Institute of Biomedical Science (IBMS) Congress Privacy Notice
The IBMS runs a biennial Congress event for professionals working in the biomedical science field to educate and update themselves on various topics in the sector, to network with other professionals and engage with companies that provide products and services in this specialist field.
Attendees’ data is collected for event booking, and to facilitate the effective management, organisation and experience of those attending. Congress is run and the data collected is done so on the provision of contract basis for all participants in the event.
The scale of Congress requires the IBMS to engage specialists with experience in providing services to the event. Step Exhibitions provide event planning and management and Jonas Event Technology provide bookings and registration services. So the event and services run smoothly for those attending, the IBMS both shares data and has agreed that data can be collected on its behalf by both Step and JET for Congress attendees. The data will be used, for example, to manage resources at the venue, streamline booking arrangements and produce identification badges. The IBMS, Step Exhibitions and Jonas have Data Sharing Agreements which provide for strict conditions for the safe and secure handling of the data collected.
The IBMS is registered as a Data Controller with the Information Commissioner in the UK in compliance with the Data Protection Act 2018 (DPA) and the General Data Protection Regulation EU 2016/679 (GDPR) and, in respect of the data collected for Congress, the IBMS is the Data Controller and Step Exhibitions and Jonas are Data Processors within the Data Sharing Agreements.
Congress attendee definition
The IBMS defines its Congress customers as follows
- Congress delegates and exhibition visitors
- Congress exhibitors
- Conference delegates
- Other individuals with whom the Institute maintains business relationships or communications in relation to Congress
Types of information gathered
There are three types of information collected from Congress attendees’. The definitions and treatments of these types are as follows:
Payment information gathered during the registration process - including but not limited to, credit card numbers, financial institutions, CVV number and expiration dates - is considered financial. This information is not shared under any circumstance, other than to make an attendee authorised transaction with the card payment agencies World Pay or Sage Pay.
Data that attendees’ provide to the IBMS in relation to Congress is considered professional information.
Professional information includes, but is not limited to, name, address, company/employer name, company/employer address, phone number, fax number, email address, IBMS membership number, age, specialist areas of interest as well as questions answered on Congress survey or Congress registration forms or during the online Congress bookings process.
Some information is collected through cookies, such as the IP address of your computer, that allow interactive features of the service to be provided and which enable the presentation of information and services to be provided in the most efficient manner to individuals.
Anyone attending a Congress exhibitor ion hosted seminars may have their delegate/visitor badge scanned and, through such attendance and scanning, will have provided consent to share their contact details with the seminar host/exhibitor company and to being contacted by the seminar host/exhibitor company and/or speaker in relation to such session. Similarly, anyone who agrees to have their visitor badge scanned at an exhibitor company’s stand is will have provided consent to their contact details being shared with the exhibitor company. The data provided to a seminar host/exhibitor company and/or speaker will be subject to the third party recipients own data protection compliance arrangements, including privacy policies and the IBMS does not accept any responsibility for these policies or how your data may be used by such third party.
The Congress website and Congress booking portal may contain links to other third party websites. Please note that these websites have their own privacy policies and the IBMS does not accept any responsibility for these policies or how your data may be used by such third party. Users should check with the privacy policies of these websites for further information.
Data on attendees at Congress is shared under controlled agreements between the IBMS, Step Exhibitions and Jonas Event Technology.
The section on third parties, provided in this notice, indicates how you consent to personal contact data being shared with Congress exhibitors or their speakers that host seminars or exhibitors whose stand you may visit. If you subsequently decide that you do not wish to be contacted by the exhibitor, or their seminar speaker, you will need to contact the exhibitor to request cessation of such communication.
By using the services provided by the IBMS, including the website, you are consenting to the use of information provided in the manner indicated in this Notice. If you do not accept any of the terms in this Privacy Notice, you must inform the Data Manager immediately via the contact details shown on the IBMS website or emailing [email protected].
Individuals also have the legal right to have inaccurate personal data rectified and to the erasure of personal data. For data in respect to the Congress event that requires rectification or erasure the contact is the Congress office on 01892 779990 or email [email protected].
If an individual is unable to resolve a rectification or erasure enquiry with the IBMS supplier, they should contact the Data Manager at the IBMS registered postal address or [email protected].
If the IBMS is unable to resolve the query satisfactorily or if an individual has concerns about how their personal data is dealt with by the IBMS, they can contact the Information Commissioner’s Office. Contact details are available at https://ico.org.uk/.
The attendee data for Congress is held and maintained for the IBMS by contract with Step Exhibitions and Jonas Event Technology. The collection and use of data is covered by a strict data sharing agreement which covers the practical security arrangements that are required by the contractor.
Attendee data is kept on record for six years to deal with any subsequent Congress event queries and to help plan for future Congresses.
Changes to Privacy Notice
Internet and data privacy best practice are developing. The IBMS therefore reserves the right to revise this Notice in future. The most up to date version of the Congress Privacy Notice will be shown on the Congress attendee bookings portal and users of this service should regularly check to make sure that they are aware of the latest version.