In the context of the collaboration between GHENT UNIVERSITY and Event Masters to implement the Supply Agreement as defined in the contract d.d. 9 May 2022, the Parties will process the following Personal Data: Title - First Name - Surname - Telephone Number – Address – Professional function - Email address – vegetarian preference.

This processing is necessary for the implementation of the agreement (abstract submission and registration to ESVV2022) that you concluded with GHENT UNIVERSITY and / or Event Masters.

For information about the processing of your personal data and / or the exercise of the rights that you are granted under the GDPR, you can contact

GHENT UNIVERSITY, a public institution with legal entity status, established pursuant to the special decree of 26 June 1991 concerning Ghent University and University Centre Antwerp (published in the Belgian Official Journal on 29 June 1991, as subsequently amended), with its registered office at 9000 Ghent, Sint-Pietersnieuwstraat 25, and KBO (Crossroads Bank for Enterprises) number 0248.015.142.

Privacy statement:
1. PURPOSE AND LEGAL BASIS FOR THE PROCESSING OF YOUR PERSONAL DATA
In the context of ESVV2022, the department of Translational Physiology, Infectiology and Public health of the Faculty of Veterinary Medicine of Ghent University processes personal data and this based on your registration and abstract submission. The processing of your personal data will always be done with the utmost attention and care and solely with a view to organize ESVV2022.
We are allowed to process your personal data because these processing operations are necessary for the execution of an agreement which you are a party of i.e. the organization of the congress and your participation.

2. WHO IS RESPONSIBLE FOR THE DATA PROCESSING AND HOW CAN YOU CONTACT US?

The ESVV2022 congress is carried out by the Laboratory of Virology of the Department of Translational Physiology, Infectiology and Public health of the Faculty of Veterinary Medicine affiliated with Ghent University.
Ghent University is responsible for the processing of personal data.
For questions, comments or suggestions about the processing of your personal data, please contact hans.nauwynck@ugent.be of the Laboratory of Virology of the department of Translational Physiology, Infectiology and Public health.

3. WHICH PERSONAL DATA ARE PROCESSED?
"Personal data" is data that contains information about an identified or identifiable natural person.
In the context of your participation in ESVV2022, the following data will be processed: your title, first name, last name, your e-mail address, telephone number, professional function, vegetarian preference.
We do not process any special personal data categories (“sensitive data”) that reveal racial or ethnic origin, political views, religious or philosophical beliefs, or union membership, nor does it process genetic data, biometric data for the unique identification of a person, or health data, or data related to a person's sexual behavior or sexual orientation.

4. WHO HAS ACCESS TO YOUR PERSONAL DATA?
The employees of the Laboratory of Virology have access to your personal data on a strict “need-to-know” base. This right of access only applies for the purposes stated in this privacy statement.
We may use the email address of ESVV2022 registrants for sending the announcement of the next triennial meetings of the European Society for Veterinary Virology. We ensure that your data is not passed on to third parties, except if you have given prior consent or if the access, use, retention or disclosure of your personal data is reasonably necessary (e.g., to comply with the applicable rules and regulations, to detect technical or security issues and to protect our rights, property or safety.

5. FOR HOW LONG WILL YOUR PERSONAL DATA BE PROCESSED?
Your personal data will be processed for 3 months after the congress and only your name, surname and email address kept for 3 years for inviting you to participate to the next triennial ESVV congress. Your data will be deleted after this period.

6. SECURITY OF YOUR PERSONAL DATA
We take the appropriate technical and organizational measures to protect your personal data against any form of loss or unlawful processing. As described above the access to your data is restricted and data are regularly backed up on a protected server maintained by UGent.
All employees of Ghent University respect the Generic Code of Conduct for the processing of personal data and confidential information (approved on 18 May 2018 by the Executive Board of Ghent University) and have access to online manuals to support them in the correct use of your personal data.

7. WHICH RIGHTS DO YOU HAVE WITH REGARD TO THE PROCESSING OF YOUR PERSONAL DATA?
When we collect and use your personal data, you enjoy a number of rights that you can exercise as described below. Please note that if you wish to exercise a right, we will ask you for a proof of identity. We do this to avoid a personal data breach, for example, because an unauthorized person acts as you and exercises a right in your name.
a. You have the right to access your personal data, which means that you can ask us to provide you with information about the personal data we hold about you. You can also request a copy of your personal data. Please note that you must indicate for which processing activities you wish to have access to your personal data.
b. You have the right to request that we correct your personal data if you can demonstrate that the personal data we process about you is incorrect, incomplete or out of date. Please indicate in which context we use your personal data, so that we can assess your request quickly and accurately.
c. If we have requested and obtained your consent to collect and use your personal data, you always have the right to withdraw this previously given consent. This withdrawal will not affect the lawfulness of the data processing, based on consent before its withdrawal.
d. You can request that we delete your personal data if it is no longer needed for the purposes for which we collected it, if it was unlawful to collect it. If any of these circumstances apply, we will delete your personal data immediately, unless legal obligations or administrative or court orders prohibit us from deleting your personal data.
e. You can ask us to restrict the processing of your personal data in the following circumstances:
a. while we assess your request to correct your personal data;
b. if such processing was unlawful, but you prefer a restriction to a deletion;
c. if we no longer need your personal data, but you need it for the establishment, exercise or defense of legal claims.

To exercise your right, you can contact the Laboratory of Virology, Hans.Nauwynck@ugent.be or the Data Protection Officer at privacy@ugent.be. If we collected your personal data based on your consent or because it was necessary for the execution of an agreement with you, you have the right to obtain a copy from us, in a structured, widely used and machine-readable format. This right only applies to the personal data that you have provided to us.
You can rest assured that we will not interpret an e-mail from you stating that you wish to exercise a right as your consent to the processing of your personal data beyond what is necessary to process your request. A request must clearly state and specify which right you wish to exercise. Always indicate in which context we have obtained your personal data, so that we can process your request quickly and with care. Your request must also be dated and signed, and accompanied by a digitally scanned copy of a valid identity card proving your identity. We will immediately notify you of the receipt of this request. If the request proves to be well-founded, we will inform you as soon as possible and no later than 30 days after receipt of the request.
If you repeatedly make the same request and cause obvious inconvenience, we may refuse these successive requests or charge you an administrative fee to cover the costs. We can also refuse or only partially grant you the right to access your personal data, if such access could disproportionately damage the rights and freedoms of others, including those of Ghent University.
If you have a complaint about the processing of your personal data by Ghent University, you can contact the Data Protection Officer of Ghent University at
privacy@ugent.be. If you are not satisfied with the answer, you can file a complaint with the competent data protection authority, namely the Belgian Data Protection Authority (contact@apd-gba.be) and / or the Flemish Supervisory Committee (contact@toezichtcommissie.be).


8. AMENDMENTS TO THE PRIVACY STATEMENT

This privacy statement can be amended if new or modified services or functionalities are available and / or to continue to comply with the applicable rules and regulations.
If the privacy statement is amended, this will be mentioned (a link to the amended privacy statement will be included, on the ESVV2022 website).

Contact: prof. dr. Hans Nauwynck, hans.nauwynck@ugent.be
Data Protection Officer: Hanne Elsen

and

Event Masters NV, with its office at Brownfieldlaan 37-1, 2830 Willebroek, Belgium, VAT BE0455.164.778

Privacy statement:

TERMS AND CONDITIONS

The following terms and conditions apply to all registrations for the ESVV2022 Congress to be held at the ICC in Ghent from 20 till 23 September 2022.

The organizing committee of the ESVV2022 (“ESVV2022”, “we,” “us” and “our”) respects individual privacy and values the confidence of our members and visitors of this website. This Privacy Policy sets out the privacy principles that we follow with respect to the collection, use, and disclosure of information that you may provide through the ESVV2022 website,
https://esvv2022.ugent.be/ (referred as the “website”).

Please read this entire Privacy Policy before using the ESVV2022 website or submitting information to ESVV2022 through this website. By using the website, you consent to the practices described in this Privacy Policy.

This Privacy Policy/Terms of Use may be revised periodically and without notice to you. You are encouraged to periodically read this document to see if there have been any changes to our policies that may affect you.

PRIVACY LAW

We will share your personal information with third parties only in the ways that are described in this Privacy Policy.

In compliance with the General Data Protection Regulation, the ESVV2022 local organizing committee hereby informs that the information here given will solely be managed internally and used exclusively for the purpose of communication within the scope of the conference activities such as scientific and social.

ESVV2022 may use the list of meeting registrants for sending the announcement of the triennial meetings of the European Society for Veterinary Virology (ESVV). ESVV2022 does not otherwise share your personal information with third parties for their promotional use or for marketing purposes.

Credit Card Information: ESVV2022 does not disclose credit card account information provided through the Website. When users choose to pay using their credit cards, ESVV2022 submits the information needed to the appropriate clearinghouse through secure sites to conduct the transactions. Notwithstanding the foregoing, ESVV2022 may disclose your personal information as required by law or as needed in legal proceedings when ESV2022 believes in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

By continuing on this website, you authorize Event Masters to use the given personal data for the above-mentioned purpose as the assigned Professional Conference Organizer for ESVV2022 registration. Event Masters is the GDPR processor while the ESVV2022 local organizing committee is the data controller.

You have the right to modify or cancel the data here given. Should you wish to do so please contact the conference registration secretariat:

Event Masters nv
Brownfieldlaan 37-1
2830 Willebroek, Belgium
Legal@eventmasters.eu


CHANGES TO YOUR CONFERENCE REGISTRATION

Any changes to your conference booking should be made in writing to Event Masters at ESVV2022@eventmasters.eu


TERMS OF CONFERENCE REGISTRATIONS

Conference registrations are non-refundable after June 15, 2022 but may be transferred to a colleague if required. The place can only be transferred once for free. After that, a second or subsequent transfer will incur a fee of 150 euros (excl. 21% VAT) per transfer. Name substitutions can only be made within your own company/institution and if there is a difference in the registration fee payable then an invoice will be issued.


CANCELLATION OF CONFERENCE ATTENDANCE

In the event that you cancel your attendance you are allowed to transfer your conference registration to a colleague free of charge.

Please notify the conference office of your cancellation in writing.

Cancellation prior to
-May 30, 2022: full refund.
-June 15, 2022: 50% refund.
After June 15, no refund possible.

Please note that an administrative fee of 50 euros (excl. 21% VAT) will be taken in account when a refund has been approved.

INSURANCE AND LIABILITY

It is recommended that you obtain adequate cover for travel, health and accident insurance before you depart from your home country. Nor Event Masters, as organizer, nor ESVV2022 can accept responsibility for personal injuries, or loss or, or damage to private property belonging to you or any accompanying people.

Event Masters cannot make any refunds of registration fees due to illness or unforeseen circumstances arising from a change in health status. Participants are advised to ensure they have adequate travel and health insurance in place to ensure reimbursement of such eventualities and cancellation.

FORCE MAJEURE

ESVV2022, Event Masters or the conference venue are not responsible for the cancellation, the partial non-execution or changes which might happen to the conference in the event of the following:

An accident outside human control – an act caused by a third party, such as Acts of God, including, without limitation:
1. Credible threats of natural disaster in the geographic vicinity of the venue
2. War
3. Curtailment or interruption of transportation facilities
4. Civil disturbance – the issue of a travel warning by the World Health Organization
5. Any other events or disasters beyond the parties’ control which prevents the venue from accommodating ESVV2022 and its delegates for the event or if for the same reasons the event is cancelled by the local organizing committee.

If travel arrangements are affected by any of the above Event Masters are not responsible for reorganizing or paying for alternative travel.

However, in case of
terror threats in Ghent, Belgium, to that extent that the local government prohibits events and meetings from taking place, all registration fees will be reimbursed.

PAYMENT TERMS

Credit card payments: The invoice is paid on the date the credit card payment goes through.

The invoice will be sent to your email address within 48 hours.

DELEGATE BADGES

You are required to wear your badge (clearly visible) during ALL events – including social events – to enable us to identify you as a legitimate delegate. This will avoid any unnecessary embarrassment on entry to business and social events.

PROGRAM CHANGES

ESVV 2022 reserves the right to make any necessary changes to the program at short notice. There will be no pro rata refund of registration fees for changes to the program.


DATA PROTECTION STATEMENT

Event Masters, as the processer assigned by ESVV2022 as the controller, protects the personal data of its website users with greatest diligence and complies with the recent GDPR. Personal data are data which can be related to your person and provide information to identify you. This includes of course your name, postal address and telephone number as well as information about your possible interests and surfing customs as far as this information can be attributed to you directly or indirectly.

We collect use and process personal data provided by you only according to the strict data protection provisions of the GDPR and the Belgian data protection.

If you continue, you agree with the above terms and conditions

Contact: Sophie Fransen, sophie@eventmasters.eu
Data Protection Officer: Jan Van den Broeck