Tech 4 Health

Data protection

QUINZE MAI Corporation (SASU with a capital of 3,070,884.00 Euros - RCS NANTERRE 302 382 858 - 1, rue Augustine Variot - 92240 MALAKOFF) hereinafter referred to as "QUINZE MAI". 
QUINZE MAI is particularly concerned with respecting the privacy of individuals and ensures that their personal data is processed in accordance with best practices in confidentiality and the applicable legislation on personal data protection, particularly the General Data Protection Regulation No. 2016/679 (hereinafter "GDPR") and the law No. 78-17 of January 6, 1978, on data processing, files, and freedoms in its latest version in force (hereinafter "Data Processing & Liberties Law"). This Personal Data Processing Information Notice (hereinafter the "Notice") aims to communicate the commitments made by QUINZE MAI for the protection of processed personal data and to inform you about the processes carried out by QUINZE MAI regarding individuals registering for the event (hereinafter "you") and their rights in this regard.

WHAT IS THE ROLE OF QUINZE MAI? 
As a reminder, the GDPR and the Data Processing & Liberties Law define: 
  •  The data controller as the person who determines the means and purposes of the processing,
  • The data processor as the person who processes personal data on behalf of the controller,
  • Joint controllers as two or more controllers who jointly determine the purposes and means of processing.
In the context of processing collected personal data, QUINZE MAI acts as a data controller. 

WHAT PERSONAL DATA IS PROCESSED BY QUINZE MAI, AND FOR WHAT PURPOSES? 
QUINZE MAI processes or may process the following categories of personal data: 
  • Personal identification data: title, name, first name, email address, telephone number; 
  • Data related to professional life: employer's corporate name, professional postal address, type of structure, sector of activity, function, service, city, postal code, country, involvement in the purchasing process, objective as part of event participation, and all data requested in the registration form; 
  • Event-related personal data: date and time of participation, information collected during the scan of the visitor badge by the organizer or exhibitor, in particular, at stands, animation zones, and speech areas visited; 
  • Data from opinions and contributions about the event. 
This personal data is processed by QUINZE MAI to pursue the following purposes:
  • Management and monitoring of the visitor relationship during the event (legal basis: pre-contractual or contractual execution – General Conditions of Use); 
  • Business prospecting among professionals, communication of personalized content based on professional activity or profile via newsletters, satisfaction surveys (legal basis: legitimate interest).
  • Prevention of fraud or implementation of network and information security of our computer systems (legal basis: legitimate interest).
  • Statistical analysis and improvement of event services (legal basis: legitimate interest). 

QUINZE MAI may be required to capture your image and/or voice on photo, audio, or video media during the event. Recordings can be made and published including on social networks according to our legitimate interest. If you do not wish to appear, you can turn off your camera in case of a remote event, position yourself in the back of the room, not participate in group photos, not signal to the photographer/cameraman, etc., in case of an in-person event, or approach the photographer to ask them to delete the photo before it is transmitted to QUINZE MAI. In case of diffusion, you can object at any time under the conditions of exercising rights provided in this Notice and QUINZE MAI will delete the photo or blur it. 

WHAT IS THE LEGAL BASIS FOR COLLECTING PERSONAL DATA BY QUINZE MAI? 
  • The processing is necessary for the execution of a contract with you (adhesion to the General Conditions of Use to access the Salon; client relationship management); 
  • The processing is related to our legitimate interests (prospecting, fraud prevention or setting up network and information security of our computer systems, conducting statistical studies); 

DOES QUINZE MAI SHARE YOUR PERSONAL DATA? 
Internal recipients: your personal data may be processed by QUINZE MAI's internal staff who are bound by a confidentiality agreement. 
External recipients: your personal data may also be communicated by QUINZE MAI to the following categories of external recipients:  
Recipient Categories Purposes Legal Basis for Transfer
Administrative or judicial authorities Compliance with legal obligation or judicial procedure. Legal obligation
Accounting, legal, consulting firms (subcontractor) Accounting, legal, consulting services. Legitimate interest of QUINZE MAI
Event exhibitors (*) Information/prospecting/news emails between healthcare professionals. Legitimate interest of exhibitors
QUINZE MAI Information/news emails between healthcare professionals. Legitimate interest of QUINZE MAI
Nutrimedia/Hleads
 Directory of professional actors in the healthcare sector Legitimate interest of the partner
Inwink (subcontractor) Hosting of personal data for event registration. Contract execution (T&Cs)
OVH (subcontractor) Website hosting. Contract execution (T&Cs)
Taligentia (subcontractor) Storage and processing of personal data. Contract execution (T&Cs)
SPAT (subcontractor) Management of services Technical services for exhibitors. Contract execution (T&Cs)
Inwink (subcontractor) Provider in charge of managing the mobile app (including user account creation, networking, and sending notifications for the Congress or Expo) Contract execution (T&Cs)
Brevo (subcontractor) Emailing management tool Contract execution (T&Cs)
Dexsat (subcontractor) Badge production tool before and during the event. Contract execution (T&Cs)
(*) The list of exhibitors can be viewed on the event's website
QUINZE MAI draws your attention to the following point: 
During the Exhibition, when you visit an exhibitor's booth, participate in a presentation, or engage in an activity, you may present your badge to be scanned by the exhibitor. You then consent to the transfer of your personal data (title, name, first name, company, city, postal code, country, position, email, phone) to the exhibitor, so that they may send you their news.

You are informed that you may object at any time to the transmission of your data to exhibitors or partners under the conditions of exercising rights indicated in this Notice. To provide its products and services, QUINZE MAI may use providers located outside the European Union (subcontractors). If the transfer takes place to a third country where the legislation has not been recognized as providing an adequate level of personal data protection, QUINZE MAI ensures that necessary measures are implemented in accordance with the French Data Protection Act and GDPR.

HOW DOES QUINZE MAI PROTECT YOUR PERSONAL DATA? 
QUINZE MAI employs appropriate technical and organizational measures designed to protect the personal data processed. As the data controller, QUINZE MAI takes necessary steps to ensure the confidentiality and security of the processed personal data, in accordance with best practices on privacy and applicable personal data legislation.

In the event of an incident leading to the risks of alteration, disappearance, or unauthorized access to your data, QUINZE MAI commits to:
  • Assess the causes of the incident;
  • Take necessary measures to limit any negative effects and damage that may result from the incident;
  • Notify the incident to the competent authority and/or affected individuals as soon as possible when this meets a legal requirement.
Under no circumstances can the commitments defined above be considered as an acknowledgment of fault or liability for the occurrence of the incident.

HOW LONG DOES QUINZE MAI KEEP YOUR PERSONAL DATA?
Effective data deletion measures are implemented once the duration of retention or archiving required to achieve the determined or imposed purposes is reached. In any case, data is not kept beyond the time necessary to fulfill the obligations defined at the conclusion of the contract, or mandated by law.
Beyond this period, the data may be anonymized and retained for statistical purposes, notably in an aggregated form.
All data necessary to demonstrate our legal and contractual obligations are kept for a duration of five years after the Event, in a database dedicated to litigation management.
Accounting and billing data may be kept for 10 years according to applicable legal retention durations.
For processes with a commercial prospecting purpose, your personal data is kept for a period of three years from their collection or the last contact from you. For example, a visit to an event, a request for documentation, a click on a hyperlink in an email sent by QUINZE MAI (merely opening an email is not considered by QUINZE MAI as a contact from you).

DOES QUINZE MAI USE PROFILING TECHNIQUES? 
When QUINZE MAI sends personalized content, it is possible to use certain techniques known as "profiling" (defined as any form of automated processing of personal data consisting of using such data to assess certain personal aspects relating to a natural person, notably to analyze or predict aspects concerning that natural person's personal preferences, interests, economic situation, behavior, location, health, reliability, or movements).
We centralize some of your personal data and analyze it to assess and predict your personal preferences and/or interests. Based on this analysis, we send or display communications and/or content tailored to your interests/needs.
You have the right to object to the use of your data for "profiling" purposes (see below).

WHAT ARE YOUR RIGHTS REGARDING YOUR PERSONAL DATA? 
In accordance with the French Data Protection Act and the GDPR, you can at any time exercise your:
  • Right of access: you can ask QUINZE MAI for information about the processing of your Data and a copy of such Data;
  • Right to rectification: you can request the rectification of inaccurate Data concerning you when those held by QUINZE MAI are incorrect or incomplete;
  • Right to erasure: you have the right to have QUINZE MAI erase your Data when one of the regulatory reasons exists (uselessness of the Data, withdrawal of your consent for processing based on this consent, etc.);
  • Right to object: you have the right to object at any time, for reasons related to your particular situation, to the processing of your Data including for direct marketing purposes. You can unsubscribe or object to the receipt of marketing messages from QUINZE MAI at any time. Simply click on the "unsubscribe" link in any email or communication sent by QUINZE MAI or send an email to data@15-mai.com especially if you refuse the transmission of your data to third parties (see categories of recipients);
  • Right to data portability: you have the right to receive the Data in a usable format. This right only concerns cases where the Data is provided to QUINZE MAI by yourself or results from the use you make of its services. This Data is processed on the basis of your consent or the execution of a contract;
  • Right to restrict processing: you can ask QUINZE MAI to suspend the processing of your Data when one of the regulatory reasons exists (dispute of the accuracy of the Data, etc.);
  • Right to object to profiling: you can object to profiling by contacting QUINZE MAI using the contact details below.
    You are informed of the possibility to submit any request related to your rights and personal data, and to decide the location of your personal data after your death, to the data protection officer at the following address:data@15-mai.com
    Finally, you have the right to address any concerns about how your personal data is processed to a competent supervisory authority, particularly in the EU Member State of your habitual residence, place of work, or the place where an alleged infringement has occurred.
    In France, the data protection authority is the National Commission on Informatics and Liberty, or "CNIL" – 3 Place de Fontenoy – TSA 80715 – 75334 Paris Cedex 07.