The International Society for Microbial Ecology (ISME) takes the protection of your personal data seriously and wants you to understand how we will use the personal data you share when registering for ISME19. In cooperation with our third-party registration handler, Turners Conferences, headquartered in Durban, South Africa, we have set up an online portal, which enables you to register via internet-based software to attend our conference, ISME19.

When using this portal, your personal data will be processed by Turners Conferences, who in turn will share your information with ISME, who is the main organizer for ISME19, for the purpose of statistics and knowledge of general attendance. Turners Conferences as well as ISME will treat your personal data confidentially and in accordance with the legal regulations of the relevant data protection laws, in particular the European Data Protection Regulation (GDPR) as well as this data protection declaration.

1. Collection of Data

When you register for ISME19 you acknowledge that the information you provided for this registration will be processed by Turners Conferences and the International Society for Microbial Ecology and will be used for:

• Processing your booking of registration

• Facilitating your participation in ISME19

• Providing you with ISME Events Newsletters for this event, and for upcoming ISME conferences

• Consumer analysis and segmentation, including tailoring the content of newsletters, other communications, and other media

• Evaluating and developing ISME and its conferences

We only collect the personal data that is necessary for the completion of your registration of ISME19. This information, such as your e-mail address, name, affiliation, country, membership number (when applicable), dietary requirements, is marked with an asterisk. The collection of data that is not necessary but in which we are interested, such as title, gender, city name, role within ISME society, career stage, is only optional. In this case, you decide on a voluntary basis whether and which data you want to give us. We will use this data for statistical purposes.

In order to be of assistance to you, we need your correct name and contact data. We may ask for your telephone number so that we can communicate with you in the event of problems with your registration. Personal data that you provide to us by e-mail or other communication systems provided by us will only be processed for correspondence with you or only for the purpose for which you have made the data available to us. 

By registering for ISME19, you subscribe to e-mail notifications that will keep you informed about the latest information about the conference. Just before the conference, we will also inform you on important information regarding your attendance at ISME19. In July, a link will be sent via this newsletter, allowing you access to view the full confirmed program of ISME19, with its selected abstracts.

After the Conference, your email address will be added to two newsletter lists, namely:

• ​​​​​​ISME Events newsletter: informing you of future ISME events
• ISME Society newsletter: informing you about community news, jobs, grants, awards, highlights from The ISME Journal and ISME Communications, and much more.

Each newsletter includes a link to allow you to opt out of receiving any further newsletters. 

You can always revoke your consent to the sending of e-mail notifications at any time and cancel the respective subscription. You can declare your revocation by contacting us via events@isme-microbes.org.

Personal data of all delegates will be retained on the registration system/App for 5 years, for the purpose of recordings of financial audits.

You can email us at events@isme-microbes.org at any time to request that your personal data be removed from our records and we will do this within five business days of receipt of your request.

Other websites
Our website may contain links to other websites. These are outside our control and are not covered by this privacy policy. If you access other sites using the links provided you do so at your own risk, understanding that the operators of these sites may collect information from you which will be used by them in accordance with their privacy policy, which may differ from ours.

 

2. Sharing of data with other parties

We may share part of your personal data with third party providers such as, but not limited to, caterers, exhibition companies, hotel accommodations etc. to carry out requests made by you and conduct our business.
We do not sell, share, or transfer your personal data to third parties we do not do business with unless we are legally obliged to do so or you have given your express prior consent.

Your data will not be shared with exhibitors or sponsors. If you wish for an exhibitor to contact you about their products or services, you have to actively give them your consent and contact details.

We will also not share your data or attendance with other delegates. In our mobile app, you may opt to share your details and attendance with other app users, upon requesting specific consent for this.
If data is sensitive, such as dietary requirements, we will ask you for your specific consent to share this with third parties.

As a data subject, you maintain the right to recall any consent(s) given in regard to our use of your personal data at any time.
You have the right to access your personal data and to obtain information about how we process it. You may also modify your personal data to make sure it is correct, and you may ask us to limit or cease the processing of your personal data or to delete it. You may object to the processing of your personal data. You may also file a complaint with a competent data protection authority; in the Netherlands this is Autoriteit Persoonsgegevens.
 

3. Photography and Image Use

You hereby grant ISME the right to use, at its discretion and in accordance with this privacy policy, photographic pictures of you in any form of media, art, advertising, trade, visual documentary, promotional material, merchandise or film coverage of any kind made during the conference.  

For material where the inclusion of your image or personal data is incidental and you cannot be properly identified, ISME does not consider it to be feasible or necessary to obtain your explicit permission.
In case you do not wish to be included in any such material, please notify us prior to your attendance at ISME19. If you do not notify ISME of such, your attendance at the symposium is deemed consent to us to create material intended for promotional usage, such as, but not limited to, placing photographs of the event, as described above, on its website.

Delegates who recognize themselves always have the right for their picture to be removed. Should you wish to have your photo or video removed, please let us know and we will act accordingly.

You hereby also agree that ISME is the owner of all material and that in relation to your image, you hereby waive any rights attached to the use of such image by ISME including the waiver of any moral rights or image rights, and agree that ISME shall be entitled to edit, crop, splice, treat and edit (at ISME’s discretion) without the need to inspect or review the material.

Our photographer, recognizably identified as the official photographer of ISME19, may take your photo during the symposium. They will always try ask the persons involved for their consent prior to taking photographs. If this is not possible or appropriate (e.g. in order to capture an animated conversation of a small group), "approval" of the picture should at least be obtained subsequently. If anyone does not consent to the photograph, it will be deleted immediately.

If you have any questions with regard to our terms and conditions or our privacy policy, please contact us via events@isme-microbes.org.