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Privacy statement

congresscare.com is een website van Congress Care BV.

Definities

a. Privacy Statement: this privacy statement;
b. Data Subject: any natural person whose personal data are processed by the Controller;
c. Controller: Congress Care B.V., registered office address: Europalaan 16 (5232 BC), 's-Hertogenbosch; Chamber of Commerce number: 16085822; contact details: email info@congresscare.com and telephone +31 73 690 1415;
d. Website: the website www.congresscare.com.

1. General

1.1 This Privacy Statement describes how Congress Care B.V., as controller, processes the personal data of data subjects / the following categories of data subjects:

  • (potential) participants;

  • customers;

  • clients;

  • event visitors;

  • suppliers;

  • contact persons at clients; and

  • website visitors.


1.2 This statement applies to personal data that Congress Care B.V. receives via the Website, registration forms, contact forms, email, telephone contact, during events (including photo/video recordings), and personal data that Congress Care B.V. receives from clients or cooperation partners (participant lists, etc.).


2. Personal data

2.1 Personal data means information relating to an identified or identifiable natural person. Depending on the situation, Congress Care B.V. may process, among other things, the following personal data of the Data Subject:

  • name (first name and surname);

  • salutation;

  • gender;

  • organisation and position;

  • email address;

  • telephone number;

  • place of residence and address details;

  • invoice details (if applicable);

  • payment details or payment status (if processed);

  • IP address and technical data relating to device and browser;

  • cookie data and data concerning the use of the Website;

  • data concerning registration for and participation in congresses (including attendance and session choices);

  • accreditation details or registration numbers (e.g. BIG registration number) if required for accreditation;

  • dietary requirements, accessibility requirements or other information (potentially health-related) that you voluntarily provide for the practical handling of participation;

  • photo and video material made during events in which you are recognisable;

  • photos and videos supplied by speakers for promotional purposes, speaker profiles or sponsor profiles;

  • correspondence data (messages and communications between you and Congress Care B.V.);

  • data concerning the use of the congress app (including voting behaviour for sessions and posters).

2.2 Congress Care B.V. obtains personal data in the following ways:

  • when you provide these data yourself via the Website or by email (e.g. registration, contact form, request);

  • when you contact Congress Care B.V. (by telephone or email) or request a quotation;

  • when you register for a congress (online or on site);

  • when you use the congress app;

  • when data are generated through the use of the Website or services (e.g. via cookies, Google Analytics);

  • via clients or third parties (e.g. participant lists that clients provide to Congress Care B.V.);

  • via publicly accessible sources, including websites of companies and organisations, for the purpose of recruiting sponsors for congresses and events.


2.3 If you are required to provide certain data (e.g. invoice details for payment), we will explicitly inform you of this and of the consequences if you do not provide those data.

3. Purposes and legal bases for processing personal data

3.1 Congress Care B.V. processes personal data on one or more legal bases under the GDPR: (a) consent; (b) performance of a contract; (c) legal obligation; (d) performance of a task carried out in the public interest (if applicable); (e) legitimate interest.

3.2 Legitimate interests of Congress Care B.V. (where applicable) include, among other things: relationship management and contact with (former) participants, promotion of its own congresses and events, improvement of services and the Website, security and fraud prevention, and administrative handling.

3.3 Congress Care B.V. processes personal data for the following purposes, on the basis of the legal bases stated below.

  • Congress Care B.V. processes personal data for the registration and execution of participation in congresses and events, including registration, attendance management and communication about practical matters. The legal bases for this processing are the performance of the contract and, where applicable, the legitimate interest of Congress Care B.V.

  • Congress Care B.V. processes personal data provided via the contact form in order to contact the Data Subject and respond to their message or request. The legal basis for this processing is the legitimate interest of Congress Care B.V. and, where applicable, taking steps at the request of the Data Subject prior to entering into a contract.

  • Congress Care B.V. processes personal data for administrative and financial purposes, including invoicing, payment processing and debt collection. The legal bases for this processing are the performance of the contract and compliance with legal obligations.

  • Congress Care B.V. processes personal data for sending newsletters, invitations and promotional communications about congresses and events, including segmenting mailings based on place of residence and region for regional symposia and events. The legal bases for this processing are the consent of the Data Subject and, in the case of existing business relationships and insofar as legally permitted, the legitimate interest of Congress Care B.V.

  • Congress Care B.V. processes contact details of (potential) sponsors for the purpose of recruiting sponsorship for congresses and events. The legal basis for this processing is the legitimate interest of Congress Care B.V., consisting of maintaining and expanding business relationships with sponsors.

  • Congress Care B.V. processes personal data for analysing and improving the Website and its functionalities. The legal bases for this processing are the consent of the Data Subject insofar as legally required and, in other cases, the legitimate interest of Congress Care B.V.

  • Congress Care B.V. processes personal data in the context of the congress app, including data about session choices, voting behaviour for presentations and posters, and interaction with participants. This processing takes place for the purpose of facilitating interaction, evaluation and programme optimisation during congresses and events. The legal bases for this processing are the performance of the contract and the legitimate interest of Congress Care B.V.

  • Congress Care B.V. processes personal data for the security of IT systems, fraud prevention and compliance with regulations. The legal basis for this processing is the legitimate interest of Congress Care B.V.

  • Congress Care B.V. processes personal data in the context of photo and video recordings during congresses and events for reporting and promotional purposes. The legal bases for this processing are the legitimate interest of Congress Care B.V. and, where required, the consent of the Data Subject.


Congress Care B.V. processes personal data for handling complaints, legal proceedings and the establishment, exercise or substantiation of legal claims. The legal bases for this processing are the legitimate interest of Congress Care B.V. and, insofar as applicable, compliance with legal obligations.
Congress Care B.V. processes personal data received from clients, including participant lists in the context of organising congresses and events. The legal bases for this processing are the performance of the contract with the client and the legitimate interest of Congress Care B.V. If personal data have not been obtained directly from the Data Subject, the Data Subject will be informed accordingly pursuant to Article 14 GDPR.

4. Minors

4.1 Congress Care B.V. focuses exclusively on adults. If Congress Care B.V. processes personal data of a person under the age of 16 on the basis of consent, prior consent will be requested from a parent or legal representative, in accordance with Article 8 GDPR.

5. Partijen die toegang hebben tot persoonsgegevens / verwerkers

5.1 Congress Care B.V. only provides personal data to third parties where this is necessary for the execution of the purposes mentioned. Categories of recipients include, among others:

  • clients of congresses (for participant lists, etc.);
  • speakers of congress sessions (for preparation and interaction);
  • venues and catering partners (for execution/logistical purposes);
  • providers of registration, event and CRM software;
  • email and marketing providers;
  • IT hosting and cloud providers;
  • payment service providers for payment processing;
  • external advisers (legal, tax, accountants) and processors who provide services to Congress Care B.V.

5.2 Where third parties act as processors for Congress Care B.V., Congress Care B.V. enters into a data processing agreement with them in accordance with Article 28 GDPR.

5.3 If Congress Care B.V. transfers personal data to countries outside the EEA, this will only take place on the basis of appropriate safeguards in accordance with applicable privacy legislation (e.g. adequacy decision, Standard Contractual Clauses/SCCs or binding corporate rules).

6. Transfers outside the European Economic Area

6.1 Congress Care B.V. uses processors established outside the European Economic Area (EEA). This means that personal data may be transferred to countries outside the EEA.

6.2 Congress Care B.V. ensures that such transfer only takes place if an adequate level of protection is guaranteed. In doing so, Congress Care B.V. relies on one or more of the following safeguards:

  • an adequacy decision of the European Commission (including the EU-US Data Privacy Framework for processors in the United States that are certified under it);
  • Standard Contractual Clauses approved by the European Commission; or
  • other appropriate safeguards as referred to in Article 46 GDPR.

6.3 For more information about the specific safeguards that apply to the transfer of your personal data, you can contact us using the contact details stated in this Privacy Statement.

7. Cookies

7.1 Congress Care B.V. uses cookies on the Website (functional, analytical and marketing cookies). Cookies may be technically necessary for the operation of the site; other cookies (analytics/marketing) are only placed after the visitor has given prior consent.

7.2 Congress Care B.V. uses, among other things, Google Analytics 4 (GA4) for website analysis. The data collected (including an anonymised IP address) are processed by Google and may be stored outside the EEA. Congress Care B.V. has entered into a data processing agreement with Google and has taken measures to limit and anonymise personal data as much as possible.

7.3 For an overview of the cookies used and the retention periods, please see the cookie table below.

 

Necessary cookies
Cookie Domain Retention period Description
__cf_bm .congresscare.com 30 minutes This cookie is used to distinguish between humans and bots. This is beneficial for the website, as it enables reliable reports to be created on the use of the website.
__cf_bm .hs-banner.com 30 minutes This cookie is used to distinguish between humans and bots. This is beneficial for the website, as it enables reliable reports to be created on the use of the website.
__cf_bm .hsadspixel.net 30 minutes This cookie is used to distinguish between humans and bots. This is beneficial for the website, as it enables reliable reports to be created on the use of the website.
__cf_bm .hubspot.com 30 minutes This cookie is used to distinguish between humans and bots. This is beneficial for the website, as it enables reliable reports to be created on the use of the website.
li_gc .linkedin.com 5 months 4 weeks Used to store the visitor’s consent for the use of cookies for non-essential purposes.
__cf_bm .hs-analytics.net 30 minutes This cookie is used to distinguish between humans and bots. This is beneficial for the website, as it enables reliable reports to be created on the use of the website.
__cf_bm .linkedin.com 30 minutes This cookie is used to distinguish between humans and bots. This is beneficial for the website, as it enables reliable reports to be created on the use of the website.
__cf_bm .hsforms.com 30 minutes This cookie is used to distinguish between humans and bots. This is beneficial for the website, as it enables reliable reports to be created on the use of the website.
       
Functional cookies
Cookie Domain Retention period Description
bcookie .linkedin.com 11 maanden 4 weken This is a first-party cookie from Microsoft MSN that enables website content to be shared via social media.
lidc .linkedin.com 1 dag This is a first-party cookie from Microsoft MSN that ensures this website functions properly.
       
Analytical cookies
Cookie Domain Retention period Description
_ga_* .congresscare.com 1 year 1 month This cookie is used by Google Analytics to maintain session status.
_ga .congresscare.com 1 year 1 month This cookie name is associated with Google Universal Analytics, a major update to Google’s more commonly used analytics service. This cookie is used to distinguish unique users by assigning a randomly generated number as a client identifier. The cookie is included in each page request on a website and is used to calculate visitor, session and campaign data for the website’s analytics reports.
__hssc .congresscare.com 30 minutes This cookie name is used in connection with websites built on the HubSpot platform. According to HubSpot, this cookie is used for website analytics.
__hssrc .congresscare.com session This cookie name is used in connection with websites built on the HubSpot platform. According to HubSpot, this cookie is used for website analytics.
__hstc .congresscare.com 5 months 4 weeks This cookie name is used in connection with websites built on the HubSpot platform. According to HubSpot, this cookie is used for website analytics.
       
Tracking cookies
Cookie Domain Retention period  Description
hubspotutk .congresscare.com 5 maanden 4 weken This cookie name is associated with websites built on the HubSpot platform. HubSpot states that this cookie is used for user authentication and identification. As it is a persistent cookie and not a session cookie, it cannot be classified as strictly necessary.
_cfuvid .congresscare.com sessie This cookie is used to track users across different sessions, with the aim of optimising the user experience by ensuring session consistency and providing personalised services.

 

7.4 Adjusting cookie preferences

 

8. Profilering and automated decision-making

8.1 Congress Care B.V. uses marketing and CRM software (e.g. HubSpot) to personalise and segment communications based on interaction data (e.g. opened emails, place of residence, previous registrations, preferences). This may be regarded as profiling (analysis and segmentation).

8.2 Insofar as Congress Care B.V. uses profiles to send relevant marketing messages, this generally does not constitute a solely automated binding decision that has legal effects or significantly affects you. If, in exceptional cases, Congress Care B.V. takes solely automated decisions that have legal effects or otherwise significantly affect you, Congress Care B.V. will explicitly state this and provide the relevant information (logic, consequences and right to object).

8.3 If you wish to object to profiling for direct marketing, you can contact us via info@congresscare.com or use the unsubscribe link at the bottom of each commercial email.

 

 

9. Photos and videos during congresses

9.1 During congresses and events, photos and videos may be taken for reporting and promotional purposes (Website, social media, newsletters and printed materials). This material may be used both by Congress Care B.V. and by the client of the congress.

9.2 For the use of general atmospheric images, Congress Care B.V. in principle relies on a legitimate interest (reporting and promotion). For targeted use of recognisable portraits, or where the use is more intrusive, Congress Care B.V. will, where practical and reasonable, ask for your prior consent.

9.3 If you do not wish to be recorded on image or object to the publication of certain recordings, you can indicate this on site at the registration desk or via info@congresscare.com. Congress Care B.V. will take your request into account within reasonable limits.

 

10. Rights of data subjects

10.1 You have the right to access the personal data that Congress Care B.V. processes about you and to rectify or supplement incorrect or incomplete data.

10.2 You may request restriction of processing or erasure of your personal data (to the extent permitted by law). You have the right to data portability when the processing is based on consent or performance of a contract and is carried out by automated means.

10.3 If you have given consent, you may withdraw it at any time without this affecting the lawfulness of processing carried out before withdrawal.

10.4 You may object to the processing of your personal data for direct marketing purposes or on the basis of legitimate interest.

10.5 If you wish to exercise any of these rights, please send your request to info@congresscare.com or by post to P.O. Box 440, 5201 AK 's-Hertogenbosch, the Netherlands.

10.6 Congress Care B.V. responds to requests in accordance with the GDPR no later than within four weeks; in the event of complexity, this period may be extended once by two months (as permitted by law), in which case Congress Care B.V. will inform you accordingly.

10.7 To stop receiving newsletters and commercial emails, you can also easily unsubscribe via the unsubscribe link in the relevant email or by sending an email to info@congresscare.com.

10.8 You have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens): www.autoriteitpersoonsgegevens.nl.

 

11. Security

11.1 Congress Care B.V. takes the protection of personal data seriously and implements appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, unwanted disclosure and unauthorised alteration.

11.2 These measures include, among other things, the use of secure connections (such as SSL) for the transfer of data, as well as other appropriate security measures that correspond to the nature of the personal data processed and the associated risks.

 

12. Retention periods

12.1 Congress Care B.V. does not retain personal data longer than necessary for the purposes for which they were collected, unless a longer retention period is required by law.

12.2 Congress Care B.V. applies the following retention periods:

 

  • contact requests / contact form: 2 years after the last contact;
  • congress registrations and participant administration: 1 year (or shorter if desired);
  • financial / invoice data: 7 years (statutory retention obligation);
  • marketing database (email addresses): until you unsubscribe + administrative retention period of 2 years after unsubscribing;
  • website and analytics data: 14 months] — in accordance with Google Analytics settings; to be completed];

13. Changes to this Privacy Statement

13.1 Congress Care B.V. reserves the right to amend this Privacy Statement. The most current version will be published on the Website. Congress Care B.V. advises you to consult this Privacy Statement regularly. The date of the last amendment is stated at the bottom of this statement.

13.2 If you continue to use the Website and/or services after changes have taken effect, this will be regarded as acceptance of the amended Privacy Statement.

13.3 If an amendment to the Privacy Statement introduces a new legal basis for processing, you will be actively informed of this and, where necessary, asked for consent again.

13.4 This Privacy Statement was last updated on: 2026-06-10

14. Contact

14.1 For questions or comments about this Privacy Statement or the processing of personal data, you can contact:

Congress Care B.V.
Postal address

P.O. Box 440
5201 AK ’s-Hertogenbosch

Telephone: +31736901415
Email: info@congresscare.com
Website: www.congresscare.com

Chamber of Commerce Business Registry Number: 16085822

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