GDPR Policy

 

This Privacy Notice describes the way in which we deal with the information and data you share with us in order for us to allow you the registration and participation at conference, congress, meeting or other event (“Event“) you would like to attend, you will be speaking at or you are helping to organise.

 

We will process your personal data provided to us (whether in person, via our website, the mobile application form or any other means) or otherwise held by us in the manner and for the purposes set out in this Privacy Notice. Collection and processing of your personal data is conducted in accordance with the applicable data protection legislation, in particular, Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation, “GDPR”), as well as Act No. 110/2019 Coll., on the Processing of Personal Data, as amended.

 

  1. Who is the data controller?

The controller of your personal data is CZECH-IN s.r.o., having its registered seat at 5. května 1640/65, Postal Code 140 00, Prague 4, Czech Republic, Identification No.: 485 82 387 (“C-IN” or “we“).

In case of any requests relating to the processing of your personal data or in case of exercising your rights set out in Clause 4 below, please contact us at +420 296 219 600 or send us an e-mail at [email protected].

  1. What personal data do we collect about you? For what purpose and for how long do we collect it?

We process your personal data (as attendees, abstract authors or co-authors and speakers at the Event) only to the extent determined by the particular services we provide to you or other purposes of processing, namely:

  • For the purpose of your registration to and attendance at the Event (including accommodation) as an attendee, we process your personal data in the extent of gender, title, name, surname, nationality, contact details such as address, phone and/or e-mail, birth date, citizenship, degree, education, area of work. You have the option to participate in the Event we are organising but your prior registration is required for your participation and further coordination. Legal basis for such processing is the performance of a contract to which you are a party. The personal data will be processed for the period of the duration of the contractual relationship.
  • For the purpose of your attendance and active participation (oral or poster) in the Event (including accommodation) as an abstract author or co-author, we process your personal data in the extent of gender, title, name, surname, nationality, contact details such as address, phone and/or e-mail, birth date, education or professional career details, citizenship, degree, education, area of work. You have the option to participate in the Event we are organising but provision of your above mentioned personal data is required for your participation and further coordination. Legal basis for such processing is performance of a contract to which you are a party. The personal data will be processed for the period of the duration of the contractual relationship.
  • For the purpose of our cooperation during which you are helping us to organise and coordinate the Event as a coordinator/partner or its employee/co-worker, we process your personal data in the extent of [gender, title, name, surname, phone number and/or e-mail. Your personal data are required for our cooperation. Legal basis for such processing is performance of a contract to which you or your employer is a party. The personal data will be processed for the period of the duration of the contractual relationship.
  • For the purpose of compliance with obligations laid down by relevant legislation such as Accounting Act or Tax Code (e.g. for financial and invoicing purposes), we process your personal data in the extent of [name, surname, address, citizenship, e-mail and/or phone number, payment method details, tax identification. The processing is based on compliance with legal obligations to which we are subject. The personal data will be processed for a period specified by the particular legislation but no longer than 10 years.
  • According to Section 7(3) of the Act No. 480/2004 Coll., on Certain Information Services Society, we may contact you by e-mail or telephone for the purposes of promotion of our products and services even without your prior consent. You may however refuse receiving this kind of marketing communications at any time (e. you may opt-out from the database). Details of your electronic contact will be processed for the period of the duration of the contractual relationship unless you opt-out from it.
  • For the purpose of ensuring functionality of registration form and our websites, we may process your personal data in the extent of [technical cookies, google analytics and related technical data. Legal basis for such processing is performance of the contract (e. provision of the registration services) to which you are a party. The personal data will be processed and stored for a period that is necessary for ensuring functionality of the website (i.e. in a matter of days or weeks, eventually for duration of contractual relationship, if necessary).
  • In addition, we need to process and store your personal data in the extent of gender, title, name, surname, contact details such as address, phone and/or e-mail, birth date, citizenship, tax identification for the purpose of potential claims in the future. This processing is based on our legitimate interest or of a third party. The personal data will be processed for the period necessary to fulfil this purpose, however, no longer than for the period of 10 years from the commencement of the statutory limitation period in each particular case.
  1. Who do we share your personal data with?

Your personal data may be disclosed to reliable third parties that provide us with administrative or technical support, ensure marketing business activity for us, or, i.e. to the data processors.

We may also share your personal data with payment institutions in order to process your payment of the Event fees, with travel and accommodation providers in order to ensure your safe travel and appropriate accommodation during your stay, or with other reliable third parties helping us to organise the Event.

As there might be another organizer in charge of future Event edition, we may share your contact details with such organizer arranging for the Event. You will always have an option to unsubscribe from this contacting.

If required by law, we may share your personal data with government authorities or law enforcement bodies, with external advisors and with other personnel who is subject to confidentiality obligation.

  1. What are your rights in relation to the processing?

If you grant us your consent to the processing of your personal data, you do so entirely voluntarily, and you have the right to revoke or restrict the consent at any time by email addressed to [email protected]. If your personal data is processed for the purpose of direct marketing (including profiling) or on the basis of a legitimate interest, you also have the right to object to such processing at any time.

Under certain conditions and circumstances, your other rights include: right to access your personal data, right to have your personal data rectified or erased, right to restrict the processing, right to data portability and right to lodge a complaint against us, as a data controller, with the Data Protection Authority.

  1. For how long do we keep your personal data?

We retain your personal data for no longer than necessary to fulfil the purpose of the processing in question, i.e. typically for the period of performance of the contractual relationship or for the period explicitly required by the applicable legislation. Where we process your personal data based on your consent, such personal data will only be processed for the duration of the consent which you may revoke or restrict at any time. If you do so, we will stop processing the personal data concerned for the purposes you consented to.

  1. How do we implement the social media networks features?

Our website may include social media features, such as the Facebook or Twitter buttons. These features may collect certain information about visitors of our website, such as IP address or browsing history and may implement cookies to the browser of the visitors. Please note that processing of the collected data is governed by policies adopted by operators of the social media networks and, therefore, this Privacy Notice does not apply.

  1. Mobile application

During the Event, you may decide to use a mobile application. The purpose of this application is to provide you with all information in more concise way and always up to date. All users of the application can also communicate together and, if they arrange their settings, they can be even contacted via the app. For downloading the app, you need to provide us with your name and e-mail and you can use the app during the whole event.

  1. Using of pictures or videos from Events (does not apply for virtual events)

All photos and/or video records from Events depicting you with your acknowledgment or consent shall be used solely for reporting, documentary or eventually our or our partner’s propagation purposes. You are not entitled to ask any reward for such use. You can revoke your consent anytime, however, if you ask for this without a justifiable reasoning, you are obliged to pay us all damages occurred to us by such withdrawal. In case we would like to make a picture or video exceeding these above mentioned purposes, we will ask you for a separate consent.

  1. What if there are any changes to the processing?

Any changes we may make to this Privacy Notice in the future will be notified to you through the agreed communication channels. You are however advised to periodically review this Privacy Notice for any changes that might have been made.

 

What are your rights regarding the processing of personal data, and how can you exercise them?

Right to information about processing and access to your personal data
You have the right to obtain from us confirmation as to whether personal data concerning you are being processed or not, and if they are, you have the right to access these personal data and obtain further information about their processing. You also have the right to receive copies of the personal data being processed.

Right to rectification
You have the right to have inaccurate personal data concerning you corrected without undue delay, and to have incomplete personal data completed. Please inform us of any changes regarding your personal data at the address provided below.

Right to restriction of processing
As a data subject, you have the right to request that we restrict the processing of your personal data if:

  • you contest the accuracy of the personal data we process about you, for the time necessary to verify their accuracy;
  • the processing of your personal data is unlawful, but you oppose their deletion and instead request restriction of their use;
  • the processing of your personal data is no longer necessary for our purposes, but you require the data for the establishment, exercise, or defense of legal claims; or
  • you have objected to processing based on automated decision-making until it is verified whether our legitimate reasons override your legitimate reasons.

If processing has been restricted based on any of the reasons above, the affected personal data, except for storage, may only be processed with your consent, for the establishment, exercise, or defense of legal claims, to protect the rights of another natural or legal person, or for reasons of important public interest of the Union or a member state. We are obliged to inform you in advance about lifting any restriction on the processing of your personal data.

Right to object
If you believe that the processing of personal data violates your privacy or applicable law, you have the right to object to such processing. You may also object to automated decision-making.

Right to data portability
You have the right to receive your personal data in a structured, commonly used, and machine-readable format and the right to transfer these data to another controller, so that the personal data are transmitted directly by Congress Centre Prague, a.s. to the other controller, if technically feasible.

Right to erasure (right to be forgotten)
You have the right to have your personal data erased without undue delay if at least one of the following conditions is met:

  • the personal data are no longer necessary for the purposes for which they were collected or otherwise processed;
  • you withdraw your consent to the processing of your personal data and we have no other legal basis for processing;
  • you object to the processing of your personal data and there are no overriding legitimate grounds for processing;
  • the personal data have been processed unlawfully;
  • the personal data must be erased to comply with a legal obligation;
  • the personal data were collected in relation to the offer of information society services.

The above conditions do not apply if the processing of personal data is necessary:

  • for exercising the right to freedom of expression and information;
  • for compliance with a legal obligation under European Union or member state law applicable to us, or for performing a task carried out in the public interest or in the exercise of official authority;
  • for reasons of public interest in the area of public health;
  • for archiving purposes in the public interest, scientific or historical research, or statistical purposes, if erasure is likely to make it impossible or seriously impair the achievement of the objectives of such processing;
  • for the establishment, exercise, or defense of legal claims.

Right to withdraw consent
If we process personal data based on your consent, you may withdraw such consent at any time free of charge. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal. Consent can be withdrawn at any time in writing by sending an email or letter to the contact address below, without any consequences for our current or future contractual relationships.

Right to lodge a complaint
If you have doubts about compliance with data processing obligations, you may contact us or file a complaint with the Office for Personal Data Protection, located at Pplk. Sochora 27, 170 00 Prague 7, email: [email protected], https://www.uoou.cz.

How can you exercise your rights?
You can exercise your rights by submitting a written request via email to [email protected]. All notifications and responses regarding your rights are provided free of charge. However, if a request is manifestly unfounded or excessive, particularly if it is repetitive, we may charge a reasonable fee taking into account administrative costs associated with providing the requested information. In the case of repeated requests for copies of processed personal data, we reserve the right to charge a reasonable fee for administrative costs, of which we will inform you in advance.

We will provide our response and, if applicable, information on measures taken as soon as possible, but no later than within 30 days. This period may be extended by up to two months if necessary, considering the complexity and number of requests. You will be informed in a timely manner about any extension and the reasons for it.

 

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