Privacy Notice to Registrants on Personal Information Collected by SafeAccess

Privacy Notice to Registrants on Personal Information Collected by SafeAccess

The safety of our members and Annual Meeting registrants is of paramount importance to the International Trademark Association (INTA). As a result, we have engaged a third-party vendor, SafeAccess, to assist us in ensuring that all registrants are appropriately vaccinated and tested for COVID-19. This requires certain information about you and your vaccination status and proof of a negative COVID-19 test to be collected by SafeAccess.

This Privacy Policy explains how INTA (“we,” “us”), as data controller, will process your personal information collected by the SafeAccess secure web portal and otherwise in connection with our COVID-19-related safety processes and recommended health procedures.

Type and Sources of Personal Information

Via, SafeAccess, we will collect your Personal Information directly from you, when you input data and/or answer the relevant questions on the SafeAccess secure web portal or take part in any of our COVID-19 health assessments or processes. This will include your name, email address, COVID-19 vaccination record and COVID-19 test result information Please note that while INTA does not receive any of the details you provide to SafeAccess, we are made aware of whether an individual attendee is adequately vaccinated and tested, or not, to attend our Annual Meeting.

Purpose and Legal Basis

We are collecting and processing your Personal Information, including special category health data, for the purpose of providing a safe environment for all people attending our Annual Meeting. INTA relies on your explicit consent to collect this data. Your explicit consent will be requested before you provide the relevant health/vaccination data. If you wish to withdraw your consent, you can do so at any time, by sending an email to [email protected]. However, please note that withdrawing or refusing to provide consent will result in you not being able to attend our Annual Meeting even though you have paid the registration fee. Instead, you are invited to enjoy the virtual portion of the Annual Meeting and on-demand recordings of the educational sessions conducted in Washington, D.C.

Sharing and Retention

The Personal Information we hold as a result of you using the SafeAccess web portal or taking part in any of our COVID-19 health assessments or processes may be shared within INTA as necessary for the protection of our Annual Meeting registrants. It will not be shared with any other third parties unless required by law. Your Personal Information will only be retained for as long as is necessary for the purposes described above and will then be securely deleted.

Data Transfers

Your Personal Information may be collected in and/or transferred to a jurisdiction whose data protection laws do not provide the same level of protection as your home country. Where this is the case, INTA will ensure that appropriate safeguards are put in place to protect your data and your rights. These may include the use of EU Standard Contractual Clauses. A copy of the appropriate safeguards used can be provided on request, using the contact details below.

Your Rights

In certain circumstances, you may have the following rights in relation to your Personal Information:

• The right to access: You have the right to request INTA provide a copy of your Personal Information.
• The right to rectification: You have the right to request that INTA correct any information you believe is inaccurate. You also have the right to request that INTA complete the information you believe is incomplete.
• The right to erasure: You have the right to request that INTA erase your personal data, under certain conditions.
• The right to restrict processing:  You have the right to request that INTA restrict the processing of your personal data, under certain conditions.
• The right to object to processing: You have the right to object to INTA processing of your personal data, under certain conditions.
• The right to data portability: You have the right to request that INTA transfer the data that we have collected to another organization, or directly to you, under certain conditions.
• The right to withdraw consent: You can withdraw your consent for INTA’s processing of your Personal Information at any time by email.

Please contact us using the details below to request to exercise any of these rights. Please note that the rights are not absolute and are subject to exemptions. Where an exemption applies, we will explain this in our response to your request.

Contact Us

For further information about your data protection rights, please contact us.

If you have any concerns about how your data is processed or wish to make a complaint, in the first instance please contact us so that we can try to resolve the issue. If you are not happy with our response, then you have the right to complain to the local Data Protection Authority in your country.