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Data Protection Information Notice For Events

 

1. INTRODUCTION

The participant (hereinafter referred to as the “Participant”) of any meeting, conference, event or learning session (hereinafter referred to as “Event”) organised by UAB “Biomapas” (registered office at Savanoriu Ave. 109, Kaunas, Lithuania, legal entity code 135750888 (hereinafter referred to as “Biomapas”)), and/or Biomapas group affiliate company (all together referred to as the “Biomapas Group”) may provide to Biomapas Group his/her personal data. The Biomapas (upon request by Biomapas – Biomapas Group and/or Biomapas Group service provider) will collect, process, and use personal data relating to Participant as defined below.

The purpose of this Data Protection Information Notice for Events (hereinafter – the “Notice”) is to inform Participant about data processing purposes, data processing and transfer procedures within and outside the Biomapas Group and is without prejudice to applicable local data protection/privacy laws which prevail over this Notice. It supplements – but does not replace and is without prejudice to – any specific local notices, policies or procedures that may have been distributed to or agreed on by the Participant, if any, or that may be implemented in the future.

Biomapas Group uses various applications to manage event registration processes. Such applications will contain their own privacy notices explaining why and how personal data is collected and processed by these applications. We encourage Participant also to refer to the privacy notices available on those applications.

This Notice supplements global and local data protection policies, notices, or guidance (hereinafter – “Additional Policies“) of Biomapas and/or Biomapas Group, which set out the principles that apply to the use of personal data throughout Biomapas. Wherever such Additional Policies are in any respect inconsistent with this Notice, this Notice shall only apply to the extent that it is consistent, or may be made consistent, with that Additional Policy.

The Data Protection Officer. The Data Protection Officer contacts: email: data.protection@biomapas.com; address: Savanoriu ave. 109, Kaunas, Lithuania. Any queries in relation to Participant’s personal data or enforcement of any of the below-mentioned Participant’s rights shall be addressed to the Data Protection Officer via email as described in Section 4 of this Notice.

 

2. COLLECTION, PROCESSING AND USE OF PARTICIPANT’S DATA

Biomapas Group is committed to protecting Participant’s personal data and to being transparent about the information Biomapas Group companies, including Biomapas, are collecting about Participant and what they do with it.

Biomapas uses Participant’s personal data to register the person into Event, organize and manage Event, as well as to issue certificates of participation (if applicable). You might receive email notification related to Event.

Personal data of the Participant. Biomapas will process following personal data collected directly from the Participant in the registration form or when participating in the Event:

  • name and last name;
  • contact details (e-mail address, phone number, correspondence address);
  • age or date of birth;
  • names of the employers;
  • occupation (job title);
  • passport number;
  • Event-related data such as: special requirements, registration status, participant status/type, previous event experience, arrival time/departure time, data required for issuance of participation certificate (if applicable).

We do not intentionally collect sensitive category data, unless you provide us with such data (for example, special dietary requirements which reveal your religious affiliation or any food allergies or other data relating to your health necessary to provide support to Participant, if needed, for example, if a wheelchair will be required).

Attendees of Biomapas Group events hosted at physical venues are required to bring a photo ID for identification purposes to safeguard our people, assets and information, and to prevent unauthorized people gaining access to such Events.

Biomapas Group is allowed to take photographs and make audio or video recordings in public areas of the Events organized by Biomapas Group. We use such media in our marketing materials. Images and voices of attendees will be recorded. Recordings will be edited, copied, exhibited, published, or distributed.

Terms and conditions for data processing. Participant’s personal data may be collected, stored, maintained, including transferred, both digitally and in a material medium, by any means such as email and internet connection which are selected considering the nature of the data processed, to ensure safe handling, and prevent unauthorised access to personal data. Personal data might be stored in Biomapas’ IT systems under secure conditions and with limited access.

Purposes of collection, processing and use of Participant’s personal data. Biomapas uses personal data to organize Event and manage the registration process for such Event, protect our people, assets and information, and to prevent unauthorized people gaining access to Event organized by Biomapas, and to provide information about Biomapas, our services and Events we organize.

Legal basis for Participant’s personal data processing. Biomapas will process Participant’s personal data, where such processing is reasonably necessary to organize and manage Event, and is within Biomapas’ legitimate business interests (e.g. in order to ensure performance of Biomapas business activities).

Personal data retention period. The personal data of the Participant will not be kept for longer than necessary for the purposes for which they were collected in accordance with the applicable law. For the purpose described in this Notice Biomapas will process personal data for 3 years after the conclusion of the Event.

 

3. TRANSFER OF PERSONAL DATA

Biomapas may transfer all or part of Participant’s personal data to Biomapas Group companies, any Biomapas contractor engaged in Event organization or management, and Biomapas vendor residing in the European Economic Area (“EEA”) and outside EEA. Only a limited number of individuals within Biomapas Group companies’ marketing, human resources, information technology or other departments as well as certain managers will receive access to following categories of Participant’s personal data: personal identification data, contact details and other data. Access will be provided on a need-to-know basis.

Biomapas Group may contract with third party service providers to facilitate Event registration, organization, and management. Biomapas and any company of Biomapas Group will (i) diligently choose such third-party service providers, and (ii) ensure that such third-party service providers adopt adequate technical and organizational security measures to safeguard the Participant’s personal data, and use such personal data only as instructed by Biomapas and appropriate company of Biomapas Group, and for no other purposes.

In limited occasions, Biomapas and the Biomapas Group company may also need to make the personal data available to Biomapas Group professional advisors; potential or existing investors and acquirers; third parties and/or their advisors located inside or outside the EEA, including in countries which do not adduce the same level of protection of personal data as in the EEA.

Biomapas Group company will only carry out personal data transfers outside the EEA where it is confident that the level of protection applied to personal data will be similar as if it had remained within the EEA. In such case where personal data is transferred outside the EEA, we will apply proper protection measures (e.g., appropriate internal rules or Standard Contractual Clauses will apply) to ensure that personal data is adequately protected against unauthorized processing in such countries.

 

4. RIGHTS OF THE PARTICIPANT

The Participant has a right to withdraw any of his/her consents for personal data processing (at any time, without affecting the lawfulness of processing before the consent given for data processing was withdrawn), to know (to be informed) about the processing of his/her personal data, to access personal data held about him/her and obtain a copy of personal data, to have inaccurate personal data corrected or to have personal data erased and to restrict or object processing of personal data for legitimate reasons. The Participant has the right to data portability and to lodge a complaint with the State Data Protection Inspectorate as well as other competent authority in the country of Participant’s residence.

For any questions related to personal data processing and protection, implementation of data subject’s rights as well as applied data protection measures, the Participant may (in accordance with Biomapas Privacy Policy) contact Biomapas Data Protection Officer via email: data.protection@biomapas.com.

 

5. ACKNOWLEDGMENT OF NOTICE RECEIPT

BY REGISTERING FOR EVENT ORGANIZED BY BIOMAPAS, YOU CONFIRM THAT YOU HAVE MADE YOURSELF ACQUAINTED WITH THIS DATA PROTECTION NOTICE FOR EVENTS, AND HAVE UNDERSTOOD IT, AND THAT YOU HAD THE OPPORTUNITY TO ASK BIOMAPAS ANY QUESTIONS ABOUT YOUR PERSONAL DATA AND THAT YOU HAVE RECEIVED ALL THE NEEDED ANSWERS IN DETAIL.