Privacy & Cancellation policy

This symposium is organized by the SCMiDH team on behalf of Hasselt University. SCMiDH/UHasselt has the responsibility for the personal data and the processing thereof. The personal data you enter will only be used for this symposium.

What personal information do we collect from you?

When you voluntarily complete the registration form for the symposium, we gather information about you (such as your name, email address, mobile phone, affiliation, function, research discipline and country) so that we can process your details for the registration and plan the symposium’s schedule.

Why do we collect this information?

We use the personal information you provide in our registration and submission databases to provide you with the services listed below:

• Registration for the symposium;
• Planning and organisation of the symposium;
• Publication of the program on the SCMiDH website and other social media platforms of the symposium.

With whom might we share this information with?

We do not share your personal information with third parties.

How long do we store your information?

We will retain your personal information for no longer than 1 month after the event has been finalised. A deletion process will be followed to make sure that your data is safely and completely removed from our servers.

What allows us to process your information?

We collect and use your personal information to the extent only that it is required to register your participation in the symposium. As this registration constitutes an agreement between UHasselt and yourself for the purpose of your participation, the legal basis for processing your information is the necessity to complete this agreement (Article 6.1(b) GDPR). Without the personal information as requested, we are unable to register you for the symposium.

How do we keep your information safe?

Personal information will be stored on the servers of Hasselt University and all the safety measures Hasselt University takes to keep (personal) data safe will apply to this information as well.

Photographing and video recording

We might take photographs or make a video recording of the lecture that might be used on our website, social media, kept in our records, etc. in order to bring the symposium to the attention of the general public. In general, such pictures will be generic images and video footage of the symposium as such with no specific focus on you as an individual. In the event that we would take individual pictures or video of yourself (other than any interaction you yourself voluntarily engage in as part of your participation), we will request your specific informed consent thereto via a separate consent form.

Your rights

GDPR legislation is respected. You can exercise your rights of access, correction, deletion and objection. In addition, you have the right to restrict or prohibit the processing of your data. You also have the right to receive a copy of the data we hold on you. If you have any questions regarding privacy or your data, or if you wish to exercise any of the above rights, please contact us by email SCMiDH2022@uhasselt.be, by phone +32 11 26 91 49, or you can write to:

Hanne JEURISSEN
Biomedical Research Institute (BIOMED)
Hasselt University - Campus Diepenbeek
Agoralaan Building C - B-3590 Diepenbeek
Office BMO-C022

You can also reach out to our Data Protection Officer via dpo@uhasselt.be.

You also have the option of submitting a complaint to the supervisory authority:

Data Protection Authority
Rue de la Presse 35
1000 Brussels, Belgium
contact@apd-gba.be
http://www.gegevensbeschermingsautoriteit.be/

SCMiDH strives to provide a high-quality symposium. It may happen that somebody registers for the event, but finds out later that he or she is unable to attend. In these situations, we kindly ask you to inform us as soon as possible if you have to cancel your enrolment.

It may also happen that SCMiDH needs to cancel the symposium if the quality cannot be guaranteed (for instance the number of participants too low, the speaker is ill or there is a worldwide pandemic such as by the coronavirus). SCMiDH is committed to taking positive steps to notify the registrants as soon as possible.

What to do in case of cancellation:

1. General

Please send your cancellation by email to SCMiDH2022@uhasselt.be.

2 Refunds and fees

Cancellations made 25 days or more in advance of the event date will receive a 100% refund. Cancellations made 15 days-24 days before the event will receive a 50% refund. Cancellations made within 15 days before the event or ‘No Shows’ will not receive a refund. Please provide the bank account number on which the registration fee can be refunded in the cancellation email to  SCMiDH2022@uhasselt.be.

3 Cancellation or modification of the event

Certain circumstances (for instance but not limited to: speakers unable to attend, not enough registrations, global pandemic) may lead to a full cancellation of the event. If this is the case, SCMiDH will ensure that all registrants will be informed as soon as possible.

A full refund will be offered. SCMiDH will contact all registrants at that point, to inform them of the cancellation, as well as practicalities surrounding the refund.

SCMiDH reserves the right to modify any event if unforeseen circumstances arise, but we will do our utmost to avoid doing so. In case of major modifications (change of speaker, change of date or change of location to another city), you may cancel your registration at no charge. SCMiDH will take care of the refunding of the registration fee. In case of a change of date, you can choose between a refund or a voucher for attending the rescheduled event. After notification by SCMiDH, you are deemed to have agreed to the modification and no refund will be given unless you have communicated your choice within 5 days after SCMiDH’s notification.

In no case shall SCMiDH be liable for anything more or different than the refunding of the registration fee.