The party responsible for the data processing of the accommodation booking form on the sts2026hotels.publicon.ee website (hereinafter: booking form) is Publicon OÜ (business registry number 11077247), located at Vaksali 6, Tartu, Estonia;
E-mail: sts2026@publicon.ee

Which personal data is processed

• name, phone number, organisation and e-mail address

• address of the invoice receiver

• bank account data (if applicable)

• purchase history

• customer support correspondence

Purpose of processing personal data

Personal data is processed for managing accommodation bookings, issuing confirmations and invoices, and communicating with participants.

Data about the purchase history (date of booking, selections made, customer data) are used for creating overviews of booking categories and for calculating logistics such as room allocations and catering needs.

The Delegate Services requests information for registering a delegate on the site if the delegate performs a financial transaction with the Congress. In this case, a delegate must provide information including, but not limited to, name and contact information along with the credit card or bank details.

Personal data such as e-mail, phone number and registrant’s name are used to provide customer service and to answer any questions participants might have.

The Delegate Services also automatically receives and records technical information on our server logs from your browser, including IP address, cookie information, and the page you requested. These are used to provide information society services and for website statistics.

The Delegate Services only uses the personal data entered by the delegate for the 32nd Congress of the Scandinavian Transplantation Society purposes.

Sharing of personal data

During the accommodation booking process of the Congress, personal information is collected, processed and stored by Publicon OÜ (Professional Congress Organiser) who, in accordance with cooperation contracts, shares the collected data with the main organiser of the event.

Publicon OÜ, as the payment intermediary, is responsible for handling personal information related to payments. This party will submit the personal information necessary to complete the payment to the authorised payment service provider EveryPay.

Personal data may be transmitted to IT service providers if this is necessary for ensuring the functionality of the booking platform or for secure data hosting.

Personal data may also be transmitted to the accountant for providing financial services.

Security and access to the data

Publicon OÜ stores registrants’ data in a secure database located within the European Union, even if the booking has not been finalised.
Unfinished bookings and related data are deleted from the database within 7 days. Before deletion, Publicon OÜ reserves the right to contact the registrant using the contact information already provided.

Delegate Services takes appropriate physical, organisational, and information technology security measures to protect personal data from accidental or unlawful destruction, loss, alteration, unauthorised access, or disclosure.

Access to data is granted only to authorised employees and necessary data processors for providing services. All personnel are required to follow the appropriate security procedures when handling personal data.

Seeing your personal data

If you wish to review which personal data you have submitted via the booking form, please check your automatically generated confirmation e-mail or contact the Delegate Services at sts2026@publicon.ee.

Withdrawing your consent

When booking accommodation, you agree that the personal data you submit will be stored and processed.
If you no longer agree with the processing or storing of your personal data, you can withdraw your consent by sending an e-mail to Delegate Services.
Please note that withdrawal of consent will lead to the cancellation of your booking. After consent is withdrawn, your personal data will be deleted within 14 days.

Storing of personal data

Publicon OÜ is obligated to store personal data for 5 years.
For 1 year following the event, all data is retained to resolve any questions or disputes that might arise after the event. After this period, participation data will be deleted and only the necessary accounting data will be retained as required by law.

Publicon OU
Manager of the Delegate Services
Teno Kikkul
E-mail: sts2026@publicon.ee