Privacy Policy
The General Congress Website: www.hivglasgow.org has a privacy policy as part of the site. Here is the link to Privacy Policy for the main site: http://www.hivglasgow.org/privacy-policy
The HIV Glasgow 2024 Virtual Portal is a subdomain of the above website with the address: virtual.hivglasgow.org
The HIV Glasgow 2024 Virtual Portal (administered by Ashfield Health Ltd.) will collect, process, transfer and store delegates personal data only for:
- the preparation and execution of the HIV Glasgow 2024 Congress, and
- the preparation of future HIV Glasgow Congresses.
The data of delegates registering for the HIV Glasgow 2024 Congress (either by an individual, a company/organisation or an Ashfield MedComms employee) is exported from the main Congress site and uploaded to the HIV Glasgow 2024 Virtual Congress portal. No carry-over of information/content interaction happens between the two sites. All content held in the registration site is exported to an excel file and transferred to the virtual platform provider via secure, password protected files and then imported into the HIV Glasgow 2024 Virtual Congress site. The content transferred from the registration site will be first name, family name, city (if provided), country, delegate type and email address. This information is as supplied by individuals and organisations/institutions acting on behalf of groups. As it is not possible to put any controls/measures in place to ensure that the delegate providing the information knows how it will be used, there is a requirement for individuals who log into HIV Glasgow 2024 Virtual Congress to verify their information at first login. The information is shared with APS, Abney Hall, Abney Park, Manchester Road, Cheadle, Cheshire SK8 2PD, UK who are the virtual platform provider contracted by Ashfield MedComms, for the purposes of login information population. APS confirms that any information shared by Ashfield Health is received only for the purposes of administering the virtual platform for the HIV Glasgow 2024 Virtual Congress and will not be used by them for any other purpose of communication other than to allow access to be gained to the virtual site and to prepare metrics post-meeting to the organisers.
There may be access restrictions applied to users within the site, due to pharma guidelines and local country compliance regulations. The restrictions may be specific to accessing materials via the virtual booths or to symposia. The criteria for defining access points will be limited to delegate profile or country.
Top-line metrics information will be shared with the Core and Scientific Committees of the Congress and the following organisations and sponsors of the Congress with scientific sessions: Clinical Care Options, European AIDS Treatment Group, Gilead Sciences, Inc., Johnson & Johnson, MSD, NEAT ID Foundation, ViiV Healthcare, and Virology Education. In addition societies, NGOs and other organisations exhibiting during the HIV Glasgow 2024 Virtual Congress will also receive information.
The level of information shared via metrics will include country and profession (as populated in the Virtual Portal profile area by individuals themselves). The metrics will also show (anonymised) the length of time spent on specific activities or how particular functions/areas within the site were interacted with during the course of the Congress and during the following open period.
Information will exclude any names or email addresses unless expressly confirmed by individuals as being shareable in regard to question and answer sessions during the congress itself or via the submit a question functionality of posters. Only if consent is given by individuals may others take this information and use these contact details (email address) to contact delegates regarding activities surrounding and associated with the HIV Glasgow 2024 Virtual Congress. Use of information for any other purpose is not sanctioned by the Congress.
There is no public chat functionality associated with the HIV Glasgow 2024 Virtual Portal and no ‘discussion walls’ where individuals can post public messages. Any questions raised, polling activity undertaken or evaluation form completion is all handled in the back-end of the virtual site and not available publicly via the front-end to users.
All data will be saved and processed in compliance with the EU General Data Protection Regulation (EU-GDPR). Personal data will be held for a period of 7 years for financial reporting and legal pharmaceutical industry transparency purposes, after which time it will be deleted. In line with EU guidelines, individuals have certain legal rights in relation to the personal data we hold, such as access to personal data, correction and deletion, and individuals can exercise your rights to this by contacting us at [email protected] In order to protect and safeguard the personal data provided to Ashfield MedComms and APS, both organisations have implemented and use appropriate business systems and procedures. Only authorized employees are permitted to access personal information for performing their duties in respect of our services. Our servers and networks are protected by firewalls against unauthorized access and we have intrusion detection systems that monitor and detect unauthorized (attempts to) access to or misuse of our servers. For further information regarding this, in the first instance please contact [email protected] stating you name and your question and we will route the question appropriately.
Last updated: 29 October 2024