Privacy Policy

IPOKRaTES Students is part of the IPOKRaTES Foundation. This privacy policy explains how we use the personal data we collect from you when you use our website.

Responsible Body

The Responsible Body is the IPOKRaTES Foundation c/o branch office m:con – mannheim:congress GmbH, Rosengartenplatz 2, 68161 Mannheim, represented by the Chairman of the IPOKRaTES Foundation Josef Neu, University of Florida, USA, neuj@peds.ufl.edu.

What data do we collect?

We collect the following data:

  • Personal identification information (first and last name, email address, city, country, university and current semester, open-ended questions about your application) when you apply for a seminar
  • Email address when you sign up for our newsletter

How do we collect your data?

You directly provide IPOKRaTES Students with the data we collect. We collect data and process data when you:

  • Apply for a seminar online.
  • Sign up for our newsletter.
  • Send us an email.
  • Voluntarily complete a survey or provide feedback on any of our message boards or via email.

Legal basis for processing

We process your personal data based on the following legal grounds:

  • Consent (Article 6(1)(a) GDPR): When you sign up for our newsletter
  • Performance of a contract (Article 6(1)(b) GDPR): When you apply for a seminar
  • Legitimate interests (Article 6(1)(f) GDPR): When we use your data for administrative purposes, e.g. invoices.

Security – SSL Encryption

To ensure the best possible protection of your transmitted personal information, we use the Secure Sockets Layer protocol (SSL) on our website, to establish a secure, encrypted connection between your device and our website. If your connection to a website is SSL encrypted, the website’s address is preceded by https://. Please keep in mind that just as there are very few 100% guarantees in life, there is also no data connection through the Internet that is guaranteed 100% secure. Nevertheless, we will go through all means necessary to protect your personal information. Using an SSL encrypted connection, your data is scrambled before it is sent to us, and third parties should not be able to read it.

How will we use your data?

We collect your data so that we can:

  • Process your request and manage your account.
  • Email you with information or updates about the event you have registered for.
  • Send you our newsletter, if you have successfully signed-up for it.

How do we store your data?

We will keep your data for the amount of time required to organize the event. Once this time period has expired, we will delete your data, unless agreed upon otherwise or required by law.

If you have signed up for our newsletter, we will keep your email address in our database until you cancel your subscription.

Data retention periods

  • Seminar applications: Three weeks after the application and seminar period is over (or longer if legally required)
  • Newsletter subscriptions: Until you unsubscribe
  • Unconfirmed email addresses: Deleted monthly

International data transfers

We do not transfer your data outside the EU/EEA.

Automated decision-making and profiling

We do not use automated decision-making or profiling.

Applying for a seminar

When you use the form on our website to apply for a seminar, you agree that an email containing the personal information you provided in the application form is sent to us. You agree that your personal information will be stored on our mail server until three weeks after the application and seminar period is over (or longer if legally required – e.g., on invoices). If your application is successful, we will forward your information to mannheim:congress GmbH, Rosengartenpl. 2, 68161 Mannheim, Germany, https://www.mcon-mannheim.de (m:con) as they handle the payment and administrative tasks for us. For more information about how m:con handles your data, refer to their privacy policy (https://www.mcon-mannheim.de/en/privacy-policy-legal).

Newsletter

When you sign up for our Newsletter, we collect and store your email address. We use double opt-in, meaning you have to give your consent twice before the newsletter service starts.

As required by the EU GDPR, we will store proof of your consent, as well as the time and date of your consent. Every change you make to your subscriber profile is also recorded with a timestamp.

After you have successfully confirmed your subscription, you will receive a confirmatory email which includes a link to edit your subscriber profile.

Your email address will be stored and used to send you our newsletter, until you cancel your subscription.

All unconfirmed email addresses will be permanently deleted on a monthly basis. If you unsubscribe from our newsletter, we may store your information for three more years, as proof of former consent. Earlier deletion of your data can be requested, if we are simultaneously provided with proof that consent was given in the past.

In your subscriber profile, you may download all data we have stored about you for your newsletter subscription (machine-readable, as required in the EU GDPR). In your subscriber profile, you may cancel or change your subscription at any time. We therefore recommend you keep the email confirming your subscription, or note the link to your subscriber profile in a safe and secure place.

What are your data protection rights?

Under the GDPR, you have the following rights:

  • The right to access
  • The right to rectification
  • The right to erasure
  • The right to restrict processing
  • The right to object to processing
  • The right to data portability

If you make a request, we have one month to respond to you. To exercise any of these rights, please contact us at info@ipokrates-students.org or ipokrates@mcon-mannheim.de .

Cookies

Cookies are small text files that are placed on your computer or mobile device when you visit a website. They are widely used to make websites work more efficiently and provide information to the owners of the site.

We use only technical cookies that are necessary for the basic functionality of our website. These include:

  • PHPSESSID: A session cookie that expires when you close your browser
  • newsletter: A cookie containing your subscriber ID, expiring after one year
  • cookie_notice_accepted: A cookie storing your acceptance of our cookie notice, expiring after one month

How to manage cookies

You can set your browser not to accept cookies, and websites like allaboutcookies.org explain how to remove cookies from your browser. However, some of our website features may not function as a result if you disable cookies.

Privacy policies of other websites

The IPOKRaTES Students website contains links to other websites. Our privacy policy applies only to our website. If you click on a link to another website, you should read their privacy policy, as we are not responsible for the privacy practices of other sites.

Changes to our privacy policy

We keep our privacy policy under regular review and place any updates on this web page. This privacy policy was last updated on 13 December 2024.

How to contact us

If you have any questions about our privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please contact us directly at: info@ipokrates-students.org

You may also contact the IPOKRaTES Foundation directly:

IPOKRaTES Foundation
Rosengartenplatz 2 
68161 Mannheim, Germany

Phone +49 (0) 621 4106-134 
Fax +49 (0) 621 4106-80134 
ipokrates@mcon-mannheim.de

Right to lodge a complaint

You have the right to lodge a complaint with a supervisory authority.