Data Processing Consent
The personal data or personal information the RCOG collect about you is made up of the information you provide when you use our site to register for events, view content on our site, and when you report a problem with our site and from which you can be identified during our communications with you.
You may give us information about you by filling in forms on our website or by corresponding with us by phone, e-mail or otherwise. This correspondence will be conducted with you by Rapier Design Ltd (Rapiergroup), who are the organisers of the event.
The data controller is: The Royal College of Obstetricians and Gynaecologists, 10-18 Union Street, London, SE1 1SZ
Contacting the Data Protection Officer
To contact the College about any data protection issues, please email the Data Protection team at firstname.lastname@example.org
Why do we process your personal data?
To register individuals as event participants, (including taking payment if applicable). To process any special data as part of registration for the event.
To communicate event information to attendees (programme information & updates, future event information, exhibitor and sponsor information associated directly with the event, Conference App/Virtual event platform details; reminders for any pre and post event information attendees may have to return or any undertakings they may have to fulfil in order for attendees to gain maximum benefit from their attendance at the event).
We may disclose personal information under the following circumstances:
In certain situations, we may disclose personal data in response to lawful requests by public authorities, including but not limited to national security or law enforcement requests. We may also disclose your personal information as required by law, such as to respond to court orders, or similar legal processes, to establish or exercise our legal rights or, defend against legal claims, or if in our judgment in such circumstances disclosure is required or appropriate.
The information supplied to register for events is processed via a secure registration software package, held on a secure server and only accessible by employees of Rapiergroup (the organisers) who have the correct permissions and training to process your data. Data will be kept for the duration of the event life cycle and used to communicate with attendees as outlined above.
The data received will be transferred to, and stored at, a destination within the European Economic Area ("EEA"). It will also be processed by staff operating within the EEA who work for us or for one of our suppliers. Such staff may be engaged in, among other things, the processing of payment details and the compilation of attendee lists and attendee profiles.
All information received is stored on our secure servers. Any payment transactions will be encrypted using SSL technology.
Who we may share your data with
To facilitate the sharing of attendee profile information by an exhibitor, sponsor or the organiser (typically via an exhibition stand or another area of the conference). By allowing delegate profile to be shared, the attendee agrees to share their data with the exhibitor/sponsor and may be contacted by them after the Conference.
To facilitate networking opportunities for attendees by publishing the delegate attendee list/attendee profile information in electronic format on the Conference App/Virtual Event Platform.
For delegates attending the Congress in person at Union Street, to advise the venue/s of any accessibility or dietary requirements.
How long your data will be stored
Your data will be stored by the event organiser for a period of three (3) years.
See the full RCOG Data Processing Policy.
Data Consent Withdrawal
Should you decide to opt out of sharing your data with us or want to withdraw your consent to us holding and managing your data for the purpose of the RCOG World Congress 2022, please email the organisers at email@example.com. We would take this as cancellation of your attendance at the RCOG World Congress 2022 and the cancellation terms as detailed below, would apply.
Recommended System Requirements
We recommend that all virtual delegates use either laptops or computers with a stable internet connection with a minimum speed of 5mbps.
Google Chrome is the browser of choice as the platform is optimised to run on this web browser.
We also recommend using a laptop or computer with a minimum i5 processor with 8GB RAM.
The virtual platform is not optimised for use with an iPad or other tablets, and although some features may work others may not.
You will not be able to use the platform using a mobile phone as the screen will be too small to view the content.
The RCOG cannot accept responsibility for poor delegate internet connection or delegates’ own technical difficulties on the day of the event; therefore, no refunds will be given for such circumstances.
It is your own responsibility to check any visa requirements for entry into the UK and if required, apply for a visa yourself, in plenty of time to travel to, and attend the RCOG World Congress 2022, in London. The RCOG cannot take responsibility for declined visa applications or applications not processed in time, for delegates to attend in person.
If a visa letter of invitation is required, we will only issue one to delegates who have paid all registration fees in full. A letter of invitation should not be considered as an official invitation covering fees and other expenses. Letters of invitation can ONLY be issued to delegates attending the Scientific Congress, not accompanying persons.
If a visa application is declined and the Congress organisers are advised in writing to firstname.lastname@example.org, on or before the Early Bird deadline, Monday 25 April 2022, a full refund of the registration fee, minus a £50 administration fee, will be offered. It is the responsibility of the delegate to ensure that the Organisers have received the written cancellation.
If a visa application is declined and the Congress organisers are advised in writing to email@example.com, after the Early Bird deadline, Monday 25 April 2022, the difference between your in-person registration fee and the virtual registration fee will be refunded and you will be able to attend the Congress as a virtual delegate. It is the responsibility of the delegate to ensure that the Organisers have received the written cancellation.
It is your own responsibility to check the current travel and testing requirements relating to Covid for entry into the UK and for return travel to your home country. The RCOG cannot be held responsible for Covid restrictions preventing your travel to the UK or travel home, following the Congress.
If any government, UK or other, restrict the travel of a delegate to the UK due to Covid, the RCOG will exchange the in-person registration to a virtual registration at no additional charge and refund the difference between the in-person registration fee and the virtual registration fee.
If a delegate becomes ill due to Covid, at any time prior to arrival, which stops travel to the UK (for international delegates) or travel to London (for UK based delegates) to attend the RCOG World Congress 2022 in person, the RCOG will exchange the in-person registration to a virtual registration and refund the difference between the in-person registration fee and the virtual registration fee.
All cancellations must be received in writing by the Congress organisers at firstname.lastname@example.org. It is the responsibility of the delegate to ensure that the Organisers have received the written cancellation. This must happen on or before Monday 25 April 2022 for a full refund to be given, minus a £50 administration fee.
After Monday 25 April 2022 the difference between the in-person registration fee and virtual registration fee will be refunded. The registration type will be converted to a virtual registration.
No refunds will be given for non-attendance.
If the decision is made by the RCOG to revert the RCOG World Congress 2022 to a fully virtual Congress, we will refund the difference between your in-person registration fee and the virtual registration fee. The RCOG will not be responsible for refunding any costs associated with travel or accommodation or any administration charges associated with the cancellation of travel tickets or accommodation.
No refunds will be given at any time, but name substitutions can be made at any time up to the day prior to the Congress (Sunday 12 June 2022)
The RCOG will under no circumstances pay any travel or accommodation or other costs related to cancellation of the RCOG World Congress 2022 for any reason, any travel disruption, visa related issues or covid related issues. It is the attendee’s own responsibility to arrange their own insurance, should they require it, to cover for any travel, accommodation, or other cancellation costs.