PFMM 2025 Conference
Effective Date: September 5, 2025

1. Introduction

Welcome to the PFMM 2025 Conference (hereinafter referred to as the “Conference”). This event is organized by VšĮ „Lietuvos lenkų medikų draugija“ (hereinafter referred to as the “Organizer,” “we,” “us,” or “our”).

This document outlines how we collect, use, store, and protect your personal data when you register for and participate in the Conference. By completing the registration process, you acknowledge that you have read, understood, and agree to be bound by these terms.

This policy is drafted in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR) and relevant Lithuanian data protection laws.

2. Data Controller

The controller of your personal data is: VšĮ „Lietuvos lenkų medikų draugija“ 

Registration Code: 191590049 

Address: Naugarduko gatvė 76, Vilnius, 03202, Vilniaus m., Lithuania 

Email for data protection inquiries: info@psml.lt

3. Personal Data We Collect

We may collect and process the following categories of personal data:

• Identity & Contact Data: Full name, title, academic degrees, email address, telephone number, country of residence.

• Professional Data: Name of your institution or company, job title, field of specialty.

• Registration & Financial Data: Registration type, invoice details, payment information (processed securely through a third-party payment gateway; we do not store your full credit card details).

• Special Category Data: Information about dietary requirements or accessibility needs, which you voluntarily provide. We process this data only with your explicit consent to ensure your well-being at the Conference.

• Conference Participation Data: If you are a speaker, we will collect your presentation title, abstract, and biography.

• Image and Sound Data: Photographs, video recordings, and audio recordings may be captured during the Conference sessions and social events.

4. Purpose and Legal Basis for Processing

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

Purpose of Processing	Type of Data	Legal Basis under GDPR
To manage your registration and facilitate your attendance.	Identity, Contact, Professional, Financial	Art. 6(1)(b) – Performance of a contract.
To communicate important information about the Conference.	Identity, Contact	Art. 6(1)(b) – Performance of a contract.
To issue invoices and process payments.	Identity, Contact, Financial	Art. 6(1)(b) – Performance of a contract.
To accommodate your dietary and accessibility needs.	Special Category Data	Art. 9(2)(a) – Explicit consent.
To create name badges and attendee lists.	Identity, Professional	Art. 6(1)(f) – Legitimate interest.
To manage the scientific program (for speakers).	Identity, Contact, Professional, Participation	Art. 6(1)(b) – Performance of a contract.
To promote the Conference and future events using photos/videos.	Image and Sound Data	Art. 6(1)(f) – Legitimate interest.
To send you information about future conferences (optional).	Identity, Contact	Art. 6(1)(a) – Consent.

5. Photography and Videography

Please be aware that photographs and video recordings will be taken throughout the Conference. These materials may be used by the Organizer for promotional purposes, including on our website, social media, and in future marketing materials. By attending the Conference, you acknowledge that you may be photographed or recorded. If you do not wish to be photographed or recorded, please inform the registration desk staff upon arrival.

6. Data Recipients and Third Parties

We do not sell your personal data. We may share your data with trusted third parties only when necessary to provide Conference services, including:

• Payment Processors: To securely handle registration fees.

• Venue and Catering Providers: To manage dietary and accessibility requirements.

• Abstract Management Systems: For submission and review of scientific content.

• IT and Software Providers: For hosting the event website and virtual platforms.

We ensure that all third-party service providers are GDPR-compliant and have adequate data protection measures in place.

7. Data Retention

We will retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

• Conference-related data will be retained for up to 2 years after the event.

• Financial and invoicing data will be retained for 10 years as required by Lithuanian law.

• Data processed based on your consent (e.g., for marketing) will be retained until you withdraw your consent.

8. Your Data Protection Rights

Under GDPR, you have the following rights regarding your personal data:

• Right to Access: You can request a copy of the personal data we hold about you.

• Right to Rectification: You can request to correct any inaccurate or incomplete data.

• Right to Erasure (“Right to be Forgotten”): You can request the deletion of your data where there is no compelling reason for its continued processing.

• Right to Restrict Processing: You can request to block or suppress the processing of your personal data in certain circumstances.

• Right to Data Portability: You have the right to receive your data in a structured, commonly used, and machine-readable format.

• Right to Object: You can object to the processing of your data based on legitimate interests.

• Right to Withdraw Consent: Where processing is based on consent, you can withdraw your consent at any time.

To exercise any of these rights, please contact us at info@psml.lt.

9. Data Security

We have implemented appropriate technical and organizational security measures to protect your personal data from accidental loss, unauthorized access, alteration, or disclosure.

10. Governing Law and Jurisdiction

These terms and conditions are governed by the laws of the Republic of Lithuania and the applicable regulations of the European Union. Any disputes will be subject to the exclusive jurisdiction of the courts of Vilnius, Lithuania.