The Event = Variant Effect Prediction Training Course, 28 September to 1 October 2025, Hotel Vila Galé, Porto, Portugal

PRIVACY POLICY

At the Human Genome Organisation and Meeting Makers, we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the General Data Protection Regulation (GDPR) and applicable privacy laws.

1. Information We Collect

For the purpose of registration to this event, we receive, collect, and store any information you enter on our website or provide us in any other way. This includes but is not limited to:

Personal Information: Name, email address, phone number, address, and other identifiable details.

Account Information: Login details, password, communications, and other registration data.

Payment Information: Payment details, transaction history, billing details.

Event Data: Abstract submissions, conference selections, feedback, and other event-related information.

Technical Data: IP address, browser type, operating system, and information on how you interact with our website (via cookies and analytics).

2. Website analytics

To improve your experience on our site, we use cookies. Cookies are small text files placed on your device to enhance functionality and personalise your browsing experience. You can control cookie preferences through your browser settings, but please note that blocking cookies may affect your ability to use certain features of the site.

We may (but not always) also use Google Analytics to analyse website traffic and user behaviour. Google Analytics collects data such as your IP address, which is anonymised and used solely for traffic analysis. You can opt out of Google Analytics through the Google Analytics opt-out tool or by disabling cookies.

Additionally, our site may contain links to third-party websites. We are not responsible for the privacy practices of those websites, and we encourage you to read their privacy policies.

3. How We Use Your Information

A registration and/or abstract submission to this event is not possible without collecting, saving and processing your personal data. This is solely for the purpose of organising and realising the event. We collect personal and non-personal information for the following purposes:

To process your registration and manage your participation in the event.
To process your abstract submission to the event.
To communicate with you about event details, updates, or changes.
To improve our services and website user experience.
To send marketing and promotional materials about future related events.
To comply with legal obligations and maintain event records.

4. Data Sharing and Third-Party Providers

The recipients only receive the data they require, not your full data record. Your data will only be forwarded when the organisational process makes it necessary – in accordance with your bookings – and when a legal basis exists. We may share your data with the following parties as necessary for the purpose of organising and conducting the event:

Organisers and Event Staff: The organising committee, abstract reviewers, and event personnel.

Exhibitors: If you have consented, we may share your name and contact details with event exhibitors.

Name Badge Printers: EziTag Systems, 4 Arctic Ct, Keysborough VIC 3173, Australia: for the purpose of printing a delegate name badge.

Mailing Providers: For marketing and event communications, we use services like Mailchimp, which is compliant with the EU-U.S. Privacy Shield Framework.

Your data will not be sold to third parties. We only share your data with those who are directly involved in event organisation or in compliance with legal requirements.

5. Data Storage and Retention

We retain your data for the duration necessary to fulfill the purposes outlined in this Privacy Policy or as required by law. For example:

Registration and contact data are stored for 7 years to comply with Australian tax laws and allow for post-event support (e.g., participation confirmations and presentation certificates).

Data related to recurring events are stored for at least 7 years after the event series concludes.

If you request to have your data deleted or withdrawn from event communications, we will promptly honour this request and remove your data from our records.

6. Description of Other Purposes

Use of data - Legitimate Interests of the Controller.

(a) Advertising/Marketing: Processing data of the data subject to inform them about the event, as well as future and topic-related events.

(b) Development: Processing data of the data subject to develop the program as well as the organisation and implementation of the above-mentioned event, future and topic-related events.

(c) Publication of the program: Processing data of the data subject for the promotion and publication of the event program via various communication channels (including website and print media).
Concerns the following data subject categories: speaker & chairs, abstract presenters, industry.

7. Data Security

We take data security seriously and implement appropriate technical and organisational measures to protect your personal information. Our website is hosted by Events (iVvy.com.au) platform. iVvy Events provides us with the online platform that allows us to register you to our events and sell our products and services to you. Your data may be stored through iVvy.com.au’s data storage, databases and the general iVvy.com.au applications. They store your data on secure servers behind a firewall, which adhere to stringent data protection standards, including:

PCI Compliance: Ensures secure payment processing. iVvy has achieved level 1 compliance with third party auditors, confirming they meet the strictest security requirements.

ISO 27001 Certification: Ensures robust information security practices.

Data Storage: Data is stored securely in data centres located in Australia, with access strictly controlled.

8. Payment Processing Online

Payment processing is handled securely by third-party providers (e.g., SecurePay, PayPal), who also comply with privacy and security standards.

All direct credit card payment gateways offered by us via the Data Processor iVvy and used by our company are managed directly through SecurePay Australia and PayPal Australia Pty Ltd. SecurePay Australia and PayPal Australia Pty Ltd's Privacy and security policies apply to your data. We do not receive or know your credit card details.

9. Payment Processing Offline:

All offline credit card payments are managed by Meeting Makers Pty Ltd and processed via SecurePay Australia. Your data is kept secure and destroyed once the payment has been made. If you make a bank transfer to us, we do not know the details of your account, we only receive a notice that payment was made by our bank.

10. Contact with You

We may contact you to notify you regarding your registration, to troubleshoot problems with your registration, to resolve a dispute, to collect fees or monies owed, to poll your opinions through surveys or questionnaires, to send updates about our event, or as otherwise necessary to contact you to enforce our User Agreement, applicable national laws, and any agreement we may have with you. For these purposes we may contact you via email and postal mail.

11. Right To Be Forgotten

If you don’t want us to process your data anymore, please contact us at info [at] meeting-makers.com or send us mail to: Meeting Makers Pty Ltd, PO Box 7102, Beaumaris VIC 3193, Australia.

We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it.

If you would like to: access, correct, amend or delete any personal information we have about you, you are invited to contact us at: info [at] meeting-makers.com or send us mail to: Meeting Makers Pty Ltd, PO Box 7102, Beaumaris VIC 3193, Australia.

Data Processing Details

Data Controller Contact:

Ms Rania Horaitis, PO Box 7102, Beaumaris, VIC 3193, Australia, Email: rania [at] meeting-makers.com

Nominated Data Protection Officer:

Ms Rania Horaitis, PO Box 7102, Beaumaris, VIC 3193, Australia, Email: rania [at] meeting-makers.com

Data Processor:

iVvy Event Management Software (https://www.ivvy.com.au/events/management-software/), P.O. Box 5258, Robina Town Centre, Queensland Australia 4230

12. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically. If we make significant changes, we will notify you via email or through a notice on our website.