Information on Processing of Personal Data
Our company GUARANT International spol. s r.o., registration no. 45245401, having its registered seat at Na Pankráci 1685/17, Nusle, 140 00 Praha 4, registered in the Commercial Register maintained by the Municipal Court in Prague section C, insert 7144, is a long-time organiser of congresses, conferences and other social events. In the framework of this activity it is natural the processing of personal data of participants and other natural persons occurs naturally.
This document includes detailed information on processing of personal data by our company, particularly:
- What personal data we are processing;
- The purpose or purposes of the processing;
- What rights do you have as a data subject and how do you may exercise them.
If you filled out the registration form for certain event organized or arranged by our company, by conforming the registration form you provided us with your personal data in the extent as completed in the form (particularly addressing, degree before and after the name, name, surname, home address, e-mail address, eventually address for invoicing, registration number/tax registration number). Scope of personal data may differ for each event. The registration form is decisive.
If you registered to certain event via telephone, scope of personal data corresponds to personal data provided.
Purpose of processing of your personal data is arrangement of your participation on certain event by our company, including all related activities (for example creating a name tag, reservation of a seat etc.). At the same time, these data serves for settlement of our services after the event is finished.
Legal basis for the processing is fulfilment of the contract which you concluded with our company. Its subject-matter corresponds with purpose described above, i.e. arrangement of your participation on the event, including related activities.
We process your personal data for the duration of the event and for the time necessary to settle the whole event, for the time of settlement of all services provided and conclusion of the event and, furthermore, we store them for the period required by applicable laws (laws on accounting, tax laws).
Our company cooperates on preparation of events with other companies or institutions, so called “professional guarantors” (for example professional associations, syndicates etc.).
Our company is usually the organiser of the event. In such case it is “the controller” of your personal data, which means it process your personal data for abovementioned purposes. In such case professional guarantor is a recipient of your personal data.
Some of the events are arranged by our company based on authorization of professional guarantor as the organizer. In such case the organizer is the controller of your personal data. Our company is in a position of the processor.
Identification of the controller, including its contact details, is stated in the registration form, or communicated to you via telephone or e-mail. If the registration form does not include this information, or you did not find it or you want to received it again for different reasons, we will provide it to you upon request sent to firstname.lastname@example.org.
For some event it is necessary to verify your membership in professional association or different organization, which cooperates on the event (as a guarantor or organizer). For this purpose our company, as the controller (or as the processor for the controller – organizer of the event), will process your personal data provided upon registration. We will contact respective organization to confirm your membership.
This processing is based on legitimate interest of the controller on verification of validity of your membership. Without such verification we will not be able to register you and/or to provide you with advantages connected with the membership during the event.
In case you request lower registration fee or other benefit, which is conditional upon your age or other feature, our company will require to verify fulfilment of respective condition before its provision (verify your age etc.). With regard to that we may ask you to show us copy of your ID card. On your ID card there are your personal data which will be disclosed to our company.
However, our company will use the copy only for verification of you fulfils the condition (verify your age) to provide you with the benefit. Afterward our company will delete the copy of your ID card. Legal basis for such processing is legitimate interest of the controller on verification of the conditions for provision of benefit.
If you provided the controller with your abstract or other work for its evaluation and/or inclusion to expert programme of the event, the controller will process your personal data completed in the electronic form for evaluation, eventually for inclusion of the work to expert programme. You will be informed about inclusion/exclusion of your work by the controller.
Such processing is based in legitimate interest of the controller on securing expert programme of the event. Your personal data will be processed for this purpose by the controller during the event until the final conclusion of the event.
In case of subsequent publication of your work in connection with the event the controller will publish your name and surname, possibly degree, for the purpose of naming the author of the work. Such processing is based on legal obligation to which the controller I subject under the Copyright Act. Your personal data will be published for the same period as your work.
In case you granted your consent to publication of your e-mail address, the controller will publish it together with your abstract or your other work presented within the expert programme of the event. The controller executes this processing for the purpose of allowing other participants or persons interested in inviting you to similar events to contact you. This consent is voluntary and you may withdraw it at email@example.com.
Such withdrawal is without affecting the lawfulness of processing based on consent before its withdrawal or the processing of your e-mail address for different purposes. In the light of that we inform you that if your e-mail address is used in printed publication, the organizer will not be able to remove it after the withdrawal. Your personal data will be published for the same time as your work, or until withdrawal of your consent (without prejudice to previous reservation).
In case you granted your consent to include you into list of participant of the event to the controller, the controller will process your personal data in the extent stated in the wording of the consent for the purposes of your listing in the list and its disclosure to other participants and all who organized the event. Legal basis for this processing is your consent.
Form of the list depends on respective event, the list can be published on web pages of the event or distributed to the participants in printed version. This consent is voluntary and you may withdraw it at firstname.lastname@example.org. Such withdrawal is without affecting the lawfulness of processing based on consent before its withdrawal.
In the light of that we inform you that if your personal data are used in printed version, the organizer will not be able to remove it after the withdrawal. Your personal data will be published for the same time as the lsit of participants, or until withdrawal of your consent (without prejudice to previous reservation).
The organizer of the event may without requiring further consent of the delegates use and publish pictures and videos taken during the event for reports of the event and/or in future marketing materials. By registering to this event attendees acknowledge and agree that photographs or sound or video recordings may be taken during the event that could include recognizable images or voices of those in attendance and these may be further reproduced and distributed on the event website.
The event is held in a public area, and we do not prohibit participants, exhibitors, sponsors, or media from photographing, video or audio-taping some event activities. The organizer reserves the right to use images taken at the event with your photograph and/or likeness on social media and/or in future marketing materials. The organizer is not responsible for third party use of your image. In case of any inquiries in connection with taking of photographs, sound and visual recordings you may contact the organizer using contact detail available at the organizer’s web pages www.guarant.cz.
In case you ordered other services besides the registration to the event to be arranged by our company (e.g. accommodation, transport etc.), we will process your personal data for the purposes of provision of demanded services.
For this purpose our company will process your personal data completed int the registration form or an order, particularly your name, surname, home address, address for invoicing, e-mail address, based on the service you have ordered.
Our company arranges this services as an organizer, i.e. it does not provide the service directly. For this it cooperates with the providers (hotels, taxi companies, restaurants etc.). For the purpose of provision of certain service, we will disclose your personal data to respective recipient – provider of the service. You will obtain more details about the recipient of your personal data during our communication or based on your request.
We process your personal data for this purpose for the duration of respective event and/or provision of respective service, for the period of final settlement of the payment for service and final conclusion of the event and, furthermore, we store them for the period required by applicable laws (laws on accounting, tax laws).
For this processing our company is the controller.
If you submitted for sending newsletters during registration or separately through our web pages, we will send you newsletters containing information on events organized or services offered by our company. Newsletter may represent a commercial communication within the meaning of Act. No. 480/2004 Coll. on Certain Information Society Services.
For the purposes of sending newsletter our company as the controller will process your name, surname, e-mail address, possibly the information on institution you work for.
Legal basis for the processing is your consent which you given to our company. This consent is voluntary and you may withdraw it at email@example.com. After withdrawal of your consent we will stop sending you newsletters. Such withdrawal is without affecting the lawfulness of processing based on consent before its withdrawal or the processing of your personal data for different purposes.