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Data Protection Policy

The privacy statement of the ESOP is based on the terminology used by the European legislature and legislature in adopting the EU General Data Protection Regulation.

Based on this privacy statement, we would like to inform you and explain how we work with your personal data and how we protect it. For the protection of your personal data, we have implemented numerous technical organizational measures to ensure the best possible protection of your data. Nevertheless, Internet-based data transmissions can in principle have security gaps so that absolute protection can not be guaranteed. The use of our website is possible in principle without any indication of personal data. However, if you wish to avail yourself of a service, processing of personal data may be necessary. This occurs, for example, when you send us an e-mail.

The processing of your personal data, such as your name, address, e-mail address or telephone number, is always in accordance with the country-specific privacy policy.

We point out that our website contains further links to external websites, whereby we have no influence on the processing of data on these external websites.

Name and contact details of the responsible entity:

European Society of Oncology Pharmacy (ESOP)
c/o Hôpital Kirchberg, Pharmacy
9, Rue Edward Steichen
L-2540 Luxembourg
Phone:       +49 40 466 5000
Fax:              +49 40 466 500 300
Email:         membershipservice[at]esop.li

Supervisory authority:

Commission nationale pour la protection des données
1, avenue du Rock’n’Roll
L-4361 Esch-sur-Alzette
Tel.: (+352) 26 10 60-1
Web: https://cnpd.public.lu/en.html

The information below concerns the visit to our website. When visiting our website, no data will be disclosed to third parties.

Registration, abstract submission & additional bookings
A registration and/or abstract submission to ECOP5 is not possible without collecting, saving and processing your personal data. This is solely for the purpose of organising and realising the event. Your data will only be passed on to third parties, who are directly involved in running the event and when the organisational process makes it necessary – in accordance with your bookings (organising society etc.).

By registering to attend ECOP5, you grant permission to the ConEvent GmbH as well as the organising society (ESOP) to use photos/films taken from you respectively your company presence by our official photographer (team) onsite during the meeting for marketing purposes (event reporting, promotion of follow-up events & self-marketing) for an indefinite period of time. If you do not want to have any photos/films taken of you published, you may contact us at any time: membershipservice[at]esop.li.

Purposes of Processing
Depending on the participant status and the bookings of the data subject (see Booking Overview E-Mail), the data are processed for one or more of the purposes listed below.

Processing Purpose Data Categories
Participant Management
(Registration, Additional
contact data
address data/invoice data
registration data
additional bookings
travel data (if necessary)
passport data (if necessary)
special requirements (sensitive
Scientific Management &

contact data
date of birth (if necessary)
date of graduation (if necessary)
lecture data (speaker, topic, title)
Industry Management
(Exhibition & Sponsoring)
contact data
company data
General Organisation /
name & city/country
institution/organisation (if
specialisation (if necessary)
lecture data (speaker, topic, title)
General Organisation /
contact data
registration data
additional bookings
bank data (if necessary)
credit card data (if necessary)  
Marketing & Development name
contact data
statistical data (ONLY anonymised)  

Data Storage Period
All necessary data are stored for 7 years, to meet the retention period according to the Austrian VAT Act 1994 (Umsatzsteuergesetz 1994). The invoice data will be stored for 11 years (retention period for invoices)

All other data are stored for 3 years and to permit post-event support and service (i.e. belated participation confirmations and invitation for following events).
Upon revocation of the person concerned, their data will be deleted immediately.

Right to withdraw consent acc. Art. 7 EU-DSGVO
Each person has the right to withdraw his/her given consent(s) at any time. The withdrawal of the consent does not affect the legality of the processing carried out based on the declaration of consent until the withdrawal.

Processing of your data by European Society of Human Genetics (ESHG)
Your personal data (comprising name, contact data, address data, organization/institute & registration category), collected by the ConEvent GmbH will be passed on to ESOP. The named society has permission to process your personal data and to contact you directly for own purposes incl. society newsletters, promotion of topic-related events, information about activities of the society (eg: membership etc.) and the evaluation and further development of the current event, as well as its future editions.

This declaration of consent is queried within the online registration and the registration form.

Right to lodge a complaint with a supervisory authority acc. Art. 77 EU-DSGVO
Every data subject shall have the right to lodge a complaint with a supervisory authority, if the data subject considers that the processing of personal data relating to him/her infringes to the EU-GDPR.

If in your opinion the data proceeding would be contrary to the data processing law or to your data protection high demands, you may complain to the German data protection authority.


Processing data of the data subject (scientific comitee/ speaker etc) to develop the programme as well as the organisation and implementation of the above-mentioned event, future and topic-related events.

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

Accreditation & Adherence to national and international compliance regulations:
Processing data of the data subject in order to organise the accreditation of the scientific programme and to adhere to national and international compliance regulations in the field of medical events.

Concerns the following categories: organising society, scientific comitee, speaker & chairs, abstract presenters, industry.

‘personal data’ means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person;

‘processing’ means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction;

‘restriction of processing’ means the marking of stored personal data with the aim of limiting their processing in the future;

‘processor’ means a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller;

1‘recipient’ means a natural or legal person, public authority, agency or another body, to which the personal data are disclosed, whether a third party or not.
2However, public authorities which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients; the processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing;

‘controller’ means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law;

‘third party’ means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data;

Collection of general data and information
When you visit our website, data is collected from you and stored in so-called “server log files”. In the following, various data are logged:

The visited website
Time and date of access to our website
The browser type and version
The transmitted amount of data
Report if the access / retrieval of our website was successful

Used IP address
These data are only evaluated to ensure and improve the offer and then deleted. A different use of your data or a transfer to third parties does not take place.