1.    Processing your personal data – General information

In view of the provisions of the legislation on the protection of personal data, in particular the General Data Protection Regulation (EU Regulation 679/2016, known as the GDPR) and the rules issued for its enforcement by the authorized entities, this information notice confirms that as a legal entity, SOROT and all the natural persons working under our aegis as well as any other person with whom we cooperate, have a particular interest in the protection of personal data relating to individuals who are participating in the events organized by us, the employees or collaborators of the entities with whom we work, their legal representatives or their contractual partners, as well as our suppliers, volunteers or other contractual partners. The aim of this notice is to explain the method and purpose for which your personal data are processed and how we make sure that your rights are respected, and we reduce to minimum the risks of unauthorized access or use of these data. Please read carefully this notice.

 

1.1  Who collects your data?

The Romanian Society of Orthopedics and Traumatology (Romanian: “Societatea Română de Ortopedie şi Traumatologie” – abbv. „SOROT”), with its registered office in Bucharest, str. Splaiul Independentei nr. 169, et. 3, corpul Central, extinderea Al-A4, sector 5, Bucureşti, registered to the Romanian Register of Associations and Foundations with no. 2094/01.10.1990, fiscal code no. 23806684, e-mail: contact@sorot.ro, (hereinafter referred to as "SOROT" or "Operator"), as Operator, declare that, we comply with all legal provisions on the protection of personal data as a personal data controller, or sometimes as the data processor authorized by the personal data controller or associated data controller, and we are implementing technical measures, legal measures (specific clauses in contracts with suppliers and other entities) and organizational measures (training and verification of persons, limiting access rights on a need to know basis, regulation of working procedures with personal data etc.) in order to protect all operations related directly or indirectly to personal data, that prevent unauthorized or unlawful processing and accidental or unlawful data loss or destruction regardless of their format or storage media. We hereby confirm that we carry out personal data processing in compliance with the principles set out in Article 5 of the GDPR.

 

1.2  Categories of data subjects

We are collecting through www.conference2020.sorot.ro and processing personal data of the following categories of natural persons:

– potential, new and former participants to the SOROT previous Scientific Events (SOROT Congress 2019)

– other individuals with whom SOROT comes into contact.

 

1.3  What data is collected on www.conference2020.sorot.ro?

Information is collected for an efficient communication regarding the organization of SOROT Congress 2020. We can send you information about the location, program, technical access, etc. but also related to the recording of the scientific abstracts, about the guests who confirmed their attendance and about the deadlines specific of such events. Regarding your knowledge of foreign languages - since the official language of the entire event will be English we will presume you speak and understand English. We collect and process the information as it follows:

(1)    through the Registration Forms that users fill in to create a new user account and register to the Scientific Event  -  SOROT Congress 2020 through www.conference2020.sorot.ro as it follows:

E-mail address Title (Scientific/academic) First Name Last Name Institution/ Company Department Position Address

City County/State Country Phone Number National Identification Number Student document Unique MD Identification number (CUIM)

(2)     automatically by our IT systems when you visit the website. These data are primarily technical data such as the browser and operating system you are using or when you accessed the page. These data are collected automatically as soon as you enter www.conference2020.sorot.ro – this kind of information is called Cookies.

What Are Cookies

As is common practice with almost all professional websites this site uses cookies, which are tiny files that are downloaded to your computer, to improve your experience. This page describes what information they gather, how we use it and why we sometimes need to store these cookies. We will also share how you can prevent these cookies from being stored however this may downgrade or 'break' certain elements of the website’s functionality.

How We Use Cookies

We use cookies for a variety of reasons detailed below. Unfortunately, in most cases there are no industry standard options for disabling cookies without completely disabling the functionality and features they add to this site. It is recommended that you leave on all cookies if you are not sure whether you need them or not in case, they are used to provide a service that you use.

Disabling Cookies

You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of this site. Therefore, it is recommended that you do not disable cookies.

The Cookies We Set

Account related cookies

If you create an account on www.conference2020.sorot.ro, then we will use cookies for the management of the signup process and general administration. These cookies will usually be deleted when you log out, however in some cases they may remain afterwards to remember your site preferences when logged out.

Login related cookies

We use cookies when you are logged in so that we can remember this fact. This prevents you from having to log in every single time you visit a new page. These cookies are typically removed or cleared when you log out to ensure that you can only access restricted features and areas when logged in.

Site preferences cookies

In order to provide you with a great experience on this site we provide the functionality to set your preferences for how this site runs when you use it. In order to remember your preferences, we need to set cookies so that this information can be called whenever you interact with a page is affected by your preferences.

Third Party Cookies

In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site.

This site uses Google Analytics which is one of the most widespread and trusted analytics solutions on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.

More Information

Hopefully that has clarified things for you and as was previously mentioned if there is something that you aren't sure whether you need or not it's usually safer to leave cookies enabled in case it does interact with one of the features you use on our site. However, if you are still looking for more information, then you can contact us through Email: contact@sorot.ro. The website operator has a legitimate interest in the storage of cookies to ensure an optimized service provided free of technical errors. If other cookies (such as those used to analyze your surfing behavior) are also stored, they will be treated separately in this privacy policy.

(3)    Photo and video images of SOROT Congress 2020 for the fulfillment of our contractual obligations towards the participants and the professional companies with which we collaborate in organization of the event.

 

1.4  Purposes of the processing

The purpose of the processing shall include:

– For the purpose conclusion and performance of the contract based on which we provide the services related to registration and participation at the SOROT Congress 2020 (Art.  6,1, b of the GDPR);

– For the purpose of compliance with a legal obligation (Art. 6, 1, c) of GDPR) - invoicing, bank statements, and other such financial documents

– For the purpose of informing you about the important dates, deadlines and scientific related activities as a constituting part of the scientific and administrative management of the event.

1.5  Duration of the processing

The personal data that we collect through www.conference2020.sorot.ro will be stored as long as it is objectively necessary for the purposes mentioned above. For example, for observing the legal provisions the invoice, bank statements, and other such financial documents must be kept for 5 years, and the contract documents and proofs for fulfillment of obligations undertaken must be kept for the period of contract fulfillment and for the prescription period that is, in principle, 3 years.

These data will be stored according to the legislation in force and we apply technical and organizational measures for the protection of all operations regarding personal data directly or indirectly, which prevent unauthorized or illegal processing, and the accidental or illegal losses or destruction.

The collected data is analyzed to what extent its retention is still necessary for the purposes mentioned and the interests of the subject and it decides to stop the processing for data that is no longer required to be retained. At the end of the processing period, that particular document, incorporating personal data, shall be returned to the data subject or entity that transmitted the data, or to the National Archives or other authority or institutions legally empowered, or it is destroyed or made anonymous as appropriate.

1.6  Third-party recipients

For the purposes mentioned above, the personal data are processed not only by our staff (SOROT Board, SOROT Organizing Committee), but can be transmitted to or accessed by the following categories of recipients, as applicable:

-        SOROT Congress 2020 Organizing Partner – SC IT Consult 2002 SRL as our Organizing Partner and IT services provider

-        Providers of services such as those related to Information Technology (IT), marketing, photo/ video, security and protection, accounting, etc. (including Events Air platform used for registration; Google, Mailchimp). Since these providers are professionals and provide services based on their own terms and conditions, including those related to personal data protection, they too act in the capacity of associated data controller and share with SOROT the responsibility for protecting and lawfully handling your personal data, as legal persons based in the EU and / or processing data of EU citizens and thus legally bound to the GDPR.

-        The Romanian College of Physicians for Continuing Medical Education – providing your CME Certificate. We cannot provide your CME Certificate, unless you register on www.conference2020.sorot.ro and accept the terms and agreements for providing your personal data.

We want to assure you that the personal data collected and processed by our association is NOT transmitted to third parties for marketing purposes or any purposes other than those for which they were collected.

The personal data collected and processed by us can be considered as the object of a transfer to a third country (outside the EU) because we use the data storage service ”cloud” offered by Google, and sometimes we also use platforms and software that uses own clouds / remote servers, but all offers high security and confidentiality guarantees recognized by the European Union as adequate based on the system known as ”EU-US privacy shield”.

  

2.    What are your rights?

2.1.  the right to be informed – you can ask if, when and how SOROT processes your personal data.

2.2. the right of access – you can request the access to your personal data that is collected and processed by SOROT.

2.3.  the right to rectification – you can correct your information if the personal data you submitted is inaccurate, or if you have incomplete data

2.4.  the right to be forgotten – you can request the delete of your personal data if their processing is no longer necessary, was not or is no longer legitimate or in other cases provided by the law.

2.5. the right to withdraw your consent – in the cases when the processing is based on your consent, you can withdraw your consent anytime. The withdrawal of your consent will have effects only for the future, the processing performed before the withdrawal will continue to be legitimate.

2.6. the right to restrict processing – you can request and obtain the restriction of processing of your personal data if you challenge the accuracy of data, the legitimacy of their holding or in other cases set out by the law.

2.7.  the right to data portability – you can receive under the legal conditions, the personal data you provided to us, in a format which can be automatically read and you can request that those data are transferred to another controller.

2.8. the right to object – you can object especially to the processing of data which is founded on our legitimate interest;

2.9.  the right to lodge a complaint with our entity or with the competent supervisory authority for data protection (ANSPDCP – www.dataprotection.ro).

2.10.  the right to go to court.

To exercise your rights, of may you have other questions regarding the present Notice, please contact us at contact@sorot.ro.

This present Personal Data Protection Notice may suffer adjustments that will be updated on www.sorotvirutal2020.ro, to keep up with the EU and national legislation, good practices and also with the development of technology.