International Sublobar Conference (ISC) privacy and data security policy

International Sublobar Conference (ISC) privacy and data security policy

ISC and it’s representatives complies with the General Data Protection Regulation (GDPR) and other regulation regarding the processing of personal data and privacy. ISC respects your privacy and is committed to safeguarding the confidentiality of your personal information. This policy explains how and why ISC collects and uses the personal information of users and website visitors, and how ISC protects your privacy. It also explains how you can access, manage and delete your own personal information and your contact preferences (such as which information you want to receive) stored in the ISC system through ‘My Account’ on https://japan.international-conference-sublobar.com/ .

The personal information that we collect from you shall be obtained, processed and transmitted in compliance with applicable data protection legislation including the GDPR.

We may change this policy by updating this page. We advise you to check this page from time to time to ensure that you are happy with any changes (latest version: July 2021).

The ISC Organizing Committee as assigned MC’Com to manage the website for the conference. MC’Com Com is responsible for the processing of your personal data. The registered name is the MC’Com having its registered seat at 7, rue Mottet de Gérando – 69001 Lyon, France. MC’Com is registered in French Register of Companies under Chamber of Commerce number 825133697.

MC’Com is responsible, on behalf of the organizing committee of the 3rd International Subobar Conference, for the processing of personal data.

Processing of personal data

Personal data

ISC collects your personal data when you create or update your ‘My Account’ necessary to complete ISCs online forms for the range of activities of ISC. When disclosing your personal information to us by creating a ‘My Account’, you consent to the collection, storage and processing of your personal information as stated in this policy. You can withdraw this consent at any time. When disclosing your personal data to register for a congress, event or other activity, your data is processed on the basis that the processing is necessary for the performance of an agreement.

ISC also collects personal data submitted to ISC by a third party acting on your behalf, for example through a group registration. Information obtained from a third party acting on your behalf is processed on the basis that the processing is necessary for the performance of a contract or on the basis that the processing is necessary for the purposes of the legitimate interests of ISC. These legitimate interests are that the processing of the personal data is necessary for ISC to be able to identify members, participants of congresses and persons involved in other activities organised by ISC.

The mandatory personal data ISC collects are:

Nominative Information – Title, first name(s), surname(s): Your nominative details are needed to properly identify you, to communicate with you, to provide you with the products and services you have requested and to ensure that items are properly labelled as yours (e.g. congress badges and scientific contributions such as abstracts and presentations, etc.).

Full postal work and/or private address: The postal address is needed when items will be sent to you by post. The full postal address is always requested, even when not needed to send you items, to save asking for it specifically when needed for a particular transaction and because it helps to correctly verify your identity (where other persons have the same or a similar name).

E-mail address: Electronic communication is for most purposes ISC’s preferred method of communication because it is generally convenient, rapid, effective, environmentally friendly and efficient. In order to be able to communicate with you directly electronically, ISC needs your e-mail address. You are therefore required to supply your e-mail address when you create your ‘My Account’ a on the website, which enables you to access a variety of services online. Additionally, because we only permit a particular e-mail to be used once in our system, it reduces the possibility of duplicates. Finally, it permits “Forgot Password” to be handled in an automated secure way.

Field(s) of interest: We also ask you for information about your field(s) of interest to enable us to provide you with more relevant information and to better understand the preferences of our community.

In some cases, we ask you for additional information if this is needed for the services provided by ISC. For example, ISC processes payment information provided by you, if such information is necessary to pay your registration for a congress or other activity.

When registering for a congress or activity, we might also ask you for some more general background information to better organise the activity. This information is optional; you can choose whether or not to provide the information. The only non-optional information we ask during the registration process of the congress is the question whether you are a Health Care Professional (HCP). We need this information to comply with international laws and compliance in certain countries where the congresses take place.

Pictures and videos are taken at ISC Conferences, events and other meetings. Given that our events are public areas with controlled access, and that we do not intend to photograph you directly but will focus on groups (unless you are a speaker or a special guest – in which case the photographer will ask for your permission), we do this based on our legitimate interest to document our events, inform our participants about our past events, and promote upcoming events. If you do not want to be photographed or filmed, please let the photographer know at the event or let us know by sending an email to contact@mc-com.fr.

Use

The data you provide is collected and stored for the execution of our services; giving access to the service through the use of an account, to enable a proper functioning and management of the website and platform, to enable registration, to enable the organisation of a congress and other activities.

The e-mail address submitted when signing up for an account will be used by ISC for the purpose of sending digital information you might find interesting. ISC respects the privacy of personal e-mail addresses and complies with the current European legislation on e-mail communication. The objective is not to send you unwanted messages, and your e-mail details will not be passed on to any other individual or organisation without your permission.

You can manage the extent to which ISC communicates with you throught your account. Here you are asked to indicate whether or not you wish to receive ISC generated e-mails (Subscribe/unsubscribe). ISC uses the following e-mailing profiles:

  • e-news bulletin: News and updates about the field (monthly).
  • Congress e-alerts: Important information about the congress and upcoming deadlines (as necessary).
  • General e-alerts: Relevant information about ISC activities, opportunities and upcoming deadlines (occasional).
  • Opinions: Views, insights and commentary on issues of interest (occasional)

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You can unsubscribe from any of the e-mailing profiles at any time by using the ‘Unsubscribe’ link in all communications sent by ISC or by going to ‘My Account’ on our website. Login and click on ‘Profile’, where you can choose to unsubscribe from a profile of e-mailing(s).

The photos and videos made at events may be published in our newsletter, promotional material, social media pages, ISC and MC’Com websites, or other publications. You may request removal of your image at any time by sending an email to contact@mc-com.fr. We will delete your image as soon as possible after receiving your request.

 

 

Storage

Personal information is only kept for a reasonable period of time, dependent upon the nature of the information and its intended use, but subject to a maximum of one year after you delete your ‘My account’ or unsubscribe, or a maximum of five years if you have not used your ‘My account’ in this period. In all cases, accounts receivable records and invoices containing personal data are kept for the French and Japanese statutory retention period of seven years.

Information is kept indefinitely for persons who have submitted, and had accepted, or contributed to scientific content for congresses, events, journals, guidelines, etc. (the information is kept to reference it and to be used with published material, and to be accessed when those materials are researched or viewed).

Processors/third parties

Personal data is only shared with processors and/or third parties if this is necessary to carry out services. We share personal data with:

  • –  our congress management service providers and other partners such as hotels in order to be able to organise the congresses and other activities;
  • –  ISC committee members to review applications for ISC activities, abstracts, symposia proposals etc.
  • –  our IT provider in order to be able to store and access the data;
  •  The Sponsors to provide them with the list of attendees
  • –  our payment provider, in order to carry out a payment for a congress, membership or other activity or service.

If we share your personal information with a processor, we make sure the processor complies with the GDPR by signing processing agreements.

Other third parties have no access to personal data.

Security

All personal data is stored on a secure server, and appropriate technical and organisational measures are implemented to ensure an appropriate level of security. The data is stored in a state-of-the-art datacentre, equipped with double power supply, UPS (battery-system), back-up generators, air- conditioning, fire-detection and extinguishers, and advanced access control.

 

Your rights

In accordance with the GDPR, you have the right to request access to and rectification or erasure of your personal data and/or restriction of processing of your data and/or to object to the processing of your data on the basis of article 6 (1)(f) GDPR, as well as the right to data portability.
You can have access to your data by going to your ‘My Account’ dashboard. Here, you can also adjust or delete your personal data. If you need help adjusting or deleting your personal data or if you want to request a restriction of processing of your data, object to the processing of your data or if you want to receive your data in a structured, commonly used and machine-readable format, you can also contact usby e-mail (contact@mc-com.fr).

If you feel ISC is violating your rights, please contact the secretariat. You also have the right to file a complaint with the French or Japanese Data Protection Authority

Cookies

A cookie is a small piece of data sent along by our website and transferred by a browser to a peripheral device (such as a computer or a phone). The information stored in the cookie may be sent back to the website if you visit the website again. If you do not want us to use these cookies anymore, you only need to clean your browser history. This will automatically delete all cookies.

Functional cookies

ISC uses functional cookies. Functional cookies are for instance used to remember your username. These cookies keep track of your login and help you to use our website more effectively. They optimise the functioning of our website and platform.

Analytic cookies

ISC uses Google Analytics. This is a so-called ‘analytics’ service that collects statistics regarding the use of the website and platform. Through Google Analytics, all data is anonymised. Cookies in and of themselves do not personally identify users, although they do identify a computer. The anonymised information is passed to Google and stored on servers in the United States. The collected data will not be made available to third parties, except if Google or ISC are legally obligated to do so. More information about Google Analytics and can be found here.
Tracking cookies

Contact

If you have any questions or requests, please contact the ISC committee Office by e-mail (contact@mc-com.fr ).

‘My Account’ – Managing your contact with ISC

Access to personalised services
You do not need to create an account to access most of the ISC website, but you do have to create an account to use personal services online (such as option to download certificates of attendance and invoices) and access certain web content.
The details you supply to ISC may be combined with information from other ISC records to:

  • provide you with online services like abstract submission, registration for congresses, etc.
  • save you having to keep giving the same information for different ISC services
  • allow you to access specific web content reserved for 3rd ISC participants
  • help you to get more out of ISC by keeping you up to date about ISC activities and services by e-mail. (Note: This is an ‘Opt-In’ service only – for more information, please go to the section purpose)

‘My Account’ enables you to manage your personal information held by ISC. If you have an account you will be able to access it by logging in online through:

  • use of your existing login details (username and password) if you have already used the ISC online services previously.
  • the ‘forgot password’ feature which, if your e-mail address is recognised, will send an e-mail to the address given which will guide you through a process to (re)set a password.