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Data protection regulations acc. EU-GDPR

1. General Regulations

Biophysics Austria reserves 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:

A registration to the EUROPEAN BIOPHYSICS CONFERENCE 2021(EBSA 2021) 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 (organising committee, hotel, transport companies, etc.).

Exhibition and/or Sponsoring Participation:

The participation as exhibitor and/or sponsor to the EUROPEAN BIOPHYSICS CONFERENCE 2021 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 (organising committee, exhibition builder, etc.).

1.2. Photos/Films:

By registering to attend the EUROPEAN BIOPHYSICS CONFERENCE 2021 you grant permission to Biophysics Austria as well as the organising committee 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@ebsa2021.org

1.3. Links to other websites:

Our online forms may contain links to other websites. Biophysics Austria 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 (Biophysics Austria).

1.4 Website & cookies

Our website uses so-called cookies. These are small text files that are saved on your device via the browser. They do no harm. We use cookies to make our offer user-friendly. Some cookies remain on your device until you delete them. They enable us to recognize your browser on your next visit. If you do not want this, you can set your browser so that it informs you about the setting of cookies and you only allow this in individual cases.

Deactivating cookies can restrict the functionality of our website.

 

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:

RAM Consulting GmbH, Florianigasse 60/6, 1080 Vienna
T: +43-1-489 64 09-0
E-Mail: dataprotection@ebsa2021.org     
Management of the Controller: Renate Androsch-Holzer
Data Protection Coordinator: Renate Androsch-Holzer
The data are collected in the frame of the EUROPEAN BIOPHYSICS CONFERENCE 2021 (EBSA 2021).

2.2. Purposes of Processing:

Depending on the participant status and the bookings of the data subject, 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)

Industry Management (Exhibition & Sponsoring)

name

contact data

company data

address data/invoice data

General Organisation / Accounting

name

contact data

address data/invoice data

registration data

additional bookings

bank data (only if necessary)

credit card data (only if necessary)

 

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 – Biophysics Austria acts as intermediate only

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

 

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)

organising committee, service providers (fulfilment agents)

Industry Management

(Exhibition & Sponsoring)

name

contact data

company data

organising committee, service providers (fulfilment agents)

General Organisation / Accounting

name

contact data

address data/invoice data

registration data

additional bookings

bank data (only if necessary)

credit card data (only if necessary)

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

Marketing

name

contact data

online mailing provider

 

2.5. 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.

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).

2.6. Data Processing Location:

The data we collect from you is stored within the European Economic Area (EEA), but may be transferred to a country outside the EEA and may be processed there. Any such transfer of your personal data will be in compliance with applicable laws. In the case of transfers to countries outside the EEA, the data controller will use standard contractual clauses and the Privacy Shield, unless a decision on adequacy has been taken by the European Commission.

 

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: http://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 Biophysics Austria  or to dataprotection@ebsa2021.org .

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, by the organizing committee.

Publishing of a participation list in the conference book of abstracts containing first name, last name and title.