POLICY ON THE CONFIDENTIALITY OF PERSONAL DATA PROCESSED BY CONGRESS MANAGEMENT AND EVENTS OOD


Congress Management and Event OOD respects the privacy of its clients ensuring the highest level of protection of their personal data processed during and in relation to the provision of the services of registration, accommodation, organization of tourist and ceremonial events, purchase of airplane tickets.
 
Our Confidentiality Policy is based on the provisions of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (Regulation (EU) 2016/679).
 
All the amendments and supplements to the Confidentiality Policy shall be applied following the publication of the updated contents of the policy available on your website: www.cmebg.com
 
The Confidentiality Policy is applicable to your personal data if you are a natural person or a representative of a legal person who uses or would like to use the services provided by Congress Management and Events OOD, including the services provided online via a specialized platform.
 
1. Who processes and is responsible for your personal data?
 
Congress Management and Events OOD is a commercial company registered with the Commercial Register kept by the Registry Agency under UIC 203541486 and it collects, processes and keeps your personal data in compliance with this Policy.
 
Congress Management and Events OOD is a data controller within the meaning of Regulation (EU) 2016/679 and the Personal Data Protection Act.
 
You can contact us at the address of our seat of management:
 
Sofia 1000, 8 Tzar Kaloyan, 3-rd floor, 19 office 
 
You can address any question concerning the processing of your personal data to the Manager of the company: Denitza Yonkova at email:  dеnitza@cmebg.com; telephone number + 359 2 9877 422.
 
2.  What kind of data do we process, what is the purpose and the legal basis for this? 
2.1. Depending on the specific purpose and basis Congress Management and Events OOD processes the data specified below separately or in combination:
A) The data you provide are necessary for the order and payment of the requested services:
  • full name, Personal Identification Number or a Personal Number for foreigners, address, telephone number and/ or email to contact you or a contact person you specify;
  • number, date of issue, validity and issuer of an ID document;
  • data collected in relation to a payment made to Congress Management and Events OOD – credit or debit card number, bank account and any other bank or payment information collected and processed in relation to a bank payment by means of a direct debit or an online platform;
  • data from your account for access to our online platform – user name, record of your orders and payments;
  • data on your services provided by Congress Management and Events OOD;

B) Data prepared and generated by Congress Management and Event OOD in the process of service provision:
  • data necessary for the preparation of information needed for the event: a registration list, accommodation, transport, tourist and ceremonial events;
  • payments which have been made or are due;
  • information on changes to the requested services;
  • photos and videos taken during the event itself for the purposes of the event;
  • IP address when visiting our website, our online service platform;
  • information on the type and contents of the contractual relations and any other information related to the provision of the requested services, including email address, letters, information on the requested services, correspondence and other feedback we receive from you.
2.2. Purposes and legal basis for processing personal data:
A) Processing the data necessary for ordering and payment of services provided by Congress Management and Event OOD;
B) Congress Management and Events OOD processes the relevant data provided with the explicit consent of the client for the following purposes:
to include photos, videos and any other form of information related to you in the publications of Congress Management and Event for the purposes of advertising, media coverage and for the purposes of the event itself;

3. Categories of third parties who are given access to and process your personal data:
3.1.  Data processors who process your personal data or have direct/ indirect access to your personal data on the basis of a contract with Congress Management and Events OOD
  • Hotels in relation to the implementation of contracts concerning accommodation;
  • Transport companies in relation to the implementation of contracts concerning the provision of transport services;
  • Airlines in relation to the implementation of contracts concerning the provision of transport services;
  • Persons providing services of maintenance of the online platform;
  • Banks servicing the payments you made;
  • Security companies with a license for the provision of private security services, processing video footage recorded at the venues of the events and/ or keeping other registers when organizing the control of the access to the venues;
  • Persons providing services of organization, storage, the indexing and the destruction of archives on paper or in digital form;
  • Persons providing consultancy and advisory services in various fields.

3.2.  Other personal data controllers to which Congress Management and Events OOD provides your personal data, processing your data on their own grounds and on their own behalf
Competent authorities which have the powers, by law, to ask Congress Management and Events OOD to provide them with information, including personal data, for example a Bulgarian court or the court of another state, various supervisory/ regulatory authorities, for example the Consumer Protection Commission, the Communications Regulation Commission, authorities responsible for the protection of national security and public order.

4. For what period are your personal data stored?
 
The period for which your personal data are stored depends on the purpose of processing them:
 
Personal data processed in relation to an order for the provision and/ or payment of a service are stored for the purposes of the event for a period of 2 years after the event;
 
Personal data processed in relation to the issue of accounting/ financial documents for fiscal and social security supervision, including but not limited to invoices, tax or credit notifications, confirmations, contracts on the provisions of services, etc., are stored for a period of at least 5 years after the limitation period of the public debt unless the applicable legislation provides for a longer period.
 
5. What rights do you have in relation to the processing of your personal data by Congress Management and Events OOD and what steps should you undertake to exercise them?
 
As our client and in relation to your personal data you have the following rights:
 
5.1. have access to your personal data and information of the type included in this Confidentiality Policy concerning the data in question. You may ask Congress Management and Event OOD for information on whether and for what purposes we process your personal data. You may exercise your right of access by personally filing a request for access to your personal data. The request may also be filed by a person you have authorized with a notarized power of attorney;
 
5.2. request for your personal data to be corrected whenever they are incorrect or further information needs to be added for the purposes of the processing;

5.3. request for your personal data to be erased only in one of the following cases:
  • they are no longer needed for the purposes of the processing;
  • you have withdrawn your consent/ you have objected to the processing and there are no other legitimate grounds for the processing;
  • processing the data has been recognized to be unlawful;
  • the national or European legislation requires this;
 
5.4. request for the processing of your personal data to be restricted in one of the following cases:
  • when contesting the correctness of your personal data for a period allowing Congress Management and Events to verify the accuracy of the data;
  • irregular processing has been found but you only want to restrict the processing of your data instead of erasing them;
  • you want your personal data to be stored although Congress Management and Events no longer needs them for the purposes of the processing because you will use them for the establishment, exercise or defense of your legal claims;
  • when you have objected to the processing of your personal data for the period of verification of the legitimacy of the objection;

5.5. raise an objection with Congress Management and Events OOD at any time and for personal reasons, depending on the case, against the processing of your personal data based on the need to perform a task carried out in the public interest or to exercise an official authority vested in us or which we have indicated as purpose for processing.
 
When your objection concerns the processing of your personal data for all other purposes, Congress Management and Events shall answer, within a reasonable period of time but no longer than one month, whether we consider the objection to be legitimate and whether we shall stop processing the personal data for this purpose.
 
5.6. at any time, withdraw your consent to processing your personal data when the processing is based on your consent by explicitly stating your withdrawal via the channels for communication with Congress Management and Events OOD.
 
5.7. submit a complaint to the Personal Data Protection Commission in case you think that your rights in relation to the processing of your personal data have been breached.
 
You need to submit an explicit written statement to Congress Management and Events OOD to exercise your rights.
 
6. Can you refuse to provide personal data to Congress Management and Events OOD and what are the consequences?
 
For the provision of the services you request, we need certain data to perform our obligations.
 
If the following data are not provided, this precludes Congress Management and Events OOD from providing the services you request:
  • full name, Personal Identification Number or a Personal Number for foreigners, address;
  • number, date of issue, validity and issuer of the ID document;
  • data collected in relation to a payment made to Congress Management and Events OOD – credit or debit card number, bank account and any other bank or payment information collected and processed in relation to a bank payment by means of a direct debit or an online platform;
  • data from your account for access to our online platform – user name, record of your requests and payments.
 

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