Privacy Policy

At Slidecrew, we take the privacy and security of your personal data very seriously. This Privacy Policy outlines how we collect, use, share, and protect your information in accordance with the EU General Data Protection Regulation (GDPR) and the Data Pro Code. By using our (web-)applications and services, you agree to the terms of this policy.

Effective Date: 2 April 2024

1. Data Collection

We collect and process the following types of personal data:

  • Contact Information: Name, email address, phone number, and other contact details.
  • Professional Information: Job title, organisation, city, country, profile picture and other relevant professional details.
  • Event-Related Information: Information related to events, sessions, presentations, and speaker details.
  • Email Interaction Data: Information about whether our emails were opened and clicked.
  • Upload Files: Presentation files and related content uploaded by speakers moderators and E poster submitters.
  • Technical Data: IP address, browser type, operating system, and other technical information collected via cookies and similar technologies.

2. How we use your data

We process personal data for the following purposes:

  • Event Management: manage event schedules, speaker details, and presentation files.
  • Communication: send emails regarding event updates, reminders, and other relevant information.
  • Service Provision: provide and manage our services, including event management, presentation file management, and communication.
  • Communication: send updates, notifications, and other information related to our services and events.
  • Analytics: analyze and improve our services, enhance user experience, and ensure the security of our platform.
  • Security: protect our services and prevent unauthorized access.

3. Data Security

We implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk, including:

  • Pseudonymization and Encryption: Personal data is pseudonymized and encrypted where necessary.
  • Contract: When the processing is necessary for the performance of a contract with you.
  • Confidentiality, Integrity, and Availability: We ensure the ongoing confidentiality, integrity, availability, and resilience of processing systems and services.
  • Incident Response: We have procedures in place to restore the availability and access to personal data, in a timely manner, in the event of a physical or technical incident.

The system is NOT intended for the use of personal data classified as “sensitive personal data”, because of its security level. (For example, non-anonymised patient data is not allowed on the Slidecrew platform).

4. Data Retention

We retain personal data only as long as necessary for the purposes for which it was collected or as required by law. After the end of the service agreement, personal data will be deleted within three months unless a different retention period has been agreed upon.

5. Your Rights

You have the following rights regarding your personal data:

  • Access: The right to access your personal data and receive information about its processing.
  • Rectification: The right to request correction of inaccurate or incomplete personal data.
  • Erasure: The right to request deletion of your files and personal data under certain conditions.
  • Restriction: The right to request restriction of processing of your personal data.
  • Portability: The right to receive your personal data in a structured, commonly used, and machine-readable format
  • Objection: The right to object to the processing of your personal data in certain circumstances.
  • Withdrawal of Consent: The right to withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

6. Data Sharing and Disclosure

We do not sell or rent your personal data to third parties. We may share your information with:

  • Conference Organisers, AV Companies, and Event Locations: Relevant to the event to ensure smooth operation and management.
  • Service Providers: Third-party service providers who assist us in operating our business and providing our services.
  • Legal Authorities: If required by law or in response to valid requests by public authorities.

7. Data Breach

In the event of a data breach, we will notify the affected data subjects and the relevant supervisory authority within 72 hours, providing:

  • A description of the incident, including the nature of the breach and the categories and approximate number of affected data subjects and records.
  • Contact information for further inquiries.
  • Potential consequences and recommended measures to mitigate adverse effects.

8. International Data Transfers

Your personal data may be transferred to and processed in countries outside the European Economic Area (EEA). We ensure that such transfers are GDPR compliant and that adequate safeguards are in place to protect your data.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and store certain information when you use our services. Cookies help us provide a better user experience through:

  • Essential Cookies: Necessary for the operation of our website and services.
  • Analytical Cookies: Used to analyze how users interact with our website, helping us improve functionality and user experience.
  • Functional Cookies: Remember your preferences and settings to enhance your experience.
  • Marketing Cookies: Tracking your online activity to help deliver more relevant advertisements or communications.

In addition to cookies, our applications log various activities to ensure the smooth operation and security of our services, including:

  • Opening and Closing of Files: Tracking when files are accessed or closed to ensure data integrity and user accountability.
  • Uploading and Modifications of Presentation Files: Monitoring file uploads and changes to maintain version control and data accuracy.
  • Deletion of Presentation Files: Logging when files are deleted to provide a record of data removal and to prevent accidental loss.
  • Clicks in Presentations: Tracking user interactions within presentations to understand engagement and improve user experience.
  • Speaking and Timer Information: Recording speaking times and other timer-related information to manage session schedules effectively.
  • Messages Sent Between Organizers, Staff, and Moderators: Logging communications within the applications to ensure smooth coordination and support among event participants.

Managing Cookies and Logs

You can manage your cookie preferences through your browser settings. Most web browsers allow you to control cookies through their settings. However, if you choose to disable cookies, some features of our website may not function properly.

Our logs are an integral part of our application’s functionality and are essential for providing our services. These logs are securely stored and access to them is restricted to authorized personnel only. We maintain strict protocols to ensure the confidentiality and integrity of logged data.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date.

11. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us using the contact form.

To exercise your rights, please contact our Data Protection Officer by using this form or sending an email.

12. Complaints

If you believe that we have not complied with your data protection rights, you have the right to lodge a complaint with a supervisory authority in your country of residence.
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