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Data Consent

During the registration and abstract submission process we request the following personal data (without limitation):

Name
Organisation
Job position
Phone numbers
Email address
Postal address
Billing address

Why we ask for your consent

We are committed to protecting the privacy of all personal data you provide us for this event. The following statements describe what we are doing with your data and how long we store it. This ensures you are fully informed prior to you submitting your personal information for the event.

By checking the "I give consent" box in the Data Processing Consent section of the form, you consent to your personal information being used, stored and disclosed in accordance with this Data Consent Policy.

Data Controller Contact

Organisation Name and Address: The Conference Company Ltd and The Conference Company (Australia) Pty Ltd

Phone +64 9 360 1240 (New Zealand) 1800 193 405 (Australia)

Email: iasp@theconferencecompany.com

Nominated Data Protection Officer

Name and Title: James Brehaut, General Manager

Phone: +64 9 360 1240

Email: iasp@theconferencecompany.com

Why are we processing your personal data?

We ask for your personal data to facilitate your participation in this event. Your data will be used solely for this event and possibly future events run by the host entity, and under no circumstances be sold or used for other purposes.

Third parties that may have access to your personal data 

Your data may be shared with other logistical organisations and third parties in order to deliver this event. Only data required to undertake their specific role will be made available to them. The third parties may include:

 

Organisations / 3rd Parties

Their role in delivering the event

Determination if data will be shared

Microsoft Azure

Cloud computing platform the events database is hosted from

All participants who are in the event database

Centium Software

Events database developers

All participants who are in the event database

SendGrid

Email broadcast software

All participants who are in the event database

Stripe

Authorised PCI Compliant ecommerce provider

All participants who pay via credit card (credit card details are encrypted)

Hotels

Contracted by The Conference Company as an accommodation provider for this event

All participants who are staying in a hotel booked through The Conference Company

Caterers

Venue caterers for this event

All participants who indicate a dietary restriction

AV company

Manages all AV requirements for the event

All participants who are speaking / presenting at the event

Travel and transport agencies

Arranges participant transport to and from the event

All participants who have all or some of their travel and transport organised for them by The Conference Company

Website developer

Creates and updates event website

All participants that are presenting/speaking at the event who therefore have their details listed in the programme

Printers

Creates and updates printed material

All participants who are presenting/speaking at the event and therefore have their details listed in the printed programme and/or mini programme

Abstract publisher

Creates and updates printed and/or online abstract supplement

All participants who have abstracts accepted into the event programme

App publisher

Creates and updates the event app

All participants who are in the event database (subject to obtaining participant consent).

Digital event platform provider

Provides event content to participants

All participants who are in the event database

Venue

Venue staff and providers for this event

All participants requiring specialty services

Media/Social Media

Publicise and Report on areas of interest to increase exposure of the event

All participants who contribute content

International Association for Suicide Prevention

Work with The Conference Company to deliver all aspects of the event

All participants who are in the event database

International Association for Suicide Prevention

The host entity that contracts The Conference Company to deliver the event

All participants who are in the event database

 

Other third parties that may have access to your personal data 

In a separate section of the online registration form, ‘Privacy – List of Participants’, you can choose whether to have your details included in the event List of Participants. If you opt in for this, your details will also be shared with:

            (a) Meeting delegates, sponsors and exhibitors (note that if consent is given to have your details included in the List of Participants, it is likely that sponsors may add you to their mailing lists and send promotional emails to you)

            (b) Organisers of future International Association for Suicide Prevention events

            

How long will we store your personal data?

Your personal data will be retained by us for up to 24 months after the conclusion of this event in the Meeting database.  After this, your data will be stored only for purposes of communications regarding future events being organised by the host entity.

Personal data about your children

We ask for your children’s personal data if they are attending this event with you. If you are under the age of 15, we will only collect your personal information if we obtain the consent of your parent or legal guardian.

The right to inquire about your personal data

You retain the right to ask us about your personal data at any time. Please contact us at iasp@theconferencecompany.com  with any enquiries you may have.

The right to withdraw your consent

You retain the right to withdraw consent to use your personal data at any time. Please be aware that a withdrawal of consent before the start of this event means we will have to remove your personal details from the event database. Unfortunately, this may preclude you from attending the event as we do need to store your personal details for multiple event related purposes. Please contact us at iasp@theconferencecompany.com with any enquiries you may have. 

The right to forget or anonymise your personal details

You retain the right to request that we forget or anonymise your personal data. If you have attended any event with us, we will retain any financial, tax or event attendance records for reporting reasons, but will remove all personal data from our database, leaving an anonymised record for reporting reasons.

If we have provided your personal data to third parties we will inform these third parties that you have requested your data be anonymised.

Data Breaches

In the case of data breaches identified by anyone other than the Data Protection Officer, the identifying party must inform the Data Protection Officer of the data breach immediately.

Once aware of a data breach, the Data Protection Officer will immediately put measures in place cease and rectify the breach and will report the breach to the supervisory authority within the applicable country within 72 hrs (e.g. the Privacy Commissioner in New Zealand or the Information Commissioner in Australia).

Our Data Privacy Policy

The Conference Company has a detailed internal Data Privacy Policy that is reviewed and updated periodically. Staff are trained in the policy as part of their induction and are kept abreast of changes as they occur.

 

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