Privacy Statement

Privacy Statement / GDPR Notice for 1st African Buiatrics Congress

1. Data Controller
Organizing Committee of the First African Buiatrics Congress
info@abc2027namibia.com
+436641483787

(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

All processors are bound by data-processing agreements that meet GDPR requirements. Dietary requirements (sensitive data) are shared only with the catering agency under a strict data-processing agreement and are limited to what is necessary for providing appropriate meals.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 [X] 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: [X] 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

To exercise these rights, contact us at: [privacy@conference-domain.org (mailto:privacy@conference-domain.org)]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