1. Information We Collect
When you register for any course, training, seminar, workshop, or educational event organized by us, we collect and process the following categories of personal data:
- Contact Information: First name, last name, email address, phone number, city, and country.
- Professional Information: Profession, specialty, and your institution, clinic, or practice.
- Verification Documents: Uploaded files (PDFs, JPGs, JPEGs) proving student/resident status or partner association membership, required to validate preferential registration rates.
- Billing and Financial Information: Billing type (Individual or Company), company name, VAT number, trade registry number, registered office address, and billing contact person/email.
- Consents & Preferences: Media creation consent (photo/video), marketing preferences, and any specific requests or dietary/access requirements provided voluntarily in the comments section.
2. Legal Basis and Purposes of Processing
We process your data based on the following legal grounds under the GDPR:
- Performance of a Contract / Pre-contractual Steps: To process your registration request, manage your participation in the chosen Event, and issue the relevant financial estimates and final fiscal invoices.
- Legal Obligation: To comply with financial and tax regulations regarding corporate or individual invoicing.
- Consent: For processing uploaded verification files, capturing media (photos/videos) during the event, and sending future marketing communications. You may withdraw your consent for marketing or media at any time.
3. How Long We Store Your Data
- Registration & Billing Data: Retained for the period required by local tax and accounting laws (typically up to 10 years after the fiscal year ends).
- Verification Files: Uploaded proofs (student status or membership) are reviewed solely for discount validation and are securely deleted from our active databases shortly after validation and invoicing.
- Marketing Data: Retained until you choose to unsubscribe or withdraw your consent.
4. Data Sharing and Third Parties
Your data is kept confidential and is only shared with trusted third parties strictly necessary to deliver our services:
- Cloud infrastructure providers and secure email servers that host our registration forms.
- Our accounting software and professional financial advisors for invoicing purposes.
- We do not sell, rent, or lease your personal data to third parties.
5. Your Rights Under GDPR
As a data subject, you hold the following rights regarding your personal information:
- The right to access, update, or correct your personal data.
- The right to request the erasure of your data (where legal retention obligations do not apply).
- The right to withdraw consent at any time for optional processing (marketing and media).
- The right to data portability.
To exercise any of these rights, or if you have any questions regarding your privacy, please contact our Data Protection team directly at contact@orthoface.global.