsor, and the respective company may contact you directly for its own purposes.

-> this declaration of consent is queried during a meeting with a virtual exhibitor/sponsor within the OnAir online-platform

 

Contact exchange at virtual sponsor sessions

Please note: If you give your permission to exchange your contact details after leaving a virtual sponsor session of the selected event, you thereby agree that your personal data (consisting of name, contact data, address data & organization/institute), collected by Mondial Congress & Events, will be forwarded to the selected sponsor, and the respective company may contact you directly for its own purposes.

-> this declaration of consent is queried within the session evaluation form when leaving a virtual sponsor session

 

3.3. Right to lodge a complaint with a supervisory authority acc. Art 77 GDPR

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 GDPR.

 

 

4. Description of other Purposes

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

 

4.1. Advertising/Marketing/Information Transfer:

Processing data of the data subject to inform him/her about the selected 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 selected 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, social- and print-media).

Concerns the following data subject categories: speakers & 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: hosting society, speakers & chairs, abstract presenters, industry.

 

4.5. Incomplete Online Bookings
Processing of personal data (contact data) of the data subject in order to facilitate the booking process for interested parties and to provide a one-time, personalized option to resume the online booking.