In compliance with article 13 of Legislative Decree 196/2003 and following the entry into force of the EU Regulation 679/2016 pursuant to provisions set forth in art. 13 of the foregoing European Regulation, this privacy statement aims at describing the methods adopted for processing personal data of the users in order to enable the online abstract submission and registration and/or entry to institutional and/or congress events organised and managed by Triumph Italy S.r.l. and the European Public Health Association (EUPHA).
1. Registration of delegates is organised and managed by Triumph, Italy S.r.l.
2. Abstract submission is organised and managed by the European Public Health Association (EUPHA)
1. Registration of delegates (Triumph, Italy S.r.l.)
Your personal data that are freely given and that we acquired because of the activity carried out by Triumph Italy S.r.l., will be processed lawfully and fairly for the following purpose: collection of entries and/or registrations in order to enable Triumph Italy S.r.l. to implement all the necessary steps to formalize the participation in the event organised by the Company itself.
Personal data provided by the users can be used by Triumph Italy S.r.l. for additional purposes, such as subsequent congress information, commercial promotions, market research. Such data shall be used solely for the foregoing additional purposes upon express and explicit consent given by the data subject.
Types of data processed
At the time of the online registration, the user is asked to enter some personal data (personal details and contact details) as well as, if applicable, the personal data of the accompanying person. Personal data provided by the users during the online registration are used by Triumph Italy S.r.l. only in order to provide the service that has been requested. Please note that users may be requested to enter bank details or other information on methods of payment. The foregoing data – that are required in the event the payment of a fee is necessary or the participant wants to make also the hotel booking – can be disclosed to third parties for purposes strictly related to the performance of the contract obligations.
In order to perform the contractual activity, it may be appropriate and/or necessary, for the user making the online registration, to specify also sensitive data (e.g. specific dietary requirements, such as intolerances or allergies, or any physical disability or limitation). In the event the user does not provide such data or his consent to their processing, Triumph Italy S.r.l. shall not be able to guarantee the quality of the service offered to the user.
Personal data provided by the users can be used for additional purposes such as subsequent congress information, commercial promotions, market research. Such data shall be used solely for the foregoing additional purposes upon express and explicit consent given by the data subject.
Procedures for processing
Data will be processed in a manner that ensures appropriate security and confidentiality by adopting the following procedures: data collection from the data subject, gathered and recorded for purposes that are specific, express and legitimate and used in subsequent processing operations in terms that are consistent with such purposes, processing carried out using electronic and automated means (data collection via the Internet, through the online registration on the event website, directly from the data subject).
Specific security measures are adopted in order to prevent data loss, unlawful or incorrect uses as well as unauthorized accesses. Processed data will be constantly updated and complete and, to this end, we invite users to send notification in order to carry out updates and correction where necessary. Access to personal data is limited to employees and contract workers who need such information to carry out their activity, as well to manage, develop and improve our services.
Legal basis of the processing
The legal basis of the processing of your personal data relies on your choice of registration for the event, that is necessary in order to participate in it.
Mandatory or optional nature of the data and consequences in the event of refusal to reply
The nature of the provision of your personal data is mandatory, in order for the Data Controller to proceed with the processing of your request to participate in the event. In case of refusal, it will not be possible to complete the registration procedure and the Controller cannot perform the contractual obligations.
Disclosure of data to third parties
Your personal data will be processed by the Data Controller, by Data Processors appointed by the Controller and by people in charge of the processing who have been strictly authorised. Data can be disclosed to other companies belonging to Triumph Group and to companies commissioning the event in order to perform all contractual obligations. Your personal data may be disclosed to third parties, once your consent has been received, such as sponsors, in the event these companies request such data. Following inspections or controls your data may be disclosed to all the inspection bodies in charge of inspections and controls related to the legitimacy of legal obligations. Your data will not be circulated.
Data retention periods
Your personal data shall be kept for the amount of time that is strictly necessary in order to organise and manage the event and then filed in the database of Triumph Italy S.r.l.
Existence of an automated decision-making process (profiling)
No automated decision-making process is used.
Transfer of data to third countries or international organisations
The Data Controller does not intend to transfer the data collected to third Countries or international organisations.
The Controller of the processing of data that are obtained, processed and used is Triumph Italy S.r.l., with premises in Via Lucilio n. 60 – 00136 Rome (Italy), in the person of its pro-tempore legal representative Mr Luca Colaianni. Contact details of the Data Controller: 0635530280, e-mail: email@example.com. Processing operations related to data collection are carried out at the premises of Triumph Italy S.r.l. and are made by the staff of the company in charge of the processing, as well as by any person in charge of occasional servicing operations of the Company web platform.
Rights of the data subjects
Art. 7 Legislative Decree 196/2003 and art. 15 EU Regulation 679/2016 – Right of access to personal data and other rights –
The data subject is entitled at any time to receive confirmation of the existence or otherwise of personal data that concern him, including where those data have not yet been recorded, and to have those data communicated in an intelligible form. The data subject is entitled to be informed of the source of the personal data; the purposes and methods of processing; the logic applied in the event that processing is carried out electronically; details identifying the Data Controller, the Data Processor and the representative appointed pursuant to article 5, paragraph 2 of Legislative Decree 196/2003 and to article 15 of the EU Regulation 679/2016; the entities or categories of entities whom or which the personal data may be communicated to or who or which may get to know such data. The data subject is entitled to have the data updated, rectified or, where he so wishes, supplemented; where data are processed in breach of the law, including data which, in light of the purposes for which they were collected or subsequently processed, do not necessarily need to be stored, to have those data deleted, made anonymous or blocked; to a statement confirming that the steps specified herein, and the contents of those steps, have been brought to the attention of parties to whom the data have been communicated or disseminated, save where this proves to be impossible or would require the use of resources that is manifestly disproportionate to the right being protected. The data subject is entitled to object - in whole or in part - on lawful grounds to the processing of personal data that concerns him, including where the processing is relevant to the purposes for which they were collected; to the processing of personal data that concern him in order to send advertising material or for the purposes of direct sales or to carry out market research or for the purposes of commercial communications. In particular, the data subject is entitled to ask at any time to the Data Controller the access to personal data and the rectification, erasure or limitation of the processing of data concerning him or to object to their processing, in addition to the right of data portability. Moreover, the data subject is entitled to withdraw his consent at any time without affecting the lawfulness of the processing based on the consent given before withdrawing it. The data subject is entitled to lodge a complaint with the supervisory Authority. Rights can be exercised by sending a notice to the e-mail address firstname.lastname@example.org.
2. Abstract submission (European Public Health Association - EUPHA)
Most data we collect are used only to help us better serve our members, conference delegates and visitors. It is our policy to collect and store only information that our members and visitors knowingly provide.
Visitors to the EUPHA and WCPH2020 website may browse anonymously. We only collect aggregate data such as total site visitors, page views, etc. that is used to improve our websites, internal analysis and evaluation. No personally identifiable information is utilised for these purposes. We collect the IP address from all visitors, which is a number that is automatically assigned to your computer when you use the Internet. IP addresses are not linked to personally identifiable information. The IP addresses are used to identify and solve problems with our server and our website. The addresses are also used to gather broad demographic information and analyse trends and user’ movements. This data helps us improve the website and deliver customized, personalized content.
We do collect limited identifying information volunteered by visitors to the website through transactions, such as membership information, conference registration forms, abstract submission and such. This information includes, but is not limited to, name, organization name, street address, town, country and email. We use this information ONLY for the purposes for which it was provided and to enhance your experience with EUPHA and WCPH2020. We do not allow other organisations access to this personal information and we do not sell mailing lists to anybody. We can – at some occasions – contact you to ask for your collaboration with EUPHA-linked projects, but participation is voluntary.
If you would like to change personal information we have collected from you, please go to membership login and sign in using your login and password. For your protection, we recommend that you do not provide your login or password to anyone. If you become aware of any suspicious activity relating to your information, please contact us immediately at email@example.com and/or firstname.lastname@example.org
All active EUPHA members are included in the EUPHA member directory. Your national association or institute – if a member of EUPHA – provides the following information to allow access to your personal benefits (access to the online version of the European Journal of Public Health (EJPH), 80 Euro reduction on the EPH Conference registration fee: your name, email address, affiliation (if applicable), city, country). You can choose to select becoming a member of one or more EUPHA sections and/or becoming a subscriber to EUPHAnxt. If you do not want to be listed in the member directory, please contact email@example.com to opt out.
Administrators of our member associations and EUPHA sections do not have access to member information. A list of their members can be requested from the office, but this does not include email addresses.
Privacy issues with links to other sites
Our websites contain links to other websites. We have no control over and are not responsible for the privacy policies of any websites other than our own.
Future changes to this policy
Security and cookies
To protect your data during transfer over the Internet our web site uses ‘https’ using SSL (Secure Socket Layer) encryption. This encrypts all data between your web browser and our server. Our databases are located in the European Union and subject to EU data protection regulations.
In addition, small anonymous cookies are installed in your web browser. These are in place to allow our database modules to operate correctly. We do not share cookies with any third parties and do not use them to participate in any external linking or tracking.
Mergers and acquisition
In the event that EUPHA should merge with, or be acquired by, another entity, EUPHA may merge your data then stored by EUPHA with the data of the other entity, in compliance with the law in effect at the time.