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Data Protection Policy 

  1. GENERAL REGULATIONS

Biologic Coordinators of Dermatology (BCoD) reserves the right to amend the existing data protection regulations in strict accordance with prevailing legal norms at any time. 

1.1. Personal Data: 

Your voluntarily transmitted personal details (through submission in the online forms) will be collected, saved and processed in accordance with the most recent legislation on data protection. 

1.2. BCoD Membership: 

BCoD membership registration requires the collection, storage, and processing of your personal data. This information is used exclusively for association-related purposes. Your data will only be shared with third parties directly involved in supporting your membership when necessary—for example, to assist with event registration, member communications, benefits, or updates about the BCoD Association. 

1.3. Registration, speaker submission, & hotel booking:
Registration and/or speaker submission to the BCoD Conference is 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 – in accordance with your registration, speaker submission, hotel reservations (if applicable), airline ticketing (if applicable), and to receive updates about the BCoD Conference. 

1.4. Photography/Video: 

By registering to attend the BCoD Conference, you grant permission to BCoD to use photos/videos taken of you respectively and / or your company presence by our official photographer (team) onsite during the meeting for marketing purposes (event reporting, promotion of follow-up events & self-marketing) for an indefinite period of time. If you do not want to have any photos/films taken of you published, you may receive a sticker at the BCoD Conference registration desk to be placed on your badge. 

1.5. Links to other websites: 

Our online forms may contain links to other websites. BCoD is not responsible for the data you provide on other websites. Our partner companies are also bound to act according to data protection regulations, the implementation however rests with each company individually. Our data protection guidelines are solely applicable to data controlled by BCoD. 

2. INFORMATION OBLIGATION 

The following information describes the type, purpose and scope of storing and processing your personal data. 

2.1. Controller & Processor 

Etherio Group dba – Biologic Coordinators of Dermatology 

1900 NW Corporate Blvd – Suite 410W, Boca Raton, FL 33431
Email: contact@bcofdermatology.com
Course Director: Eli Sananes, Global Meetings & Incentives
Data Protection Coordinator: Eli Sananes, Global Meetings & Incentives
Data are collected within the framework of the BCoD Conference 

2.2. Purposes of Processing: 

Depending on the participant status and the bookings of the data subject, the data are processed for one or more of the purposes listed below. 

Processing Purpose     Data Categories 
Participant Management
(Registration) 		   

name
contact data
address data/invoice data
registration data
travel data (if necessary)
special requirements (sensitive data)
special dietary requirements (sensitive data) 

 

credit card guarantees (if necessary) 
Hotel Management     name
contact data
address data/invoice data
hotel booking data
travel data (if necessary)
credit card guarantees (if necessary) 
Speaker Submission      name
contact data
lecture data (speaker, topic, title) 
Scholarship Submission    name
contact data 
Industry Management
(Exhibition & Sponsoring) 		    name
contact data
company data 
General Organization /
Accreditation & Compliance 		    name & city/country
institution/organization (if necessary)
specialization (if necessary)
lecture data (speaker, topic, title) 
General Organization /
Accounting 		    name
contact data
registration data
bank data (if necessary)
credit card data (if necessary) 
Marketing & Development     name
contact data
photography/video
statistical data (ONLY anonymized) 

 

2.3. Legal Basis for the data processing purposes: 

Processing Purpose     Legal Basis 
Participant Management
(Registration, Additional Bookings) 		    Binding completion of the registration for the participation of the selected event
Written confirmation of the group coordinator that participant data may be used
Binding booking of ticket(s) to one or more events of the selected event
Consent of the data subject (sensitive data) 
Hotel Management     Binding conclusion of a hotel booking by the person concerned or his group coordinator
Written confirmation from the group coordinator that participant data may be used 
Speaker Management    Binding completion of the session submission for the selected event
Acceptance of active participation in the selected event 
Scholarship Submission     Binding completion of the scholarship submission for the selected event
Acceptance of active participation in the selected event 
Industry Management
(Exhibition & Sponsoring) 		    Binding contract conclusion of the data subject and the company represented by him/her to take part at the selected event 
General Organization
(Accreditation & Compliance, Accounting) 		    Fulfillment of contract and law
Legitimate interest of the controller 
Marketing & Development     Legitimate interest of the controller 

 

2.4. Third Party Data Recipients – Categories: 

The recipients only receive the data they require, not your full data record. Your data will only be forwarded when the organizational process makes it necessary – in accordance with your registration and reservations – and when a legal basis exists. 

Processing Purpose     Data Categories     Recipient Categories 
Participant Management
(Registration, Additional Bookings) 		    name
contact data
address data/invoice data
registration data
additional bookings
travel data (only if necessary) 		    BCoD Conference service providers
(fulfillment agents) 
Special dietary requirements (sensitive data)         Caterer 
Hotel Management     name
contact data
address data/invoice data
hotel booking data
travel data (if necessary)
credit card guarantees (if necessary) 		    DMC, travel agency, hotels 
Speaker Management    name
contact data
lecture data (speaker, topic, title) 		    Smartsheet project management software 
Scholarship Management     name
contact data 		    Smartsheet project management software 
Industry Management
(Exhibition & Sponsoring) 		    name
contact data
company data 		    BCoD Conference service providers
(fulfillment agents) 
General Organization/ Accreditation & Compliance     name & city/country
institution/organization (if necessary)
specialization (if necessary)
lecture data (speaker, topic, title) 		    BCoD Conference relevant accreditation authorities, service providers
(fulfillment agents) 
General Organization/ Accounting     name
contact data
registration data
additional bookings
bank data (if necessary)
credit card data (if necessary) 		    BCoD responsible authorities, bank, fiscal office, tax consultant, service providers
(fulfillment agents) 
Marketing     name
contact data 		    online mailing provider 
Development     statistical data
(ONLY anonymized) 		    organizing society 

 

2.5. Data Storage Period: 

Sensitive data (special dietary requirements), which are collected with the consent of the data subjects, as well as information submitted for statistical data collection are irrecoverably deleted with the end of the event wrap-up.  

In the case of (e.g. annually) recurring conferences, the data is stored for at least 7 years after the end of the entire event series to permit post-event support and service. 

Upon revocation of the person concerned, their data will be deleted immediately. 

 

  1. DATA SUBJECT RIGHTS

Your rights  

3.1. Right to withdraw consent 

Each data subject has the right to withdraw his/her given consent(s) at any time. The withdrawal of the consent does not affect the legality of the processing carried out based on the declaration of consent until the withdrawal. 

Processing of your data by BCoD
Your personal data (comprising name, contact data, address data, organization/institute & registration category), collected by BCoD, may be passed on to the BCoD Conference organizers and third-party vendors. BCoD has permission to process your personal data and to contact you directly for own purposes including email updates, promotion of topic-related events, information about activities of the event (eg: membership, awards, scholarships, etc.) and the evaluation and further development of the current event, as well as future events. 

This declaration of consent is queried within the online registration:
Transfer of your data to exhibitors and sponsors. Contact information will only be shared with additional consent. 

Badge scanning in the exhibition area & at satellite symposia sessions:
Please note: If you have your badge scanned by an exhibitor/sponsor at the BCoD Conference, you give consent that your personal data (consisting of name, contact data, address data & organization/institute), collected by BCoD will be forwarded (via a contracted service provider) to the exhibitor/sponsor that scanned your badge, and the respective company may contact you directly for its own purposes. 

4. DESCRIPTION OF OTHER PURPOSES 

Legitimate Interests of the Controller  

4.1. Advertising/Marketing: 

Processing data of the data subject to inform him/her about the above-mentioned organization and event, as well as future and topic-related events. 

4.2. Development: 

Processing data of the data subject to develop the organization’s programs as well as the organization and implementation of the above-mentioned event, future and topic-related events. 

4.3. Publication of the program: 

Processing data of the data subject for the promotion and publication of the organization and  event program via various communication channels (including email, website, mobile app and print media).