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Privacy Statement

Privacy/Data Protection Statement

Summary

Congress-Conference AS is a professional conference organizer (PCO) and Destination Management Company (DMC) based in Norway.

At Congress-Conference, we take the protection, storage and usage of personal data very seriously in all of our business processes. This Data Protection Statement is meant to help you understand how we collect, process, use and store your data that meet the legal requirements under the GDPR and Norwegian Law.

Registration and participation to any of our events are not possible without collecting, saving and processing your personal data. This is done solely for the purpose of organizing and implementing the event. Your data will only be passed on to third parties, who are directly involved in the event, when necessary and in accordance with your registration requirements.

You will always be asked to give your consent before we collect, store, process and use your data. By giving your consent, you also give us permission to send you emails regarding your attendance at the event in question.

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  1. Scope of this Data Protection Statement

This Data Protection Statement applies to all services offered by Congress-Conference AS.

Please note the following:

  • This Data Protection Statement does not apply to services offered by other companies or individuals.
  • This Data Protection Statement does not cover the information practices of other companies and organizations who advertise Congress-Conference’s services or any third party operating any website to which our website or conference website links are listed.
  1. Data collected and method of collection

2.1 In general

Congress-Conference collects general and personal data concerning your attendance to one of our events. This can include:

  • name;
  • gender;
  • date of birth;
  • address;
  • phone numbers;
  • email addresses;
  • organization or company of employment and/or job title;
  • travel schedules;
  • accommodation preferences;
  • other communicated preferences;
  • passport; and
  • visa details.

 2.2 Cookies Policy

Congress-Conference AS uses cookies on our Website. By continuing to browse our website (by loading another web page) you consent to the use of cookies.

Our Cookies Policy explains what cookies are, how and what cookies we use and how to delete or refuse cookies.

What are cookies?

Cookies are small pieces of text sent by your web browser by a website you visit. A cookie file is stored in your web browser and allows a third­-party provider (such as Google Analytics) to recognize you and make your next visit easier and the service more useful to you.

How Congress-Conference uses cookies

When you access our website, Congress-Conference may collect data of a technical nature in a variety of ways. We use cookies for the following purposes:

  • to enable certain functions of the website
  • to provide analytics
  • to store your preferences ad personalize the content
  • to improve the user experience

In addition to our own cookies, we may also use various third­-party cookies to report usage statistics of the page in questioning.

Deleting cookies

You can delete cookies, as well as instruct your web browser to delete or refuse cookies, by following the cookie guidelines on the help pages of your web browser:

Internet Explorer™ 

Safari™ 

For Chrome™

For Firefox™ 

Deactivating Cookies

To deactivate Google Analytics cookies, please click on the following link:

www.google.com/analytics/learn/privacy.html

More information about the use of cookies and the type of information collected through them can be found: AllAboutCookies: http://www.allaboutcookies.org/

  1. Purpose of data collection

Congress-Conference AS collects personal data for the sole purpose of organizing and implementing the event that you have given your personal data to. We do not collect more data than is necessary to fulfil such purposes.

Congress-Conference uses your data for the following purposes and for which you give your consent:

  • Making name badges
  • Catering for any special requirements or dietary needs that you have informed us about
  • Social events access
  • Sightseeing tours participation
  • Hotel accommodation booking

Congress-Conference will ask for your consent before using data for a purpose other than those that are set out in this Statement subject to mandatory laws.

  1. Duration of storage

Congress-Conference will store general and personal data only as long as reasonably necessary taking into consideration its need to answer queries or resolve problems, to provide improved and new services and to comply with legal requirements under applicable laws or with inquiries from Clients on past events or travel activities. Congress-Conference will keep general and personal data for a maximum of five years if no other specific legal requirements require us to withhold it for longer. 

  1. Updating/deleting your personal data

 You may change or delete your record and personal information at any time. To do this, please send an email to Henning Svensson at henning@ccnorway.no or call +4722561930.  

  1. Your duties

Please note that you have the following duties when you share your data with use:

You must ensure that the data is:

  • correct
  • accurate;
  • current;
  • truthful; and
  • compliant with any applicable laws.
  1. Handling and transferring of data

Only authorized Congress-Conference staff, third party companies’ (such as outsourced service providers) staff or our clients’ authorized staff will have access to your personal data.

Transfer to third-parties

Congress-Conference works with a range of service providers, such as hotels, event venues and travel agencies, when organizing and executing events. Personal data, such as name and dietary needs may be shared with these in order to secure that your booking needs and requirements are met.

Congress-Conference may also transfer and receive personal data to/from third parties at the request of the client. Prior to all personal data transfers to and from third parties, Congress-Conference will have signed a data transfer agreement with the third-party companies to ensure that the data remains secure.

Regulatory transfers

Please note that under certain circumstances, Congress-Conference AS may be required by law or the authorities to transfer data to governments and regulatory and/or supervisory authorities.

  1. Security and organizational measures

Congress-Conference AS has implemented several security measures, including technical, contractual, administrative, physical and organizational measures to keep your personal data safe from loss, destruction, unauthorized access, accidental or unlawful disclosure and manipulation. However, please note that due to technological developments and changes privacy laws, Congress-Conference cannot guarantee the security of your personal data and therefore cannot assume any liability in this respect.

9.Your rights

Please note that under the GDPR and other European data protection laws and regulations, you have a right to request access to/view and make changes to your data, as well as revoke your consent to us to process, save and share your data.  You also have the right to notify and complain the authorities if you feel that Congress-Conference is not handling your personal data in accordance to GDPR and other  European data protection laws and regulations.

If you have any questions or issues about the way that Congress-conference AS handles, process, use and store data, please do not hesitate to contact Henning Svensson at henning@ccnorway.no or call +4722561930.  

  1. Changes

Congress-Conference AS may revise or update this Statement at any time to comply with statutory data protection and privacy laws.

  1. Contact

If you have any further questions or concerns about how Congress-Conference collects, process, uses and stores personal data, please contact Mimi Cathrine Lie.