Menu Home

Privacy

PRIVACYSTATEMENT – PCO / European Veterinary Diagnostic Imaging 

1. PCO
Partners in Congress Organisation B.V. (hereinafter: ‘PCO’ of ‘we’) is a Dutch company that organises conferences in the Netherlands and Europe and provides advice on this subject.

We process your personal data when you use our services, attend a conference organised by us or use our applications, websites or software. In this privacy statement, we explain when, why and how we collect, use and secure your personal data.

2. Changes
We may amend this privacy statement. If we do so, we will notify you (if we have your email address). However, we recommend that you check the privacy statement yourself from time to time to see if it has been amended.

3. What personal data do we collect and how long do we retain it?
There are several ways in which we may collect your personal data. We distinguish between website visitors and job applicants (section 3.1), conference visitors and participants (section 3.2) or employees or contacts of a conference sponsor or client (section 3.3). Below, we explain which personal data we collect from you in each capacity. We collect the personal data listed below directly from you or receive it directly from you, unless otherwise indicated.

3.1 Website visitors and job applicants
3.1.1 Improving our website
In order to improve our website and resolve any error messages, we process:
• online/cookie identification number
• IP address
• your usage of our website
• information about the device you use to access our website

We retain this personal data for up to two years after collection.

3.1.2 Securing our website
In order to adequately secure our website, we process:
• username and password
• IP address
• device-ID
• user-ID
• operating system
• time, date and place of login

We retain this personal data for up to six months after collection. The impact on your privacy in the processing operations referred to in 3.1.1 and 3.1.2 is limited as much as possible by processing only limited data and linking data as much as possible to an identification number rather than a name.

3.1.3 Job applications
If you apply for a job with us, we will process:
• name
• email address
• phone number
• resume (including photo, if applicable)
• motivation letter
• communication
• an assessment of your abilities (if this is reasonable in view of your intended position)

We process all data mentioned above in 3.1.1, 3.1.2 and 3.1.3 on the basis of our legitimate interest. You can object to this. We will then weigh your interests against those of PCO and decide whether we will comply with your request. Section 8 explains how you can submit such a request. Please note that the website may no longer function (properly) if you restrict our ability to process personal data. We will retain the personal data relating to your application for up to 4 weeks after the completion of the application process, unless you give us your consent to retain the data for 1 year.

3.1.4 Communication with PCO
When you contact us, for example by asking us a question, we process:
• name
• email address
• phone number
• name employer
• all other information you share with us in your communications

We will retain your personal data for up to two months after your request or query has been dealt with. You are not obliged to provide this personal data, but if you do not, we may not be able to contact you to deal with your request or query.

3.1.5 Newsletter
We process your name and email address in order to send you the newsletter if you subscribe to it, until you unsubscribe. You can unsubscribe at any time by using the unsubscribe button at the bottom of the newsletter.

We process the data under 3.1.4 and 3.1.5 with your consent. If you do not provide this personal data, this will not have any negative consequences for (the use of) our services.

3.2 Conference visitors and participants  
3.2.1 Financial reporting requirements
If you attend one of our conferences, you may conduct financial transactions with us (e.g. purchase an admission ticket). In that case, we will process:
• customer-ID
• payment cluster-ID
• payment method
• amount paid
• date of payment

If you pay by invoice, we will also process:
• name (employer)
• address (employer)
• VAT identification number
• invoice details

We process this data on the basis of a legal obligation. We retain financial records for seven years after the year in which the transaction took place. We share this personal data with our accountant in order to comply with our legal obligations.

3.2.2 Participating in conferences and events
If you register for one of our conferences, we will process:
• name
• address
• private and/or business email address (e.g. for contacting you and communicating about the services)
• phone number (business and/or private)
• title
• job title
• company name/employer
• division
• country of employment
• gender
• age category (if you wish to participate in age-specific competitions)
• dietary preferences
• registration number
• BIG registration number
• customer-ID
• membership number of your association (for discount schemes)
• amounts and dates of payments made
• payment method
• bank account number (if using a bank account instead of a payment provider)
• educational background
• employment history
• areas of interest
• communication
• registrations for courses and events at the conference
• all other personal data provided to us in the context of our services
• other personal data you provide when contacting PCO

We process this data for the purpose of executing an agreement. For dietary preferences, the basis is consent. We retain this personal data for up to two years after the conference or event has taken place. The exact personal data that is processed, depends on the conference you are attending. For example, at a medical specialist conference, you may be asked for more information about your work history or to share your BIG registration number in order to obtain accreditation points. We will indicate which information we require from you for each conference. The data is provided to us by you or your employer.

3.2.3 Improving our services
In order to improve our services, we send out an evaluation form about the conference you attended. If you participate in the survey, we will process:
• name
• email address
• (other) information provided on the evaluation form

Participation in the evaluation is voluntary. We will retain personal data for up to two years after collection.

3.2.4 Newsletter
When you register for a conference, we will process your email address in order to send you newsletters about future editions of the conference in question.

We process the data under 3.2.3 and 3.2.4 based on our legitimate interest. You can object to this. If you unsubscribe from the newsletter using the unsubscribe button, we may still send you communications that are necessary for the edition of the conference for which you have registered.

Policy on photos and videos of events
Photos and/or videos may be taken at conferences. These photos/videos may be used on public websites of PCO or our clients, as illustrations or in news items, reports, newsletters, guides, brochures, advertisements and/or social media of PCO or our clients. Photos and videos may be processed in the United States (e.g. by YouTube).

We do our best to take photos in which people are not recognisable to others. If you do not want to be photographed, please proactively step out of the frame or turn your back to the camera. You can also ask the photographer to take a new photo if you think you are visible in the frame and do not want to be photographed. By registering for an event, you agree to our use of the photos taken. You can ask us to remove a specific photo by sending an email to info@pcopartners.nl.

3.3 Employees or contacts of conference sponsors and clients
If you participate in a conference or event as an employee or contact person of a conference sponsor or client, the data will be collected as detailed in section 3.2.

3.2.1 Financial reporting requirements
If you (or your employer) use our services, you (or your employer) may conduct financial transactions with us. In that case, we will process:
• name (employer)
• address (employer)
• VAT identification number
• invoice details

We process this data on the basis of a legal obligation. In some cases, we take over the financial administration of clients and take care of the payment of their invoices. In that case, we process (part of) the above data. We retain invoices and the personal data contained therein for up to 7 years after the year in which the transaction took place. We share this personal data with our accountant in order to comply with our legal obligations.

3.3.2 Client/customer relationship management
We process the following personal data:
• name (employer)
• address (employer)
• contact details

We process this data on the basis of our legitimate interests, so that we can contact you if we have any questions or to inform you about interesting opportunities and events. In some cases, you may object to this processing. Section 8 explains how you can submit such a request.

4. Storage and transfer of personal data
We store our data on servers in the EEA. In a few cases, we use Dropbox, which means that data is transferred to the United States. Dropbox is affiliated with the EU-U.S. Data Privacy Framework, which means that no additional measures are necessary.

4.1 Transfer for the execution and handling of a conference
We may share your personal data with the following parties, who act independently as data controllers:
• hotels and booking agencies: name and address details, email address
• caterers: name and any dietary preferences
• our client, the party organising the conference: name and address details, email address, job title, employer, membership number, registration number, country of employment, employment history, title, area of interest
• stand construction companies (only if you are the contact person for a conference sponsor): name and address details, email address, telephone number and VAT number
• publishers of (scientific) journals: name and address details if you wish to receive the journal in physical form, or name and email address if you wish to receive the journal digitally
• conference sponsors if you participate in their workshops, in order to guarantee the quality of the workshop: name, employer's email address, country of employment, employment history, title, job title, area of interest
• PE-online: BIG registration number

4.2 Processing by processors
PCO may ask third parties to assist in providing our services. In that case, these third parties may process your personal data on behalf of and under the responsibility of PCO. These third parties are referred to as “processors” in the privacy statement.

We use the following types of processors:
• providers of (personal) data storage and database management and maintenance;
• research agencies and analytical software to improve our services (including privacy-friendly Google Analytics, which does not share personal data with Google);
• administrators of evaluation forms;
• file transfer software (WeTransfer);
• app developers;
• hosting provider(s), and;
• video administrators and storage providers (YouTube).

We instruct processors that they may only use personal data that they obtain from us or collect on our behalf to enable us to provide our services. If you provide additional information to processors outside the scope of our services, we are not responsible for this. It is wise to inform yourself thoroughly about the processors and their companies before providing your personal data.

4.3 With your consent
We may also share personal data with third parties if you give us your consent to do so. For example, we may work with other parties to offer you specific services or offers. If you sign up for these services or marketing offers, we may provide your name or contact details if necessary to provide the service or contact you.

4.4 Our legal responsibility
We may also share personal data with third parties if this:
1. is reasonably necessary or appropriate to comply with legal obligations, such as complying with legal requests from authorities;
2. is necessary to respond to any (legal) claims;
3. is necessary to protect the rights, property or safety of us, our users, our employees or the public;
4. is necessary to protect ourselves or our users against fraudulent, abusive, inappropriate or unlawful use of the services.

We will notify you immediately if a government authority makes a request relating to your personal data, unless prohibited by law.

5. Security of personal data
PCO takes appropriate technical and organisational security measures to protect your personal data as effectively as possible and complies with generally accepted standards. We have taken the following measures in any case:
• Physical and electronic measures designed to prevent unauthorised access, loss or misuse of personal data as much as possible.
• Transmission of sensitive information or personal data to and from us is encrypted.
• Where reasonably possible, backups of personal data are made.
• Sensitive information is stored in encrypted form where possible and the database cannot be accessed externally.
• Software is kept up to date (such as antivirus scans and operating systems) and vulnerabilities in the software are addressed as quickly as possible.

We would like to point out that absolute security for the transmission of personal data via the Internet or the storage of personal data cannot be guaranteed.

6. Cookies
Our website uses various essential and analytical cookies. You can read more about this in our detailed cookie statement.

7. Links to third-party websites
Our websites and/or applications may contain hyperlinks to websites and services of third parties. These hyperlinks are provided for your convenience, but these third-party websites may process information about you. PCO has no control over these websites or their activities. If you provide your personal data on third-party pages, PCO is not involved in this. In that case, the privacy statement of this third party applies. We recommend that you review their privacy and security procedures and their privacy statement before providing personal data to third parties.

8. Your rights
You have a number of rights regarding your personal data, namely:

  1. Right of access: What personal data about you is processed by PCO?
  2. Right to rectification: Correction or completion of inaccurate or incomplete personal data.
  3. Right to erasure (‘right to be forgotten’): If you no longer want us to process certain personal data about you, you can request that we erase certain (or all) personal data about you. Whether we can do so depends on the purpose of the processing and any (legal) retention periods.
  4. Right to restriction of processing: If you dispute the accuracy of the personal data we process, if you believe that we have processed your personal data unlawfully, if we no longer need the data but cannot yet delete it, or if you have objected to the processing, you can request us to restrict the processing of that personal data.
  5. Right to data portability: At your request, we can transfer the data we process for the performance of the agreement or on the basis of your consent and which is processed digitally to you or another party designated by you.
  6. Right to object and withdraw consent: If we process data on the basis of a legitimate interest, you may object to the processing. We will then weigh up your interests against ours. If we process data on the basis of your consent, you may withdraw that consent at any time.

Automated decision-making
We do not make decisions based solely on automated processing.

Exercising your rights
You can send a request to info@pcopartners.nl. In principle, you will receive a response within four weeks. The above-mentioned rights are not absolute. We will always consider whether we can reasonably comply with your request. If this is not possible, or if it would compromise the privacy of others, for example, we may refuse your request. If we refuse a request, we will provide you with a reasoned explanation. To prevent abuse, we may ask you to identify yourself adequately when submitting a written request.

Compliant
You can always file a complaint with the supervisory authority. To do so, please contact the Dutch Data Protection Authority at https://autoriteitpersoonsgegevens.nl/.

9. Contact
If you have any questions or comments about this privacy statement, please contact us at info@pcopartners.nl.

This page was last updated in August 2025.