1. Data Controller
Organizing Committee of the First African Buiatrics Congress
Email: info@abc2027namibia.com
Phone: +43 664 148 3787
(hereinafter “we”, “us” or “the Organizer”)
2. Scope
This Privacy Statement explains how we collect, use, store, and protect personal data in connection with:
- Conference registration and participation
- Submission, review and publication of original papers/abstracts
- Related communication and event management
3. Categories of Personal Data We Collect
Participants / Attendees
- Identification and contact data (name, title, affiliation, email, phone, postal address)
- Registration and payment data
- Dietary requirements (special category / sensitive data under Art. 9 GDPR)
- Accessibility needs (special category data only with explicit consent)
- Photographs / video recordings taken at the event (if applicable)
- Technical data (IP address, browser type) when using the conference website or submission system
Authors / Presenters
All of the above, plus:
- Authorship details (names, affiliations, ORCID, corresponding author contact)
- Submitted manuscripts, abstracts, supplementary materials and metadata
- Review-related correspondence
4. Purposes and Legal Bases (GDPR Art. 6 and Art. 9)
We process personal data for the following purposes:
| Purpose | Legal Basis |
|---|---|
| Conference registration & management | Contract (Art. 6(1)(b)) |
| Communication about the event | Contract / Legitimate interest (Art. 6(1)(f)) |
| Paper submission, peer review & publication | Contract / Legitimate interest |
| Invoicing and accounting | Legal obligation (Art. 6(1)(c)) |
| Statistical analysis & reporting | Legitimate interest |
| Photographs / recordings | Consent (Art. 6(1)(a)) or Legitimate interest |
| Dietary requirements | Explicit consent (Art. 9(2)(a)) |
| Other special category data (e.g. accessibility needs) | Explicit consent (Art. 9(2)(a)) |
5. Recipients of Personal Data
We may share data with:
- Conference management / abstract submission platforms vetconferences.eu acting as processors
- Peer reviewers (only necessary author information and manuscript content)
- Publishers or proceedings partners (if papers are published)
- Payment processors
- Conference catering agency (dietary requirements only, solely for the purpose of meal planning and service)
- Venue providers (limited data)
- Competent authorities when legally required
6. International Transfers
If data is transferred outside the European Economic Area, we ensure appropriate safeguards (Standard Contractual Clauses, adequacy decisions, or other lawful mechanisms).
7. Retention Periods
- Registration and participation data: up to 7 years after the conference (or longer if required for legal/accounting reasons)
- Dietary requirements: retained only until the end of the conference (or shortly thereafter for any follow-up) and then securely deleted
- Submitted papers and related metadata: retained as long as necessary for publication, archival and scientific integrity purposes (typically permanent for published works)
- Review correspondence: 3 years after the review process ends
- Consent-based data (photos, marketing): until consent is withdrawn or the purpose is fulfilled
8. Your Rights under the GDPR
You have the right to:
- Access your personal data
- Rectification of inaccurate data
- Erasure (“right to be forgotten”) where applicable
- Restriction of processing
- Data portability
- Object to processing based on legitimate interests
- Withdraw consent at any time (without affecting prior lawful processing)
- Lodge a complaint with a supervisory authority
9. Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration or disclosure. Special category data (including dietary requirements) is subject to enhanced protection measures.
10. Updates
We may update this Privacy Statement from time to time. The current version will always be available on the conference website.
Contact
For any privacy-related questions:
Organizing Committee
Email: privacy@abc2027namibia.com