This statement and policy refers to the practices in relation to the conference website www.interspeech2024.org and the delivery of INTERSPEECH 2024 taking place in KICC, Kos, Greece from the 1st – 5th September, 2024.
For the purpose of this statement the following parties are included:
Controllers:
Interspeech 2024 Organizers:
- ADAPT Centre – click here for privacy policy
- International Speech Communication Association (ISCA) – click here for privacy policy
Processor:
- ORTRA LTD– click here for privacy policy.
Who we are
INTERSPEECH 2024
The official conference organizer and travel agent of INTERSPEECH 2024 is ORTRA LTD. (Israeli company number 510936347 with its registered office at 94 Yigal Alon St. Tel-Aviv, Israel).
ORTRA LTD., will be referred to as “ORTRA” and/or as “The Secretariat” and the INTERSPEECH 2024 and ADAPT Centre (ADAPT) & ISCA will be referred to as “The Committee” in the following privacy statement and cookies policy.
ORTRA is acting on the instruction of The Committee of INTERSPEECH 2024 (which, inter alia, decides what personal data is required and will be collected and processed in connection with the INTERSPEECH 2024).
This Statement and Policy
The Secretariat gathers and stores your personal information in accordance with this privacy statement and in compliance with applicable privacy and data protection laws and regulations.
This statement is compiled to provide you with clear information with regards to your rights and how personal data is managed and stored by The Secretariat and The Committee.
This statement and policy apply only to The Secretariat and The Committee practices and services provided. This policy does not apply to the practices of any third party who perform any activities in conjunction with or at the behest of The Secretariat (please ensure you refer to your selected supplier’s individual privacy policy, e.g., hotel bookings, airline, etc.).
Please note that any links to other websites from the conference website (interspeech2024.org) to third party sites are governed by their own privacy statements and we do not accept any responsibility or liability for these privacy statements.
Data Processing pertaining to Your Personal Data:
The Secretariat processes data pertaining to its activities in accordance with the following guidelines:
- The Secretariat and The Committee will only use your personal data for the indicated purpose at the time of submission.
- Personal data is collected and processed lawfully in order to manage and operate the INTERSPEECH 2024, and to perform contractual, specific and legitimate purposes, including existing contractual obligations, or to start negotiations in entering a new contract in connection therewith.
- All personal data collected and processed is relevant and limited to the purpose for which it was processed.
- All personal data collected and processed will be limited to the necessity of the purpose and processed in a transparent manner.
- All personal data processed and collected will be managed with appropriate organizational measures to ensure safeguarding of your personal data, to ensure protection from data theft, unlawful processing or accidental damage or loss.
- Where indicated, your personal data will be used for legitimate business purposes; future marketing and product offers (subject to the receipt of your prior explicit opt-in consent, to the extent needed under applicable law) and/or operational or other general communications regarding the INTERSPEECH 2024, including for responding to questions/correspondence.
- Please also refer to the cookies policy and website data policy information below.
- All personal data will be maintained for no longer than reasonably necessary and or legally required or deemed necessary.
Transfer of Personal Data:
- Your personal data will never be sold.
- Your personal data will also not be disclosed or shared with a third party without your explicit, informed consent, unless it is required for the proper management of the INTERSPEECH 2024 and the purposes indicated in this privacy statement or if it is believed that it is required to be disclosed in order to comply with any applicable laws, a summons, a search warrant, a court or regulatory order, or other statutory requirements.
- The Secretariat and/or The Committee operates globally, so your personal data may be shared and/or processed by third parties which may be located outside of the European Union or/or the State of Israel, including in countries that may provide a different level of data protection than that provided in the European Union and/or the State of Israel. However, The Secretariat and the Committee are committed to ensuring the integrity of your personal data and take steps to ensure that your personal data is secured (for example, by entering into a data processing agreement with such a third party to ensure it implements appropriate data security measures to protect your personal data).. Processing by non-EU/Israeli third party(ies) may be a requirement in order to fulfil contractual obligations or given, for example, The Committee location, hotel reservations, visa applications, payment processing, travel and or other support services pertaining to your interaction as part of your participation or interest in the INTERSPEECH 2024 or The Secretariat’s services. In submitting your personal data, you agree to such transfers and processing practices. In any event, The Secretariat and The Committee will take reasonable steps to ensure your personal data is treated ethically, securely and in accordance with its privacy policy.
- The only exception to this policy occurs in the event of a sale, merger, receivership or liquidation or transfer of all or substantially all of the assets of INTERSPEECH 2024 or The Secretariat or The Committee, provided that the third party agrees to adhere to the terms of the Privacy Policy and provided that the third party only uses personal data for the purposes that you provided it for to The Secretariat and The Committee. Those affected by this privacy policy will be notified in the event of any such transfer.
Personal Data We Collect & Systems:
Registration services are provided and managed by The Secretariat – ORTRA LTD., and the following integrated third-party online platforms are or may be utilized and managed by The Secretariat in order to manage your registration or participation in the INTERSPEECH 2024.
Registrations are processed through the EVENTACT software and integrated with the online payment solution vendor PeleCard Ltd. for providing secure online payment processing. PeleCard Ltd. is compliant with the Payment Card Industry Data Security Standards (PCI DSS).
In order to provide its services, The Secretariat collects and processes personal information to meet all contractual and legal obligations pertaining to required and or booked services regarding the INTERSPEECH 2024.
This personal data may include (but is not limited to) the following:
Your-
- Name, Date of Birth
- ISCA Membership Number, to be provided to ISCA to check membership status & membership renewal
- Personal contact details: Address, email and telephone number (s)
- Work contact details: Address, email and telephone number (s)
- Employment Information
- Passport and or Visa Entry Information
- IP Addresses – in the provision of payment services and or web activity
- Banking and or payment information including credit card information
- Anonymous statistical data involving the use of Keynote’s and our operational conference websites
- Hotel, travel, social event interaction and tour information
- Scientific/Academic opinion and or research
- ‘Special Category Data’ as required including but not limited to; accessibility/mobility for attendance and access to all events and activities or dietary including religious requirements (where catering options are provided when in attendance) and gender (for congress statistics only)
- Browser type
Your data will only be used for the purpose as indicated per the service(s) used while interacting with The Secretariat. Please note that this list is not exhaustive and may be modified depending on the services requested.
The Secretariat collects this personal data through the following methods, but not limited to:
- Emails
- Telephone Correspondence
- Postal correspondence
- Online forms (including but not limited to: Conference registration, enquiry, newsletter database sign-up forms, abstract submission forms)
- Website interaction – see cookies policy below
How We Use Your Personal Data:
The Secretariat, in delivery of its contractual obligations and operations will only use your personal data for the purpose described in this Privacy Policy (or purposes which are in-line with these purposes), as well as for the activities below:
- Updating and maintaining its own records and marketing purposes (subject to the receipt of your prior written and explicit consent, to the extent required under applicable laws)
- Ensuring Statutory Tax Compliance
- Fulfilment of contractual obligations as a result of service agreements as requested.
- Anonymized data (from both ORTRA and the INTERSPEECH 2024 conference websites) to compile statistics on website usage, etc.
- Registration and or Booking/submission services (as noted above, your personal data may/will be provided to relevant third-parties including; relevant government agencies, hotels, travel and transport groups, tour operators as part of the confirmed selected services, etc., and these third parties may reside outside the EU or Israel, including in countries that may provide a different level of data protection than as provided in the EU or Israel, as the case may be).
- In response to a correspondence
- With the purpose of financial management from contractual agreements both individuals, groups and corporate entities
Where necessary and appropriate under applicable laws, your personal data will/may be disclosed by The Secretariat:
- in response to a public or governmental request
- to comply with a legal obligation or in connection with a legal process
- enforcement of the Secretariat’s and the INTERSPEECH 2024’s terms and conditions
Data Safety:
The Secretariat believes your data privacy is key to the conference’s success. Reasonable steps have been taken to ensure your personal data is secure and protected from unauthorized, access, accidental or unlawful disclosure, loss, destruction or manipulation.
As noted above, The Secretariat applies relevant measures when engaging its sub-contractors, in alignment with applicable privacy laws.
Your Rights and How to Contact us:
You can contact The Secretariat to request a copy of your personal data, rectify any errors, restrict processing, request portability of your personal data and or information pertaining to the processing of your personal data.
At any stage you may request to have your personal data held by The Secretariat deleted, excluding data which we are required to keep for legal and legitimate business purposes.
You are under no obligation to provide The Secretariat with personal data but when disclosed, you have a duty to provide correct, accurate, truthful and lawful information. This data may be required to provide access to all or parts of the services we provide and as such without, may deem this request undeliverable.
The Secretariat and The Committee will request your consent prior to using your personal data for purposes not set out in this policy or which materially deviate from the purposes indicated in this policy, and subject to relevant data protection laws.
Queries/Contact
Secretariat Offices – Ortra Ltd
Email: interspeech2024@ortra.com