1st ILOC 2026

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Privacy Policy

Last Updated: 17.12.2025 Website: www.kongres-orl-ljubljana.si

1. Introduction

We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how the organizer (“we,” “us,” or “our”) collects, uses, and shares information about you when you visit our website or register for the 1st International Ljubljana Otorhinolaryngological Congress (ILOC).

We process personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR) and the relevant Slovenian legislation (ZVOP-2).

2. Who is the Data Controller?

The entity responsible for the processing of your data (Data Controller) is:

Organization Name: Zveza društev – Slovensko zdravniško društvo, Klinika za ORL in CFK, UKC Ljubljana Address: Zaloška 2 Email: orl.kongres@gmail.com

3. What Data Do We Collect?

Our partners collect different types of data depending on your interaction with the congress:

  • Registration Data: Name, surname, professional title, institution/hospital, department, email address, phone number, and postal address.
  • Payment Data: Billing address and VAT number (credit card details are processed securely by our payment provider and are not stored on our servers).
  • Professional Interest Data: Your selected “Focus Area” (e.g., Otology, Rhinology) used to tailor the scientific programme.
  • Abstract Submission Data: Scientific abstracts, co-author details, and affiliations.
  • Special Categories of Data: Dietary requirements or access needs (collected only with your explicit consent for logistics purposes).
  • Visual Material: Photographs or video recordings taken during the congress for promotional or archival purposes.

4. Why Do We Process Your Data? (Legal Basis)

We process your data for the following purposes:

  1. Congress Organization (Contractual Necessity): To manage your registration, process payments, book accommodation (if applicable), and provide you with congress materials (badges, certificates).
  2. Scientific Programme (Legitimate Interest): To evaluate abstract submissions and organize the schedule based on selected focus areas.
  3. Communication (Legitimate Interest/Consent): To send you important logistical updates (e.g., programme changes). Marketing emails (newsletters) are sent only if you have opted in.
  4. CME Accreditation (Legal Obligation): To report attendance to the Medical Chamber of Slovenia or EACCME for the awarding of credit points.
  5. Dietary Needs (Explicit Consent): To provide appropriate catering services.

5. Who Do We Share Your Data With?

We do not sell your data. We may share necessary data with trusted third parties strictly for congress organization:

  • Venue & Hotels: Bernardin Congress Centre / Selected Hotels / Top line d.o.o. Portorož (for Attendance and Room bookings).
  • IT Providers: Website hosting and abstract management system providers.
  • Accreditation Bodies: Medical Chamber of Slovenia / EACCME (for CME credits).
  • Authorities: Tax authorities (FURS) if required by law for invoicing.

6. Data Retention

We retain your personal data only as long as necessary:

  • General Congress Data: Retained until the conclusion of the administrative and financial wrap-up of the congress.
  • Financial Data: Retained for 10 years as required by Slovenian tax law.
  • Mailing Lists: You can unsubscribe at any time.

7. Photography and Filming

Please note that the congress is a public event. Photographs and videos may be taken for the official congress website, social media, and post-congress reports. If you do not wish to be photographed, please inform the registration desk upon arrival.

8. Your Rights

Under GDPR, you have the right to:

  • Access the personal data we hold about you.
  • Rectify inaccurate data.
  • Erasure (“Right to be forgotten”) of your data, provided there is no legal override (e.g., tax laws).
  • Restrict processing or object to processing.
  • Data Portability (receive your data in a structured format).

To exercise these rights, please contact us at orl.kongres@gmail.com

9. Cookies

Our website uses technical cookies to ensure the site functions correctly.

10. Contact

If you have any questions regarding this policy, please contact: Email: orl.kongres@gmail.com or separate entities as TOP Line d.o.o. Portorož for selected operations.