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Privacy policy

GDPR Information Notice for Congress Participants

 

This notice is provided in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR). It explains how personal data of congress participants will be collected, processed, and protected.


Important note: By attending the congress, you acknowledge that photography and videography may occur, and your image may appear in event documentation and communication materials.


1. Data Controller

The congress organizers act as the Data Controller and are responsible for the processing of your personal data.

  • Organizers:
  • Association of Hospital Managers Physicians of Lithuania.
  • European Association of Hospital Managers.

2. Categories of Personal Data Processed

During the congress, we may collect and process the following personal data:

  • Registration details (e.g., name, surname, organization, contact information);
  • Professional details (e.g., job position, area of expertise);
  • Visual and audio materials (photography and/or videography of participants during the congress);
  • Communication records related to your participation.

3. Purpose of Processing

Personal data will be processed for the following purposes:

  • Managing participant registration and congress attendance;
  • Administrative and organizational communication;
  • Documenting the congress through photos and video recordings;
  • Promotion of the congress and future related events (e.g., publications, websites, and social media);
  • Compliance with legal obligations.

4. Legal Basis for Processing

The legal grounds for processing personal data include:

  • Contractual necessity – to administer your participation in the congress;
  • Legitimate interest – to document and promote the congress;
  • Legal obligations – to comply with applicable regulations;
  • Consent – for specific uses where required (e.g., mailing lists or additional marketing).

5. Data Storage and Retention

Personal data will be stored securely and only retained for as long as necessary to fulfill the purposes outlined above. Images and video materials may be archived as part of the congress’ historical record.


6. Data Sharing

Your personal data may be shared with:

  • Service providers involved in organizing the congress (e.g., IT, registration platforms, audiovisual teams);
  • Partner organizations supporting the congress;
  • Public audiences, when images or recordings are published in promotional materials or media.

We will never sell or disclose your personal data to unrelated third parties.


7. Your Rights

Under the GDPR, you have the following rights:

  • Right of access – to request a copy of your personal data;
  • Right to rectification – to correct inaccuracies in your data;
  • Right to erasure – to request deletion of your data (subject to legal/contractual limits);
  • Right to restrict processing – to limit how your data is used;
  • Right to object – to object to processing based on legitimate interests, including the use of your image;
  • Right to data portability – to request your data in a structured, commonly used format;
  • Right to lodge a complaint – with your national data protection authority;

8. Contact Information

For any inquiries regarding the processing of your personal data or to exercise your GDPR rights, please contact: