Privacy and data use policy

DATA PROTECTION REGULATIONS acc. EU GDPR

  1. General Provision

Mondial Congress & Events reserve the right to change these data protection regulations at any time, taking into account the applicable data protection regulations.

 1.1. Personal data:

Your voluntarily transmitted personal data (as part of the entry in the online form or sent by your group coordinator) will be collected, stored and processed in accordance with the latest data protection legislation (EU GDPR 2018).

Registration, additional bookings & hotel booking:

Registration for the annual meeting of the ÖGDV 2020 is not possible without collecting, saving and processing your personal data. This is done solely for the purpose of organising and running the event. Your data will only be passed on to third parties who are directly involved in the course of the event and if the organisational process makes this necessary – in accordance with the requirements of your bookings (organising company, hotel, transport company, travel insurance, etc.).

1.2. Pictures / films:

By registering for the annual conference of the ÖGDV 2020, you grant Mondial Congress & Events and the organising company the permission to use photos / films taken by our official photographer (team) of you or your company during the event for an indefinite period of time for marketing purposes (Event reports, advertising for follow-up events & self-marketing). If you do not want any photos / films in which you were photographed to be published, you can 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 information you enter on other websites.

Like us, our partner companies are subject to the EU GDPR, but each company is responsible for implementing it. Our data protection guidelines only apply to data for which we (Mondial Congress & Events) are responsible.

  1. Information obligation according to Art 12-14 EU GDPR

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

2.1. Responsible:

Mondial Congress & Events, Operngasse 20B, 1040 Vienna

T: +43 1 58804 0 | F: +43 58804 – 185

E-Mail: dataprotection@mondial-congress.com

Responsible Person: Mag. Stefan Walter

Data protection coordinators: Kemal Velic, Barbara Obritzhauser

The data will be collected during the annual meeting of the ÖGDV 2020 // ÖGDV 2020.

2.2. Purposes of data processing:

Depending on the participant status and scope of booking (see booking overview email) of the persons concerned, their data will be processed for one or more of the purposes listed below.

Purpose of processingData categories
Participant Management

(Registration, additional bookings)

Surname

Contact details

Address data/ billing data

Registry data

Additional bookings

Travel dates (only if necessary)

Special dietary requirements (sensitive data)

Hotel ManagementSurname

Contact details

Address data/ billing data

Hotel booking data

Travel dates (only if necessary)

Credit card guarantees (if requested)

Management Scientific Program

(Abstract handling, invited lectures)

Surname

Contact details

Address data/ institution data

Abstract author data

Abstract data (title & content)

Presentation dates (topic, title)

Conflict of Interest Info

General Organisation / AccountingSurname

contact details

Address data / billing data

Registry data

Additional bookings

Hotel booking data

Honorarium data for the speaker (only if necessary)

Bank details (only if necessary)

Credit card details (only if necessary)

Marketing & further developmentSurname

contact details

Photos / films

Statistical data *

Data from Post-Congress Survey *

* (ONLY anonymized)

 

2.3. Legal basis for data processing purposes:

Processing purposeLegal basis
Participant Management

(Registration, additional bookings)

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

–        Written confirmation from the group coordinator that participant data may be used

–        Binding conclusion of the booking of ticket (s) for one or more socials at the selected event

–        Binding conclusion of the travel insurance booking by the person concerned – Mondial Congress & Events only acts as an agent.

–        Consent of the data subject (sensitive data)

Hotel Management–        Binding conclusion of a hotel booking by the person concerned or their group coordinator

–        Written confirmation from the group coordinator that participant data may be used

Management Scientific Program

(Abstract handling, invited lectures)

–        Binding submission of a scientific paper on the selected event

–        Binding commitment by the person concerned to give a lecture at the selected event

Marketing & further development–        Legitimate interest of the person responsible
(see point 4.1.-4.2.)

2.4. Third party data recipients – categories:

The recipients only receive the data they need, not full data records. Your data will only be forwarded if the organisational process makes this necessary – according to the requirements of your bookings – and if there is a valid legal basis.

Processing purposeData categoriesRecipient categories
participant Management

(Registration, additional bookings)

Surname

contact details

Address data / billing data

Registry data

Additional bookings

Travel dates (only if necessary)

Organising Society, Service Provider
(vicarious agents)
Special nutritional requirements  (sensitive data)Caterers
Hotel ManagementSurname

contact details

Address data / billing data

Hotel booking data

Travel dates (only if necessary)

Credit card guarantees (if requested)

Hotels
Management Scientific Program

(Abstract handling, invited lectures)

Surname

Contact details

Address data/ institution data

Abstract author data

Abstract data (title & content)

Presentation dates (topic, title)

Conflict of Interest Info

Organising company, corresponding accreditation authorities, service providers (vicarious agents)
General Organisation / accountingSurname

contact details

Address data / billing data

Registry data

Additional bookings

Hotel booking data

Honorarium data for the speaker (only if necessary)

Bank details (only if necessary)

Credit card details (only if necessary)

Organising company, relevant authorities, bank, tax office, tax advisor, service provider (vicarious agents)
marketing
MarketingName

Contact details

Online Mailing Provider
Further DevelopmenttStatistical data*

Data from Post-Congress Survey*

* (ONLY anonymized)

Organising Society

2.5. Transmission to third countries::

The following third-party companies are not active in the EU:

Mailchimp – USA / Online Mailing Provider for Newsletter & Marketing Mailings / Appropriateness Decision EU = Privacy Shield Framework, Mailchimp has been certified for this by the US Department of Commerce.

2.6. Storage duration of the data:

Credit card guarantees (e.g. for hotel bookings) can be viewed and stored in encrypted form for up to 2 weeks after the start of the event, after which they will be irretrievably deleted.

Sensitive data (special nutritional requirements) that are collected with the consent of those concerned, as well as information from the statistical data collection will be irretrievably deleted after the end of the event follow-up.

  1. Affected Rights

We would also like to inform you about your rights under the EU GDPR:

3.1. Affected rights acc. Art 15-21 EU GDPR:

  • right of providing information
  • Right to rectification
  • Right to erasure / right to “be forgotten”
  • Right to restriction of processing
  • Right to data portability
  • Right to object (if the controller has a legitimate interest)

You can find detailed information here:

http://eur-lex.europa.eu/legal-content/ENG/TXT/HTML/?uri=CELEX:32016R0679&from=ENG

© European Union, http://eur-lex.europa.eu/, 1998-2018′

https://www.wko.at/service/wirtschaftsrecht-gewerberecht/EU-Datenschutz-Grundverordnung:-Betroffenenrechte.html

3.2. Right of revocation acc. Art. 7 EU GDPR:

Depending on your category of person, we ask for different declarations of consent. These are queried within the online registry or directly from the person / group coordinator / company representative concerned. The declarations of consent are not mandatory according to the EU GDPR.

Every person concerned has the right to revoke their given consent (s) at any time. The revocation of the declaration of consent does not affect the legality of the processing carried out on the basis of the consent until the revocation.

Declarations of consent can be revoked at any time in writing to: Mondial Congress & Events, Operngasse 20B, 1040 Vienna or dataprotection@mondial-congress.com

Processing of your data by the ÖGDV

Your personal data (consisting of name, contact details & address data, organisation / institute), which were collected by Mondial Congress & Events, may be forwarded to the ÖGDV, and the named company may use your personal data to advertise subsequent and topic-related events, to advertise and pass on information about activities of the company (e.g. competitions, travel grants, etc.) and to evaluate and further develop the current event and its follow-up events and contact you directly.

-> this declaration of consent is requested in the online registry

Passing on your data to exhibitors & sponsors

Badge scanning in the exhibition area & at sponsor sessions

Please note: If you have your badge scanned by an exhibitor / sponsor at the annual meeting of the ÖGDV 2020, you are giving your consent that your personal data (consisting of name, contact details, address data & organisation / institute), which is provided by Mondial Congress & Events have been collected (via a contracted service provider) to the exhibitor / sponsor, with whom you had your badge scanned, may be forwarded and he may contact you directly for his own purposes.

3.3. Right to complain to a supervisory authority in accordance with. Art 77 EU GDPR

Every person concerned has the right to lodge a complaint with a supervisory authority if the person concerned is of the opinion that the processing of their personal data violates the EU GDPR.

  1. Description of other purposes

Legitimate interests of the person responsible acc. Art 6 (1) f) EU GDPR

4.1. Advertising / marketing / dissemination of information:

Processing of personal data of the data subject in order to inform them about the above-mentioned event as well as subsequent and related events

4.2. Further development / evaluation:

Processing of personal data of the person concerned in order to further develop the program, the execution and implementation of the above-mentioned event, as well as subsequent and related events.

4.3. Publication of the program:

Processing of personal data of the data subject for the application and publication of the event program via various communication channels (including website and print media).

Affects the following categories of people: Speakers & Chairs, Abstract Presenters, Industry

5.0. Web-Analysis:

Web-Analysis

This website uses Google Analytics, a web analysis service from Google Inc., 1600 Amphitheater Parkway, Mountain View, CA 94043, USA (“Google”). Google Analytics uses so-called “cookies”, text files that are stored on your computer and that enable your use of the website to be analyzed. The information generated by the cookie about your use of this website is usually transferred to a Google server in the USA and stored there. The full IP address is only transmitted to a Google server in the USA and shortened there in exceptional cases. On behalf of the operator of this website, Google will use this information to evaluate your use of the website, to compile reports on website activity and to provide the website operator with other services related to website activity and internet usage. The IP address transmitted by your browser as part of Google Analytics will not be merged with other Google data. You can prevent the storage of cookies by setting your browser software accordingly; however, we would like to point out that in this case you may not be able to use all functions of this website to their full extent. You can also prevent Google from collecting the data generated by the cookie and relating to your use of the website (including your IP address) and from processing this data by downloading the browser plug-in available under the following link to install: http://tools.google.com/dlpage/gaoptout?hl=eng.

Further information on data protection in connection with Google Analytics and your options in this regard can be found at https://www.google.at/intl/de_ALL/analytics/learn/privacy.html.

Your IP address is recorded, but anonymized immediately by shortening the last digits of the IP address. This means that only a rough localization is possible.

The relationship with the web analytics provider is based on the “USA Privacy Shield.”

The data processing takes place on the basis of the legal provisions of § 96 Abs 3 TKG as well as Art 6 Abs 1 lit a (consent) and / or for (legitimate interest) of the GDPR.

Our concern within the meaning of the GDPR (legitimate interest) is to improve our offer and our website. Since the privacy of our users is important to us, the user data is pseudonymized.