Privacy policy

Version 4.0, in force from the day of publication.

(GDPR, Article 13 / RODO, Art. 13)

1. Controllers

1. Website. THT Poland sp. z o.o., ul. Piękna 24/26A, 00-549 Warszawa, Poland, KRS 0000537288, NIP 7010456828, is the controller of personal data processed on thtconference.com, for example registration alerts, enquiries and the partner area for healthcare professionals.
2. Registration for THT 2027. AI Corelab sp. z o.o., ul. Piękna 24/26A, 00-549 Warszawa, Poland, KRS 0000860600, NIP 7010997524, sells the registrations, receives the payments and issues the invoices. AI Corelab and THT Poland are joint controllers of registration and participation data (Article 26 GDPR). Details, including the essence of our arrangement, are on the page Personal data in registration.
3. Contact. For all data matters write to office@thtconference.com or by post to ul. Piękna 24/26A, 00-549 Warszawa. Neither company has appointed a data protection officer.

2. On-site logistics (processor)

Registration and payments for THT 2027 run on thtconference.com. Convention Plus sp. z o.o., al. Wojska Polskiego 9, 01-524 Warszawa, KRS 0001055526, NIP 5213484786, handles on-site logistics (registration desk, badges, participant lists for the venue) as our processor under a data processing agreement (Article 28 GDPR). It does not run registration or payments and does not use your data for its own purposes.

3. Purposes and Legal Bases of Processing

We process your personal data for the following purposes and legal bases:

A) Registration, participation and event services

Purpose: Processing your registration, confirmations, e-mails about your participation, access control (e.g., QR code), badge preparation, attendance management, and providing you with event services.

Legal basis: Article 6(1)(b) GDPR (performance of a contract / taking steps at your request prior to entering into a contract).

B) Payments, invoices, accounting and tax

Registration fees are paid to AI Corelab sp. z o.o., the seller. Online payments are processed by Autopay S.A., Sopot, as a separate controller; we receive the payment status and method, never your card details. Bank transfers go to AI Corelab’s bank account. AI Corelab issues invoices in inFakt and sends them to the National e-Invoicing System (KSeF).

Legal basis: Article 6(1)(b) GDPR for handling the payment and refunds; Article 6(1)(c) GDPR for invoices, accounting and tax obligations under the VAT Act, the Accounting Act and the Tax Ordinance.

C) Organization, safety, quality and claim handling

Purpose: Ensuring proper organization of the event, handling organizational queries, preventing abuse, ensuring venue security and access management, and establishing, pursuing or defending legal claims.

Legal basis: Article 6(1)(f) GDPR (legitimate interests of the Controller).

Legitimate interest: To run the event efficiently and securely and to protect the Controller against potential claims.

D) Documentation of the event (photos/video: general coverage)

Purpose: Documenting the event and communicating about it (including post-event summaries), including publication on THT channels (website, conference materials, and social media).

Legal basis: Article 6(1)(f) GDPR (legitimate interests). We have assessed that such processing is proportionate and does not override the rights and freedoms of attendees.

To object to photo/video processing, contact office@thtconference.com or notify the registration desk onsite.

E) Emails about THT events (only with your consent)

Purpose: emails from AI Corelab sp. z o.o. and THT Poland sp. z o.o. about THT Conference and THT Imaging. Legal basis: your consent, Article 6(1)(a) GDPR and Article 398 of the Polish Electronic Communications Law. You can withdraw consent at any time with the unsubscribe link or by writing to office@thtconference.com, without affecting earlier processing.

4. Categories of Personal Data We Process

Depending on your registration options, we may process:

• Identification and contact data: name, surname, e-mail, phone number
• Professional data: workplace/organization, job title, country/city
• Registration details: ticket type, selected sessions/workshops, attendance status
• Billing data (if applicable): company name, address, VAT number/NIP, invoice details
• Technical data: system logs, IP address, registration timestamps (for security and troubleshooting)

Optional data (provided voluntarily)

If you provide them, we may also process: dietary preferences, accessibility needs, other organizational notes.

Source of data (if not collected directly from you)

If you did not provide your data directly, it was obtained from your employer, a partner organization, or the entity that registered you for the Event (e.g., invited faculty, sponsor registrations, group bookings).

5. Special Categories of Data (Article 9 GDPR)

Some information (e.g., accessibility needs, certain dietary preferences) may reveal health or other sensitive information.

• Such data is not required for registration.
• If you provide it voluntarily for organizational purposes, it will be used only to fulfill your request.
• Where legally required, we will process such data based on your explicit consent (Article 9(2)(a) GDPR).

Please do not provide health information or other sensitive data unless explicitly required for accessibility arrangements.

6. Recipients of personal data

We share data only as far as needed:

1. AI Corelab sp. z o.o. and THT Poland sp. z o.o. share registration data with each other as joint controllers.
2. Autopay S.A., Sopot: online payments (separate controller).
3. Processors working for us under data processing agreements: inFakt sp. z o.o. (invoicing and KSeF), cyber_Folks S.A. (website hosting), Convention Plus sp. z o.o. (on-site logistics), our email delivery provider, our IT service providers, our accounting office and the photographers and video crew of the Conference.
4. Novotel Katowice Centrum and its caterer: numbers of meals by preference, and your name only where a special meal must be handed to you personally.
5. The Head of the National Revenue Administration, which runs KSeF, and other public authorities where the law requires it.

We do not sell personal data and do not share it with sponsors or exhibitors. An exhibitor may scan your badge only if you agree at its stand; the exhibitor is then the controller of the data it receives.

7. International Transfers (outside the EEA)

As a rule, we intend to process data within the European Economic Area (EEA). If any service provider processes data outside the EEA (including providers of mailing tools, CRM, or analytics services), we will ensure appropriate safeguards, such as Standard Contractual Clauses (SCCs) and additional security measures where required.

You may request information about specific transfer mechanisms by contacting us at office@thtconference.com.

8. Retention Period

We retain personal data only for as long as necessary:

• Registration and organizational data: for the duration of the event and up to 12 months after for post-event settlement and administration
• Accounting and invoicing data: retained for the period required by applicable Polish accounting and tax laws
• Claims and dispute documentation: for the period necessary to establish, pursue or defend legal claims under applicable limitation periods
• Marketing data: until you withdraw consent or unsubscribe

9. Your Rights Under GDPR

You have the right to:

• Access your data (Art. 15)
• Rectify your data (Art. 16)
• Erase your data (Art. 17)
• Restrict processing (Art. 18)
• Data portability (Art. 20)
• Object to processing based on legitimate interest (Art. 21)
• Withdraw consent at any time (Art. 7(3)) where processing is based on consent

To exercise your rights, contact: office@thtconference.com

10. Mandatory vs. Optional Data

Providing data marked as mandatory in the registration form is required to process your registration and provide conference services. If you do not provide mandatory data, we may be unable to complete registration. Optional fields are voluntary.

11. Automated Decision-Making

We do not use automated decision-making, including profiling, that produces legal effects concerning you or has a similarly significant effect on you.

12. Changes to This Privacy Notice

We may update this Privacy Notice from time to time. The latest version will always be available at thtconference.com/privacy. Material changes will be communicated via email where appropriate.

13. Cookies on this website

We use only cookies that are strictly necessary. They need no consent (Article 399 of the Polish Electronic Communications Law). You can delete or block them in your browser, but registration and payment may then stop working.

1. Registration and payment (WooCommerce, set by our shop system on the registration pages): woocommerce_cart_hash and woocommerce_items_in_cart (registration in progress, session), and wp_woocommerce_session followed by an identifier (your registration session, 2 days).
2. Registration language: tht_lang remembers the language chosen during registration and payment (value en or pl). It is set on the participant details, payment and registration confirmation pages, kept until the browser is closed (session) and contains no personal data. As a strictly necessary cookie it needs no consent.
3. Polish version notice: tht_pl_hint, an entry in the browser’s local storage (localStorage, not a cookie), remembers that the visitor closed the “Ta strona jest dostępna po polsku” (This page is available in Polish) bar shown on English pages, or followed it to the Polish version (value 0). It is written only after one of these actions, is not sent to our server, contains no personal data and is kept until the visitor clears the browser data. As strictly necessary storage that remembers the visitor’s own choice, it needs no consent.
4. Payment: the Autopay S.A. payment page and the Autopay payment module on our registration page (BLIK, card, Google Pay, Apple Pay) may set their own necessary cookies. Autopay S.A. is responsible for them.
5. Partner area: tht_hcp is set only when a visitor declares, in the partner area for healthcare professionals, that they are a healthcare professional. Value 1, kept for 30 days on that device, strictly necessary to show content restricted to healthcare professionals. It contains no personal data. You can withdraw the declaration on the partner pages with “Forget my declaration on this device”. We count declarations by profession and month, without any identifier.
6. Videos: partner videos load from YouTube or Vimeo only after you press play; those services may then set their own cookies.

We do not use advertising or tracking cookies. If we add analytics or marketing cookies, we will ask for your consent first.

Version 4.0, in force from the day of publication (seller of registrations: AI Corelab sp. z o.o.).