Privacy Policy

1. Information We Collect

Depending on your relationship with us and the Services you use, we may collect:

• Contact and account information, such as your name, email address, telephone number, address, country, organisation, job title, preferred language, profile photograph and account or authentication information;
• Congress registration and participation information, such as registration category, professional and educational background, professional status, membership, attendance, accreditation, interests, networking preferences and event schedule;
• Speaker and abstract information, such as biographies, photographs, affiliations, abstracts, presentations, author information and other scientific or educational content;
• Sponsor, exhibitor and business information, such as company, contact, contractual, billing and participation details;
• Travel and accommodation information, including information required for accommodation, travel, visa or grant support where applicable;
• Accessibility and dietary information where required to support your participation;
• Payment and financial information, such as billing and transaction details and, where applicable, bank account, IBAN and SWIFT/BIC details. Card payments may be processed by third-party payment providers;
• Communications, such as emails, enquiries, surveys, feedback and other correspondence with us;
• Photography and recordings, including photographs, video and audio recorded during events; and
• Technical and usage information, such as IP address, general location, browser, operating system, device information, website, platform or email engagement activity, technical logs, cookies and similar technologies.

We may collect this information directly from you; from the event organiser; from your employer or organisation; from authorised service providers; from professional or publicly available sources; or through your interaction with our Services.

Where you provide accessibility or dietary information, we collect it with your explicit consent, given at the point you submit it, and use it solely to accommodate your participation.

2. How and Why We Use Your Information

We use personal data to provide and manage our Services. This includes:

• organising, managing, promoting and delivering events;
• processing registrations, payments, attendance and accreditation;
• managing abstracts, presentations, speakers and scientific or educational programmes;
• managing sponsors, exhibitors and other event partners;
• coordinating accommodation, travel, grants or visa support where applicable;
• providing access to event websites, applications and platforms;
• authenticating users and managing accounts;
• providing customer service and technical support;
• sending operational and event-related communications;
• analysing participation, engagement and event performance;
• improving and developing our Services and user experience;
• conducting appropriate marketing and promotional activities;
• maintaining relationships with clients, suppliers and business contacts;
• maintaining security and preventing fraud, misuse or unlawful activity;
• complying with legal, regulatory, accounting and contractual obligations; and
• establishing, exercising or defending legal claims.

Legal Basis for Processing

Where the EU General Data Protection Regulation (“GDPR”), UK GDPR or similar legislation applies, we process personal data on an appropriate legal basis, including:

• performance of a contract, where processing is necessary to provide requested Services;
• legitimate interests, including operating and improving our Services, maintaining professional relationships, ensuring security and carrying out appropriate event and business communications;
• consent, where required, including for certain marketing activities, optional cookies or particular categories of personal data; and
• legal obligations, where processing is necessary to comply with applicable law.

Where processing is based on consent, you may withdraw your consent at any time without affecting processing carried out before withdrawal.

3. Communications, Marketing and Event Participation

Event Communications

If you register for, submit an abstract to, speak at or otherwise participate in an event, we may send communications necessary for your participation, including registration confirmations, payment information, programme updates, abstract or speaker communications, accommodation information, schedule changes, access instructions and other operational information.

These communications are separate from promotional communications.

Marketing Communications

Where permitted by law, Corvian or the event organiser may communicate with you about future editions of the event, related educational initiatives or other relevant activities associated with the event or event organiser.

Where consent is required, we will obtain it through an appropriate opt-in mechanism.

You may unsubscribe from promotional emails at any time using the unsubscribe link provided or by contacting us. This will not prevent us from sending communications necessary for an event or Service in which you are participating.

Event Participation and Networking

Certain events may include participant directories, networking tools, applications, discussion forums or similar features. Information such as your name, country, organisation, professional position or profile information may be visible to other registered participants depending on the features of the event.

Information you voluntarily post in public or shared areas may be accessible to others. Any subsequent use by independent third parties may be outside Corvian's control.

Photography and Recordings

Photography, video recording, audio recording or livestreaming may take place during events. This may include speakers, attendees, sponsors, exhibitors, presentations, audience views, group photographs and general event footage.

Subject to applicable law, this material may be used publicly by Corvian and/or the event organiser for event documentation, educational, marketing and promotional purposes, including on websites, applications, social media, publications and other promotional materials, and in connection with future events.

4. How We Share Personal Data

We may share personal data where necessary to provide our Services or for the other purposes described in this Privacy Policy.

Event Organisers

Where we manage an event for or together with the event organiser, relevant personal data may be shared with that organisation and its authorised representatives.

Depending on the relevant contractual arrangements and the nature of the processing, Corvian and the event organiser may each act as independent data controllers in relation to personal data processed for an event, with each party responsible for the personal data it processes for its own purposes. In certain circumstances, where Corvian processes personal data solely on behalf of an event organiser and in accordance with its instructions, Corvian may act as a data processor and the event organiser as the data controller. The respective roles and responsibilities of the parties will be determined in accordance with applicable data protection law and the relevant contractual arrangements.

Service Providers

Depending on the event and the services provided, Corvian may use third-party event technology platforms, including EventsAir for registration, sponsorship and exhibitor management and related event administration, and Oxford Abstracts for abstract submission and management. Personal data submitted through these platforms is processed and may be stored within the relevant provider's systems in accordance with applicable contractual and data protection requirements.

These providers may access personal data only where necessary for their role and are subject to appropriate contractual, confidentiality and data protection requirements where applicable.

Sponsors and Exhibitors

We do not automatically provide your personal contact information to sponsors or exhibitors simply because you attend an event.

Information may be provided where you choose to interact with them, for example by allowing your badge to be scanned, requesting information, participating in an activity or otherwise consenting to the interaction. The sponsor or exhibitor may then process that information under its own privacy practices.

Legal Requirements and Protection of Rights

We may disclose personal data where required by law, regulation, court order or a competent authority. We may also disclose information where reasonably necessary to investigate or prevent unlawful activity or fraud, establish or defend legal claims, protect our Services, or protect the rights, property or safety of Corvian, our clients, participants or others.

We may also share information where you have explicitly authorised us to do so.

We do not sell personal data.

5. International Transfers, Retention and Security

International Transfers

Corvian operates internationally and works with clients, participants and service providers in different countries. Personal data may therefore be stored, accessed or processed outside the country in which it was collected.

Privacy laws vary between countries. Where personal data is transferred internationally, we take appropriate measures to ensure that it remains protected and use legally recognised safeguards where required under applicable data protection laws.

Data Retention

We retain personal data only for as long as reasonably necessary to provide our Services, maintain relevant records, comply with legal, accounting, tax, regulatory or contractual obligations, resolve disputes, and establish or defend legal claims.

Retention periods may vary depending on the type of personal data and the purpose for which it is processed. For example, registration and participation records may be retained for event administration and record-keeping purposes; financial and transaction records may be retained for applicable accounting, tax and legal requirements; visa, passport or identification information will be retained only for as long as necessary for the relevant travel or visa-related purpose; accessibility and dietary information will not be retained longer than necessary to support participation in the relevant event; and marketing information may be retained until consent is withdrawn, the individual unsubscribes or otherwise objects to the processing, subject to any records necessary to respect that preference.

When personal data is no longer required, we will delete, anonymise or securely restrict access to it in accordance with applicable requirements.

Data Security

We implement appropriate technical and organisational measures (encrypted storage and transfer, restricted access controls) to protect personal data against unauthorised access, use, disclosure, alteration, loss or destruction.

While we take reasonable steps to safeguard personal data, no electronic transmission or storage system can be guaranteed to be completely secure.

6. Cookies and Analytics

Our websites use cookies and similar technologies for functionality, analytics and to improve our Services. Where required, we obtain consent before using non-essential cookies.

For more information about the cookies we use and how to manage your preferences, please see our Cookie Policy.

7. Your Privacy Rights

Depending on applicable law and the circumstances, you may have the right to:

• request confirmation as to whether we process your personal data and obtain access to that data;
• request correction of inaccurate or incomplete personal data;
• request deletion of your personal data where applicable;
• request restriction of the processing of your personal data;
• object to certain processing, including processing based on legitimate interests;
• object at any time to the use of your personal data for direct marketing;
• request portability of certain personal data;
• withdraw your consent at any time where processing is based on consent; and
• lodge a complaint with the relevant data protection supervisory authority.

These rights may be subject to applicable legal conditions and exemptions. Withdrawing consent does not affect the lawfulness of processing carried out before consent was withdrawn. We may request information reasonably necessary to verify your identity before responding to a request.

8. Additional Information and Contact Details

Third-Party Websites

Our Services may contain links to third-party websites or services. Corvian is not responsible for their privacy practices, and we encourage you to review their privacy policies before providing personal data.

Children

Our Services and events are primarily intended for professional and adult audiences. We do not knowingly collect personal data from children under 16 unless an appropriate lawful basis exists for a specific event or activity.

Changes to this Privacy Policy

Any updates to this Privacy Policy will be reflected on this page, with the effective date shown at the top.

EU Representative

Pursuant to Article 27 of the General Data Protection Regulation (GDPR), Corvian Global has appointed European Data Protection Office (EDPO) as its GDPR Representative in the EU. You can contact EDPO regarding matters pertaining to the GDPR:

• Online – EDPO's online request form: https://edpo.com/gdpr-data-request/
• By post – write to EDPO at Avenue Huart Hamoir 71, 1030 Brussels, Belgium

Contact Us

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about how we process your personal data, please contact:

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection.  ICO Registration Number: ZC230991