Information in accordance with article 13 GDPR
General BIBA Medical data use terms and conditions
In order to deliver a wide range of services related to our CX Symposium participants, we process certain categories of your personal data which we receive from you. For the purpose of transparency and in accordance with Article 13 of the General Data Protection Regulation (GDPR), we therefore want to inform you about the data processing as follows:
- General information
The controller of the data processing is BIBA Medical, 526 Fulham Road, London SW6 5NR, United Kingdom. BIBA Medical has a series of affiliated websites pertaining to different areas of the medical sphere and our websites are hosted within the UK.
- Legal basis for data use
For all BIBA Medical activities we adhere to British and European data protection legislation, in particular the EU GDPR and the Data Protection Act UK. Our data processing is in our and our exhibitors’ legitimate business interests, namely regarding the use of your data for the purposes of promoting the CX Symposium, by the sending of newsletters, congress information as well as related promotional information by email or post.
For any request and further information regarding the processing of your personal data please contact us at firstname.lastname@example.org
- What personal data we process
The following data will be used:
- Names (First and Last Names)
- Contact information (email, telephone number)
- Associated medical institution (name, postal address)
- Job speciality and topic area preferences
- Previous congress participation
- Previous funding for congress attendance
- Copies of any documents you send us to process your registration (e.g. proof of status)
- Your IP address
- What we use your data for:
- Communication with you
- Sending newsletters and information about our activities
- Administration of your BIBA Medical account
- Internal statistical use for collating delegate numbers and trends and optimisation of our activities
- Usage patterns on the CX Symposium website
- How your data is stored and handled
This data is stored on our internal server for as long as you remain active with BIBA Medical (CX Symposium website profile, participation in the CX Symposium, or subscription to our publications) and will be deleted after 7 years of inactivity or upon your justified request in accordance with Art 17 GDPR (see section 6 of this information sheet for further details).
Our database developer is contractually obliged to adhere to all standards of data protection according to EU GDPR. Furthermore, your data will be handled exclusively by BIBA Medical and CX Symposium staff and will not be disclosed to any third parties with the exception of IT companies providing administration software or any authorities, and companies with a legitimate interest in the data for purposes of event management, such as the badging company and our AV partner handling faculty presentations for the CX Symposium, or when your data is necessary in order to distribute newspapers to your email or postal address.
Please note however, that if you have submitted the same data in the context of a different service or contract with BIBA Medical or the CX Symposium (e.g. grant application, newspaper subscription, event participation) additional data usage terms and condition may apply.
5a. Information about how we may share your data with our exhibitors
With your consent, we will make limited registration information available to our exhibitors, limited to your name, specialty, email, institution and country. This is in our and our exhibitors’ legitimate business interests: it allows us to attract the most appropriate sponsors for the Symposium and to facilitate business-to-business communication between our exhibitors and our registrants.
We will never share other personal contact information with exhibitors such as your phone number or postal address unless you have given active consent like in the instances detailed below.
Data sharing during the Symposium
We have partnered with klik – part of PixMob – a Canada-based company which provides wearable devices for events. All attendees will be issued with a smart badge on entry to the event, with a built-in button containing the details you provide us with during registration. The wearable device will constantly transmit data on your location and movement at the event area throughout the event. Data will only be available in the exhibition area, the foyer, gangways and meeting rooms – we do not track any private rooms such as toilets or private meeting rooms, nor are the badges tracked when you leave Olympia. klik will store the data and provide it to BIBA Medical in order that we can measure numbers in meeting rooms and the exhibition flow, and to exhibitors who pay for the lead retrieval solution. This enables exhibitors to track the engagement with the participants. By default, only aggregated data is provided to such parties, i.e. they will see that at a certain number of persons were present in a certain area, but will not know who those persons were.
At the event, you will be able to click your wearable device with the wearable device of other persons to make a connection. If you choose to do so, the wearable devices will report such connection to the platform which will add it to the relevant persons’ profiles. By default, the following profile information may be accessed by all of your connections: First name, last name and email address. You may restrict such access or permit your connections to access further information at https://app.klik.co/profile/. At the event, you may also be able to click your wearable device with the wearable device of other persons or objects for other purposes, such as to give your consent to receive marketing communication. If so, you will be informed in advance of the exact consequences of your actions. Every delegate will be given a badge with a device. Allowing your badge to be scanned is akin to handing over a business card. If you tap badges with an exhibitor, that exhibitor may contact you about their educational activities and events during CX Symposium.
- Your rights
Information and Access
You are entitled to obtain information by BIBA Medical as to which personal data are being processed and to get access to that personal data upon your request. We will provide you with one copy of the personal data undergoing processing free of charge, unless the disclosure may adversely affect the rights and freedoms of others.
Should you have consented to a specific use of your data by BIBA Medical, you can withdraw that consent at any time, by changing your account settings or contacting us at email@example.com.
Rectification and Erasure
You are entitled to request rectification of inaccurate personal data or completion of incomplete personal data concerning you without undue delay.
You are entitled to request erasure of personal data without undue delay, if
(i) Personal data are no longer necessary in relation to the purposes for which they were collected,
(ii) You object to the processing
(iii) Personal data have been unlawfully processed
(iv) Personal data have to be erased for compliance with a legal obligation applicable to BIBA Medical
However, BIBA Medical is not obliged to execute such erasure if processing is necessary
(i) for exercising the right of freedom of expression and information,
(ii) for compliance with a legal obligation to which BIBA Medical is subject,
(iii) for the establishment, exercise or defence of legal claims.
Restriction of Processing
You are entitled to request the restriction of processing of personal data in the following circumstances and for the following periods of time:
(i) you contest the accuracy of the personal data concerning you; restriction of processing may be affected for a period enabling the us verify the accuracy of the relevant personal data,
(ii) the processing is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead,
(iii) we do no longer need the personal data for the purposes of the processing, but they are required by you for the establishment, exercise or defence of legal claims,
(iv) you have objected to processing, for the period until the verification whether our legitimate grounds override those of you.
You are entitled to data portability, namely to receive your personal data which you have provided to BIBA Medical and which is processed
(i) based on the concluded contract
(ii) and by automated means
in a structured, commonly used and machine-readable format.
You are entitled to request that the personal data is transmitted directly to another controller by us, where technically feasible. This right shall not apply to processing necessary for the performance of a task carried out in the public interest or in the exercise of official authority.
Right to object
You have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you which is based on our legitimate interests according to Art 6 para 1 point of GDPR. If you object to processing of your personal data, we shall cease to process this data unless our legitimate interests to processing your personal data prevail. If you have agreed to your personal data being processed for marketing purposes, you shall have the right to object at any time to processing of personal data concerning you. In this case, we will cease the processing or your personal data for marketing purposes immediately.
Right to file complaint
You have the right to file a complaint with the Information Commissioner’s Office (ICO), if you believe that your rights to data protection are being infringed.
Last updated November 2020