Information Notice on the Protection of Personal Data
Updated on 09/05/2024
Company QUINZE MAI (SASU WITH A CAPITAL OF 3,070,884.00 Euros - RCS NANTERRE 302 382 858 – 42 rue Barbès - 92120 MONTROUGE), hereinafter referred to as "QUINZE MAI".
QUINZE MAI is particularly concerned about respecting individuals' privacy and ensures that their personal data is processed in accordance with best practices and applicable data protection laws, including the General Data Protection Regulation No. 2016/679 (hereinafter "GDPR") and French Data Protection Act No. 78-17 of January 6, 1978, as amended (hereinafter the "Data Protection Act").
This Information Notice on the processing of personal data (hereinafter the "Notice") aims to communicate QUINZE MAI's commitments regarding the protection of processed personal data and to inform you about the processing operations carried out by QUINZE MAI regarding individuals registering for the event (hereinafter "you") and their rights in this respect.
As a reminder, the GDPR and the Data Protection Act define:
The data controller as the person who determines the means and purposes of the processing,
The processor as the person who processes personal data on behalf of the data controller,
Joint controllers as two or more data controllers who jointly determine the purposes and means of the processing.
In the context of the processing of collected personal data, QUINZE MAI acts as the data controller.
QUINZE MAI processes or may process the following categories of personal data:
Identification data: title, last name, first name, email address, phone number;
Professional data: employer's company name, business address, type of organization, sector of activity, role, department, involvement in the purchasing process, purpose of attending the event, and any data requested in the registration form;
Event-related data: date and time of attendance, information collected when scanning the visitor badge by the organizer or by exhibitors, including at booths, activity areas, and speaking areas visited.
Feedback and contributions about the event.
This personal data is processed by QUINZE MAI for the following purposes:
Managing and monitoring the visitor relationship during the event (legal basis: pre-contractual or contractual performance – T&Cs);
Professional marketing, communication of personalized content related to professional activity or profile via newsletters, satisfaction surveys (legal basis: legitimate interest).
Fraud prevention or implementation of IT system and network security (legal basis: legitimate interest).
Producing statistics and improving event services (legal basis: legitimate interest).
QUINZE MAI may capture your image and/or voice in photos, audio or video recordings during the event. These may be recorded and published, including on social media, in accordance with our legitimate interest. If you do not wish to appear, you can disable your camera for online events, stand in the background, avoid group photos, avoid signaling photographers/videographers, etc., or ask the photographer to delete the photo before it's sent to QUINZE MAI. If published, you can request its removal or blurring at any time under the conditions specified in this Notice.
Processing is necessary for the performance of a contract with you (acceptance of the T&Cs to access the event; customer relationship management);
Processing is based on our legitimate interests (marketing, fraud prevention or IT/network security, statistical studies);
Internal recipients: your personal data may be processed by QUINZE MAI employees bound by confidentiality obligations.
External recipients: your personal data may also be disclosed by QUINZE MAI to the following external recipient categories:
| Recipient categories | Purposes | Legal basis for transfer |
| Administrative or judicial authorities | Compliance with legal obligations or legal proceedings. | Legal obligation |
| Accounting, legal, advisory firms (processors) | Accounting, legal, consulting services. | QUINZE MAI's legitimate interest |
| Event exhibitors (*) | Professional emailing / marketing / news sharing in the healthcare sector. | Exhibitors' legitimate interest |
| QUINZE MAI | Professional emailing / news sharing in the healthcare sector. | QUINZE MAI's legitimate interest |
| HDTM (Partner) | Directory of healthcare sector professionals | Partner's legitimate interest |
| Inwink (processor) | Hosting personal registration data. | Contract performance (T&Cs) |
| OVH (processor) | Website hosting. | Contract performance (T&Cs) |
| Taligentia (processor) | Storage and processing of personal data. | Contract performance (T&Cs) |
| SPAT (processor) | Service management Exhibitor technical services. | Contract performance (T&Cs) |
| Inwink (processor) | Mobile app management (account creation, networking, congress notifications) | Contract performance (T&Cs) |
| Sarbacane (processor) | Email campaign management tool | Contract performance (T&Cs) |
| Inwink (processor) | Badge generation tool before and during the event. | Contract performance (T&Cs) |
(*) The list of exhibitors is available on the event website.
QUINZE MAI draws your attention to the following: at the event, when visiting an exhibitor's stand or attending a presentation, you may present your badge to be scanned by the exhibitor. You thereby consent to the transfer of your personal data (title, last name, first name, organization, city, country, job title, email, phone) to the exhibitor so they may contact you with news.
You are informed that you may object at any time to the transfer to exhibitors or partners under the rights exercise conditions indicated in this Notice.
To provide its services, QUINZE MAI may use providers located outside the European Union (processors). If the transfer is to a third country without an adequacy decision, QUINZE MAI ensures appropriate safeguards are in place in compliance with the Data Protection Act and GDPR.
QUINZE MAI uses appropriate technical and organizational measures to protect processed personal data.
As the data controller, QUINZE MAI takes necessary steps to ensure confidentiality and security of processed personal data, in line with best practices and applicable laws.
In case of an incident causing alteration, loss, or unauthorized access to your data, QUINZE MAI commits to:
Investigate the cause of the incident;
Take necessary measures to limit adverse consequences or damages from the incident;
Notify the competent authority and/or data subjects promptly if legally required.
These commitments do not imply admission of fault or liability for the incident.
Effective deletion methods are implemented once the retention or archiving period for the intended purposes is reached. Data is not kept beyond what is necessary for contract performance or legal compliance.
Beyond that, data may be anonymized and kept for statistical purposes in aggregated form.
Data required for demonstrating legal and contractual obligations is stored for five years after the event in a litigation archive database.
Accounting and billing data may be retained for 10 years as per legal retention requirements.
For commercial prospecting purposes, your data is retained for three years from collection or last contact from you (e.g., event visit, request for documentation, clicking a link in a QUINZE MAI email—email opens alone do not count).
When sending personalized content, QUINZE MAI may use profiling techniques (defined as any automated processing of personal data to evaluate certain personal aspects, including preferences, interests, financial situation, behavior, location, health, reliability, or movements).
We centralize and analyze some of your personal data to assess and predict your preferences and/or interests. Based on this analysis, we send or display content tailored to your interests/needs.
You have the right to object to profiling use of your data (see below).
Under the Data Protection Act and GDPR, you may exercise your:
Right of access: request information about processing of your data and obtain a copy of your data.
Right to rectification: request correction of inaccurate or incomplete data held by QUINZE MAI.
Right to erasure: request deletion of your data when legal grounds apply (e.g., data no longer needed, withdrawal of consent, etc.).
Right to object: object at any time, for reasons related to your situation, to the processing of your data including for marketing purposes. You may unsubscribe or object to marketing from QUINZE MAI by clicking the "unsubscribe" link in any email or contacting us directly.
Right to data portability: receive your data in a usable format (if provided by you or generated via service use, and if processing is based on consent or contract).
Right to restriction: request suspension of processing if legal grounds apply (e.g., contesting data accuracy).
Right to object to profiling: contact QUINZE MAI using the contact details below.
You may contact our Data Protection Officer for any request related to your rights and to decide the fate of your data after your death at the following address:
You also have the right to lodge a complaint with a competent supervisory authority, particularly in your country of residence, workplace, or the place of the alleged violation.
In France, the data protection authority is the Commission Nationale de l’Informatique et des Libertés ("CNIL") – 3 place de Fontenoy – TSA 80715 – 75334 Paris Cedex 07.
