US Data Privacy for Health Privacy Policy

With this Privacy Notice, MyData-TRUST (“MD-T”, “We”, the Data Controller) would like to give you all the needed details to understand how and why we will use your information, in relation to your participation in the Data Privacy for Health U.S. Summit 2024 (“The Event”).

Please read it carefully, and do not hesitate to liaise with MD-T Data Protection Officer (contact details below) or an Event organizer, should anything be unclear.

Managing your registration and participation to the Event

MD-T needs to process your information to register you and manage your participation to the Event. To do so, MD-T needs information such as contact email address, institution name, attendee name, and payment information (e.g. card information, card holder name and billing address).

This allows MD-T to manage the payment of the registration fee, to send you any necessary information about the Event beforehand, and to check you are properly registered when you arrive at the Event. This use of your information is necessary for the execution of a contract between you and MD-T.

If you do not provide MD-T with the requested information, it will not be possible to properly manage your registration and participation to the Event.

Photographs and Interviews during the Event

Photographs taken during the Event:

During the Event, MD-T may take some photographs, and use it afterwards to promote the Event on MD-T social medias (e.g. LinkedIn,…) and websites.

Some warnings will be positioned at the Event, to ensure it is fully clear for you that you enter an area where photographs may be taken, and to redirect you to this Privacy Notice.

When you enter these areas, we consider that we have your implicit consent to appear on wide shots of the Event, where you are not specifically targeted on the photographs. These photographs aim to show the general atmosphere of the Event on MD-T social medias and websites.

In addition, if you pose for a targeted photograph, we consider you are giving us a clear affirmative signal that you agree to the capture and use of this photograph (as described in this Privacy Notice, so for the purpose to communicate about the Event on MD-T social medias and websites).

We insist however on the fact that you can change your mind at any time. For example, in case you no longer agree for photographs of you at the Event to be used by MD-T afterwards, you can liaise with us and we will stop using it (see rights sections below).

What if you do not agree to be photographed?

If you do not agree to appear on photographs taken during the Event (whether being wide shots and/or targeted photographs), you can approach an MD-T organizer present at the Event to let him/her know. This person will then liaise with MD-T Events Manager, to ensure you are not targeted by the photographers nor appearing on wide shots of the Event.

In addition, we ask you to not voluntarily pose on photographs, if you do not agree for them to be captured and used as described here.

Short Interviews during the Event:

MD-T organizers may propose you to participate in short interviews about the Event and your background. More specifically, you may be invited to introduce yourself and answer 4-5 questions about the Event and Data Protection field, while you are recorded. The goal is, again, to develop some materials that we can use to promote the Event on our social media (e.g. LinkedIn, YouTube,…) and websites.

Please note also that MD-T may choose to use solely some questions to include in the final video footage that will be published. We will however not cut any part of the answer that you provide to one specific question.

Participating in those interviews is totally voluntary. Therefore, we will ask you if you agree to participate before recording you. If you do not want to participate, please decline the proposal. If you agree to participate however, we consider that we have your authorization to record and use your interview as described in this Privacy Notice.

Should you have any question about these interviews in addition to the information contained in this Privacy Notice, please ask it to the interviewer before the recording.

Distribution List to receive news in the field of Data Protection

As an Event attendee, MD-T will include your email address in its distribution list to send you (approximately once per month) our newsletter or invite you to our data protection related events.

Our newsletter focusses on the news relating to the Data Protection field. It can also contain information on MD-T events, articles, links to our previous webinars, all of this always being related to data protection. You can also, independently of our newsletter, receive invitations for our MD-T data protection events.

This processing is based on MD-T’s legitimate interest to propose communications in the field of data protection that may be interesting for you, as you are attending to the Event.

How long is MD-T keeping your information?

Managing your registration and participation to the Event: MD-T will keep your registration information as long as needed to manage your participation to the Event. In addition, we may maintain payment information in accordance with accounting and tax laws provisions.

Photographs & interviews performed during the Event: MD-T will keep the Event photographs and interviews for some months after the Event took place, for as long as this is relevant to allow communicating about it (just after the Event and, potentially, before a next edition to show highlights from the previous one).

However, please be aware that, if a photograph/interview has been used to promote MD-T activities on its social medias and website, it may remain available as long as the support for this is available. For instance, if we publish a post on LinkedIn with a photograph where you appear, your photograph will be available as long as the post is available. In case you would like the published photographs/interviews to be removed, please see the below section about your data protection rights.

Distribution List to receive news in the field of Data Protection: You will remain in our distribution list until you object to receive our data protection communications. To do so, you can either contact our Data Protection officer (see data protection rights section below) or use the unsubscribe link contained in each email we send you. Please note however that we may retain your email address in an internal blacklist in this case, to ensure we are not adding you back in our distribution list by mistake later on.

Is MD-T sharing my information with others?

MD-T does not sell or trade your personal data. We may however store your personal information on our hosting platform (e.g. Sharepoint). We also use Brevo to send our newsletters, and Stripe to manage payment of the registration fee. It means such providers (Microsoft, Brevo, Stripe) are technically processing your information, without however actively accessing it. In addition, if you agree for photographs and interviews to be captured and used, you must be aware that they may appear on the MD-T website or social media.

What are your rights in relation to your data?

You can exercise the following rights:

• Access: You have the right to obtain confirmation as to whether we process your data or not and, where that is the case, all necessary information to make the processing transparent.
• Rectification: You have the right to ask us to rectify any inaccurate or incomplete data.
• Erasure: You have the right to request the deletion of your personal data.
• Restriction: You can ask restriction of the processing of your data, meaning your information will only be stored not otherwise used, unless you give your authorization for this.
• Portability: You have the right to request the receipt and/or the transfer to another organization, in a machine-readable form, of your personal data.
• Object to processing: You have the right to object to the processing of your data.
• Right to withdraw consent: When you have given your consent for the processing of your data, you can withdraw it at any time.

If you would like to exercise one or more of these rights, please contact MD-T Data Protection Officer at [email protected]. Please note however that those rights may be subject to legal exceptions or conditions of application that will be assessed in the course of your request. They are therefore not absolute.

You also have the right to lodge a complaint with your local Data Protection Authority in the Member State of the European Union of your habitual residence, place of work, or place of the alleged infringement if you consider that your personal data is not processed in accordance with the GDPR.

 

Contact Details

 

MyData-Trust : Boulevard Initialis, 7/3, 7000 Mons, Belgium +32(0)65 55 41 20

MyData-Trust Data Protection Officer (DPO): [email protected]

EU Supervisory Authorities contact details, see https://ec.europa.eu/justice/article-29/structure/data-protection-authorities/index_en.htm