The party responsible for data processing of this accommodation form on oidfa2020.org website (hereinafter: accommodation form) is Publicon OÜ (business registry number 11077247) located at Väike-Turu 8, Tartu, Estonia; phone +372 7404095; e-mail: firstname.lastname@example.org;
Which personal data is processed
- name, phone number, organisation and e-mail address
- address of the invoice receiver
- bank account data (if applicable)
- purchase history
- customer support data
Purpose of processing personal data
Personal data is processed for managing the accommodations of participants and to send confirmations and invoices.
Data about the purchase history (date of the registration, selections made, customer data) are used for creating overviews of accommodation categories in order to use the total numbers for booking rooms, ordering catering etc.
The Conference Secretariat requests information for the staying Delegate on the Site if the Delegate performs a financial transaction with the Conference. In this case, a Delegate must provide information including, but not limited to, the name and contact information along with the credit card or bank information.
Personal data such as the e-mail, phone number and staying person's name are used to provide customer service and answer any questions the participants might have.
The Conference Secretariat also automatically receives and records information on our server logs from your browser including your IP address, Conference cookie information, and the page you requested. These are used to provide information society services and for website statistics.
The Conference Secretariat only uses the personal data entered by the delegate for the OIDFA2020 Conference purposes.
Sharing of the personal data
During the booking process of the Conference, personal information is collected, processed and stored by Publicon PCO who, in accordance with cooperation contracts, shares the collected data with the main organisers of the event.
Publicon OU as the payment intermediary is the party responsible for handling personal information. This party will submit the personal information necessary to complete the payment to the authorised service provider Maksekeskus AS.
Personal data may be transmitted to IT service providers if this is necessary for ensuring the functionality of the online shop or for data hosting.
Personal data may be transmitted to the bookkeeper for providing financial services.
Security and access to the data
Publicon OU will save the registrant’s data in their database also in case the booking is not finalized in their secure server situated in the European Union. The unfinished bookings and the staying person's data are deleted from the database in 7 days. Before deleting the data, Publicon PCO reserves the right to contact the registrant of the unfinished registration using the contact information already filled in.
The secretariat will take the appropriate physical, organisational and information technology security measures to protect the personal data from random or illegal destruction, loss, changing or unauthorised access or publication.
Access will be granted to authorised employees and the necessary data processors for providing services. All personnel are required to follow the approporiate safety measures when handling personal data.
Seeing your personal data
If you wish to know which personal data you submitted to the secretariat via the accommodation form, please see the automatic confirmation e-mail or contact the secretariat.
Withdrawing your consent
When booking for the Conference, you agree that the personal data you submitted will be stored and processed. If you do not agree with the processing or storing of your personal data, you can withdraw your consent by sending an e-mail to the secretariat. Please note that this will bring along the cancellation of your booking. If you withdraw your consent, your data will be deleted withing 14 days.
Storing of the personal data
Publicon OU is obligated to store the personal data for 5 years. For one year, all data is stored to solve any questions or disputes that might occur after the event. After this period, the participation data will be deleted and only the personal data kept.
Your e-mail address will be used to send Conference newsletters only if you have ticked a box that you agree to receive them in the registration form. If you later wish to stop receiving newsletters, please inform the secretariat via e-mail.
Please read the Registration and Cancellation terms here.
Please send all questions regarding the registration and payment to the Secretariat:
Väike-Turu 8, 51004 Tartu
Telephone: +372 740 4095