6 February 2025
DATA PROTECTION POLICY
This Privacy Notice describes how we handle the information and data you share with us to enable your registration and participation in a conference, congress, meeting, or other event (“Event”) you wish to attend, speak at, or help organize.
The personal data you provide to us (whether in person, via our website, mobile form, or other means) or that we hold about you will be processed in the manner and for the purposes described in this Privacy Notice. The collection and processing of your personal data comply with applicable data protection laws, including Act No. 101/2000 Coll. on the Protection of Personal Data or any legislation that may replace it in the future, such as the General Data Protection Regulation (GDPR).
Who is the Data Controller?
The data controller is European Society of Coloproctology, ID No. SC205553, with its registered office at c/o Lindsays, Caledonian Exchange, 19a Canning Street, Edinburgh EH3 8HE, United Kingdom, as the event organizer.
The controller uses the data processor CZECH-IN s.r.o., ID No. 48582387, with its registered office at 5. května 1640/65, Prague 4, Postal Code 140 00 (“C-IN” or “we”). The processor is obliged to transfer data to the controller upon request.
For any requests concerning the processing of your personal data or to exercise your rights mentioned in Section 4 below, please contact us at phone number +420 296 219 600 or email at This email address is being protected from spambots. You need JavaScript enabled to view it..
What Personal Data Do We Collect About You? For What Purpose and How Long Do We Process It?
We process your personal data (as participants, authors or co-authors of abstracts, or speakers at the event) only to the extent required by the specific services we provide or for other processing purposes, as follows:
For your registration and participation in the event (including accommodation): We process your personal data such as gender, title, first name, last name, nationality, contact details (address, phone, and/or email), date of birth, citizenship, education, and field of activity. Participation in the event is only possible after prior registration. The legal basis for this processing is the performance of a contract to which you are a party. Personal data will be processed for the duration of the contractual relationship.
For your participation and active contribution (oral or poster presentation) at the event (including accommodation): We process personal data such as gender, title, first name, last name, nationality, contact details, date of birth, education or professional career information, citizenship, and field of activity. Providing this data is necessary for your participation and further coordination. The legal basis for this processing is the performance of a contract.Personal data will be processed for the duration of the contractual relationship.
For collaboration in organizing and coordinating the event: If you help organize and coordinate the event as a coordinator/partner or employee/associate, we process your personal data such as gender, title, first name, last name, phone number, and/or email. These details are necessary for our collaboration. The legal basis is the performance of a contract. Personal data will be processed for the duration of the contractual relationship.
For legal obligations: For example, in compliance with accounting laws, we process data such as name, address, nationality, email, phone number, payment details, and tax identification number. The legal basis is compliance with legal obligations. Personal data will be processed for the period prescribed by applicable laws, up to a maximum of 10 years.
For direct marketing purposes: Under Section 7(3) of Act No. 480/2004 Coll., we may contact you by email or phone to promote our products and services without your prior consent. However, you can opt out of such marketing communication at any time. Your contact details will be processed for the duration of the contractual relationship unless you opt out.
To ensure the functionality of the registration form and our website: We process technical data (e.g., cookies, Google Analytics). The legal basis is the performance of a contract (providing registration services). Personal data will be stored for the necessary duration to ensure functionality (days or weeks, or during the contractual relationship).
For potential future claims: Your personal data may be processed based on legitimate interest or the interest of a third party for the duration necessary to protect our rights, but no longer than 10 years from the start of the statutory limitation period.
With Whom Do We Share Your Personal Data?
Your personal data may be shared with trusted third parties providing administrative or technical support, marketing activities, or data processing services.
We may also share your personal data with payment institutions for processing fees related to the event, travel and accommodation service providers to ensure your safe travel and suitable accommodation, or other reliable third parties assisting in organizing the event.
If a different organizer manages a future edition of the event, we may share your contact details with them. You will always have the option to opt out of such contact.
If required by law, we may share your personal data with government authorities, law enforcement agencies, external advisors, and other entities bound by confidentiality obligations.
What Are Your Rights Regarding Data Processing?
If you have given consent for the processing of your personal data, you may withdraw or restrict it at any time by emailing This email address is being protected from spambots. You need JavaScript enabled to view it..
For personal data processed for direct marketing or based on legitimate interest, you can object to such processing at any time.
Under certain conditions, you also have other rights, such as:
The right to access your personal data,
The right to rectify or delete personal data,
The right to restrict processing,
The right to data portability,
The right to file a complaint with the Office for Personal Data Protection against us as the data controller.
How Long Do We Retain Your Personal Data?
We retain your personal data for the necessary duration to fulfill the purpose of processing, generally for the duration of the contractual relationship or as explicitly required by applicable laws. For data processed with your consent, it will only be processed during the validity of your consent, which you can withdraw or restrict at any time.
Social Media Features
Our website may include social media features, such as Facebook or Twitter buttons. These features may collect certain information about visitors, such as IP addresses or browsing history, and may install cookies in visitors’ browsers. Please note that the processing of this data is governed by the policies of the respective social media operators, not this Privacy Notice.
Mobile Application
During the event, you may use a mobile application providing concise and up-to-date information. All users of the app can communicate and may be contacted via the app if they adjust their settings. Downloading the app requires providing your name and email. You can use the app for the entire event duration.
Use of Photos and Videos from Events (not applicable to virtual events)
Any photos and/or video recordings from events in which you appear with your knowledge or consent will be used solely for reporting, documentation, or possibly for our or partner
promotions. You are not entitled to any remuneration for such use. You may withdraw your consent at any time, but if you do so without justified reason, you are liable for any damages caused by such withdrawal. If we wish to use a photo or video for other purposes, we will request specific consent.
What If There Are Changes to the Processing?
Any changes to this Privacy Notice will be communicated through agreed communication channels. However, we recommend regularly reviewing this notice.
