ORC 2017 (“we”, “us”, “our”) is committed to protecting your personal data. This privacy policy explains what data we collect when you visit our website, register for or attend the conference, why we collect it, and what rights you have.
1. Who is responsible for your data?
ORC 2017 is the data controller responsible for the personal data collected through this website and our registration process. If you have any questions about this privacy policy or how we handle your data, please contact our registration team via our contact page.
2. What data do we collect?
2.1 Data you provide directly
- Name
- Email address
- Phone number
- Organisation name and job title
- Delegate type and billing details
- Abstract or presentation content, if you submit a paper or poster
- Passport or travel details, only if you request an official invitation letter for visa purposes
2.2 Data collected automatically
- IP address
- Browser type and device information
- Pages visited and browsing behaviour on our website
- Cookies and similar technologies (see section 6)
3. Why do we process your data?
- To process your conference registration and payment
- To organise the programme, sessions and conference dinner
- To review and manage abstract or presentation submissions
- To issue invoices and, where requested, official invitation letters for visa applications
- To send confirmations, joining instructions and conference proceedings
- To analyse and improve our website and future events
- To comply with legal obligations, including accounting and tax requirements
4. Legal basis
We process your personal data on the basis of the following legal grounds: the performance of a contract with you (your registration), your consent, a legal obligation, and/or our legitimate interest in organising and improving the conference.
5. Sharing with third parties
We may share your data with:
- The conference venue and catering providers, for booking and access purposes
- Payment processing providers
- Speakers, session chairs or reviewers, where necessary to process an abstract submission
- Hosting and IT service providers
- Analytics and marketing tool providers
- Authorities, where we are legally required to do so, including for visa-related invitation letters
We never sell your data to third parties.
6. Cookies
Our website uses cookies to ensure functionality, analyse website usage and improve the user experience. You can refuse or delete cookies at any time via your browser settings. Please note this may affect the functioning of the website.
7. Data retention
We retain your personal data only for as long as necessary for the purposes for which it was collected, or as required by law, for example for our accounting and tax record-keeping obligations.
8. Security
We implement appropriate technical and organisational measures to protect your personal data against loss, misuse, unauthorised access and unauthorised alteration.
9. Your rights
Under UK data protection law, you have the following rights:
- The right to access your personal data
- The right to rectification of inaccurate data
- The right to erasure of your data
- The right to restrict processing
- The right to data portability
- The right to object to processing, including for marketing purposes
- The right to lodge a complaint with the Information Commissioner’s Office (ICO)
You can exercise these rights by contacting us via our contact page.
10. Changes to this privacy policy
We reserve the right to update this privacy policy from time to time. The most current version will always be available on this page. We encourage you to review it periodically.
11. Contact
If you have any questions about this privacy policy or how we handle your data, please get in touch via our contact page.