Privacy notice

Organiser/Data controller:

Nordic Audiological Society/Nordiska audiologiska sällskapet (Business ID 802012-3835)

Personal data processor:

Certia Events (Business ID 2327422-3)
Educarium, Assistentinkatu 5, 20500 Turku, Finland
tel. +358 (0)40 515 1537
Email: events@certia.fi

The organiser has instructed Certia Events to handle the practical arrangements for the event, and Certia Events therefore serves as the personal data processor and processes the personal data in accordance with this data protection statement.

For what purposes and how do we process personal data?

The data we request from you when you register online is the data we require in order to organise and implement meetings, logistics, logins and payments, for example, correctly. Your data is also used to provide you with information on the event you have registered for and will be participating in, before, during and after the event. Only information that is strictly necessary for providing these services is collected.

The personal data may be processed to the extent Certia Events has agreed on with you when registering for the event. Data on allergies will be processed with your consent in order for any such allergies to be taken into account in the provision of catering services.

The processing of personal data is based on the participant’s consent.

What kind of information do we collect?

We collect:

• name and contact details
• if you are participating as a representative of an organisation or company, your job title and the name of the organisation/company
• information on any food allergies
• if you are participating as a student, proof of student status
• invoicing address (if a fee is charged for the event).

Other relevant information (depending on the nature of the event) may also be collected in order for us to organise and implement the event you have registered for.

How long do we retain the information?

We only retain personal data for as long as required for the purpose in question, or as long as is required by law. We review our records annually and delete any information that may be deleted.

In accordance with the terms of this notice, the data controller has the right to retain the data, if necessary, also for communication after the event with your consent.

Who will we share your information with?

We will share relevant information with our cooperation partners (e.g. conference or meeting venues, hotels, restaurants) and our customers (event organisers), who serve as data controllers.

All of your personal data is processed safely and securely in accordance with applicable legislation. We will not disclose your personal data without your consent, and your personal data will not be transferred outside the EU or EEA without your consent.

Certia Events aims to use service providers and services that process personal data in the EU and EEA for its business. Because Certia Events cooperates internationally, in some cases our partners may include service providers that process personal data outside the EU and EEA. In such cases, the transfer and processing of personal data will be based on an EU Commission equivalence decision under Article 45 of the General Data Protection Regulation, or other equivalent approved transfer basis under the General Data Protection Regulation. Certia Events complies with the adequacy and appropriate safeguards requirements of the EU General Data Protection Regulation for the transfer of personal data outside the EU and EEA.

For further information, please contact Certia Events by email (events@certia.fi).

How do we collect your information?

Your personal data will be collected with your consent when you register for an event, usually in electronic format using an online registration form. When registering, you provide your consent or expressly refuse consent to publish your participation in participant lists, websites, applications, etc.

If you do not provide the information requested when registering, Certia Events cannot accept your registration and register you as a participant.

How do we protect your personal data?

Material in electronic format is stored in our IT systems and on computers that are protected from unauthorised use through means such as passwords. The systems have different user levels, and rights are restricted so that users can only access register data to the extent required for their tasks.

Material in paper format is stored in a locked area to which access is restricted.

What rights do you have?

As a data subject you have the right to:

• withdraw your consent
• be provided with information on the processing of your personal data
• be provided with access to personal data that concerns you
• demand that inaccurate data be rectified
• demand that personal data be deleted
• restrict the processing of personal data
• object to the processing of your personal data.

Updating of the data protection statement

You can find the latest version of the data protection statement on the event’s website.

Contact

You can withdraw your consent at any time by contacting us at events@certia.fi. If you have any questions about how we process your personal data, please contact us.