Privacy Notice – Personal Data Processing

Eventrium SRL, acting as a Personal Data Controller, processes personal data in good faith, by automated and manual means, in compliance with the applicable legal provisions regarding the protection of personal data and for the purposes specified in this Privacy Notice, in accordance with Regulation (EU) 2016/679 of 27 April 2016 (General Data Protection Regulation – GDPR) on the protection of natural persons with regard to the processing of personal data and on the free movement of such data.

The personal data processed may include: first and last name, home address, series, number and issuing authority of the identity card / ID card / passport, telephone number, email address, image, signature, or any other personal data necessary for the purposes described below.

Purposes of Personal Data Processing

Personal data is processed for the following PURPOSES: entering into and managing the contractual relationship with Eventrium SRL based on requests for the provision of services and products offered by Eventrium SRL; sending newsletters and/or other commercial communications and promoting the company’s products/services via communication channels such as email, SMS or telephone, where you have provided your consent; processing registrations and hotel reservations for events organized through Eventrium SRL in its capacity as a PCO – Professional Congress Organizer; sending communications by email or telephone regarding the event for which registration/accommodation/abstract submission has been completed (registration confirmations, payment reminders, requests for supporting documents, requests for clarification regarding abstracts, logistical details concerning participation, etc.); facilitating virtual interaction in the case of online events organized through Eventrium SRL (virtual meetings with other event participants and/or partners and exhibitors via video, teleconferencing, exchange of text messages with other participants/partners, online exchange of contact details with other participants/partners, participation in Q&A sessions, session/event feedback questionnaires); providing collected data to third parties for the purpose of evaluating scientific abstracts, preparing the scientific programme by a committee of specialists appointed by the scientific organizer of the event, preparing the abstract book, and obtaining CME accreditation from authorized national and international institutions.

Legal Basis for Processing

Personal data is processed on the following LEGAL GROUNDS, as applicable: based on freely given consent, pursuant to Article 6(1)(a) of Regulation (EU) 2016/679; where processing is necessary for the performance of a contract to which the data subject is a party or in order to take steps at the request of the data subject prior to entering into a contract (e.g. providing the requested product or service, communicating with the data subject for the performance of the contract), pursuant to Article 6(1)(b) of Regulation (EU) 2016/679; for compliance with legal obligations applicable to Eventrium SRL (e.g. reporting to competent authorities, preparing, retaining and archiving financial and accounting documents, such as invoices, in accordance with the law), pursuant to Article 6(1)(c) of Regulation (EU) 2016/679; for the purposes of the legitimate interests pursued by Eventrium SRL or by third parties (e.g. improving Eventrium SRL’s services, promoting its own services, recovering outstanding amounts arising from contractual relationships, ensuring the security of persons), while always taking into account the protection of the interests, rights and fundamental freedoms of the data subject, pursuant to Article 6(1)(f) of Regulation (EU) 2016/679.

Refusal to provide personal data or to allow the processing of personal data may prevent Eventrium SRL from properly fulfilling its obligations and may result in our inability to provide the requested services.

Consent given for the collection and processing of personal data may be withdrawn at any time, with effect for the future, by submitting a written, dated and signed request to contact@eventrium.ro or by post to Eventrium SRL, 50 Frunzisului Street, Cluj-Napoca, Romania. Withdrawal of consent after personal data has been collected does not affect the lawfulness of processing carried out prior to the withdrawal of consent.

Personal Data Retention Period

Personal data will be processed throughout the period during which the consent given for its collection and processing remains valid and until such consent is withdrawn at the request of the data subject.

If the data subject withdraws their consent, from the moment of withdrawal, the personal data will no longer be processed for the purpose for which it was collected.

Data Recipients, Controllers and Processors

Personal data may be disclosed or transferred, for the purposes described above, to employees, collaborators, partners and service providers of Eventrium SRL, as well as to affiliated companies, all of whom will be required to comply with applicable confidentiality and personal data protection obligations.

Personal data may also be disclosed to public authorities in accordance with their legal powers and applicable legislation (e.g. the Romanian National Agency for Fiscal Administration – ANAF, Territorial Labour Inspectorate – ITM, National Supervisory Authority for Personal Data Processing – ANSPDCP, criminal investigation authorities, etc.) for the purpose of complying with obligations arising from tax, employment and other applicable legislation.

Your Rights Regarding Personal Data

In accordance with Articles 15–21 of Regulation (EU) 2016/679, we inform you that each participant has the following RIGHTS regarding their personal data: the right of access to their personal data and to request a copy thereof; the right to rectification of personal data; the right to request erasure of personal data; the right to restriction of processing; the right to data portability; the right to object to the processing of personal data; and the right to lodge a complaint with the National Supervisory Authority for Personal Data Processing (ANSPDCP).

Furthermore, in accordance with Article 7(3) of Regulation (EU) 2016/679, each participant has the right to withdraw their consent at any time with regard to receiving newsletters or marketing communications.

To exercise any of these rights or for any other request concerning personal data, a written, dated and signed request may be submitted to the person responsible for personal data protection within Eventrium SRL at 50 Frunzisului Street, Cluj-Napoca, Romania, or directly by email at contact@eventrium.ro.

If a request concerning the exercise of data protection rights is submitted, Eventrium SRL will respond within 30 days, under the conditions provided for by Regulation (EU) 2016/679.

If you believe that your rights regarding your personal data have been infringed, you have the right to lodge a complaint with the Romanian National Supervisory Authority for Personal Data Processing (ANSPDCP), headquartered at 28–30 General Gheorghe Magheru Boulevard, District 1, Bucharest, Romania.