Privacy Policy
International Medical Congress for Students and Young Doctors (MEDIS 2026)
Last updated: November 2025
Introduction
The protection of your privacy as a participant at MEDIS 2026 is a top priority, particularly with regard to your personal data. This Privacy Policy explains how Timișoara Medical Students' Society (SSMT) collects, uses, stores, and protects your personal information in compliance with Regulation (EU) 2016/679 (General Data Protection Regulation – GDPR).
1. Data Controller
Timișoara Medical Students' Society (SSMT)
CUI: 8977958
Reg. Com.: 2028/A/2008
Address: Piața Eftimie Murgu, No. 2, Timișoara, Timiș County, 300041, Romania
Email: contact.medis@umft.ro
2. Data We Collect
We collect and process the following types of personal data:
2.1 Registration Information
- Full name
- Email address
- Institutional affiliation
- Year of study or professional status
- Country of residence
- Contact details
2.2 Payment Information
- Payment transaction data (processed securely through our payment provider EuPlătesc)
- Billing information
Important: We do not store or have access to your complete credit/debit card details. All card information is processed securely by our authorized payment provider EuPlătesc.
2.3 Academic and Scientific Information
- Abstract submissions (for presenting authors)
- Author and co-author information
- Scientific coordinator details
- Presentation materials
2.4 Visa Application Data
If you apply for a visa invitation letter, we may collect:
- Passport information
- Nationality
- Date of birth
- Other information required by Romanian authorities
2.5 Photos, Videos, and Audio Recordings
During the conference, we will take photos, videos, and audio recordings of attendees for promotional, educational, and archival purposes. By participating in MEDIS 2026 and accepting the Terms & Conditions, you consent to the publication of such materials on:
- The official MEDIS website
- Social media platforms (Instagram, Facebook, TikTok)
- Professional journals and publications
- Marketing and promotional materials
Opt-out: If you do not wish to appear in any photos, videos, or audio recordings, you must submit a request to contact.medis@umft.ro at least 20 days before the conference begins.
2.6 Technical Data
- IP address
- Browser type and version
- Device information
- Usage data and analytics
3. How We Use Your Data
We use your personal data for the following purposes:
- Conference Administration: To process your registration, manage bookings, and provide access to conference events
- Communication: To send you important updates, notifications, and information about MEDIS 2026
- Certificate Generation: To create and issue Certificates of Participation
- Badge Creation: To generate your official conference badge
- Abstract Processing: To review, evaluate, and publish accepted abstracts in the official abstract book and program
- Payment Processing: To process registration fees and other payments
- Visa Support: To issue visa invitation letters and communicate with Romanian authorities
- Security and Fraud Prevention: To protect against fraudulent transactions and ensure event security
- Legal Compliance: To comply with legal obligations and respond to lawful requests from authorities
- Marketing and Promotion: To promote MEDIS and share highlights through photos, videos, and testimonials (with your consent)
4. Legal Basis for Processing
We process your personal data based on the following legal grounds:
- Contract Performance: Processing is necessary to fulfill our contractual obligations when you register for MEDIS 2026
- Consent: You have given explicit consent for specific processing activities (e.g., photos/videos, marketing communications)
- Legal Obligation: Processing is necessary to comply with legal requirements (e.g., tax laws, visa requirements)
- Legitimate Interests: Processing is necessary for our legitimate interests in organizing and promoting the conference, preventing fraud, and ensuring security
5. Data Sharing and Third Parties
We may share your personal data with the following third parties:
5.1 Payment Processors
EuPlătesc - Our authorized payment provider that processes all online payments securely.
5.2 Government Authorities
Romanian immigration authorities and embassies/consulates for visa processing purposes.
5.3 Service Providers
Third-party service providers who assist with website hosting, email services, printing services, and event management.
5.4 Academic Partners
Conference speakers, scientific committee members, and academic institutions (only information relevant to their roles).
5.5 Law Enforcement
Law enforcement and regulatory bodies when required by law or to prevent fraud and illegal activities.
We ensure that all third parties process your data in accordance with GDPR and maintain appropriate security measures.
6. Your Rights Under GDPR
As a data subject, you have the following rights:
6.1 Right of Access
You can request a copy of the personal data we hold about you.
6.2 Right to Rectification
You can request correction of inaccurate or incomplete personal data.
6.3 Right to Erasure ("Right to be Forgotten")
You can request deletion of your personal data in certain circumstances (subject to legal obligations and legitimate interests).
6.4 Right to Data Portability
You can request your data in a structured, commonly used format for transfer to another organization.
6.5 Right to Object
You can object to processing based on legitimate interests or for direct marketing purposes.
6.6 Right to Withdraw Consent
Where processing is based on consent, you can withdraw it at any time.
6.7 Right to Lodge a Complaint
You can file a complaint with the Romanian Data Protection Authority (ANSPDCP) or your local supervisory authority.
To exercise your rights, please contact us at:
Email: contact.medis@umft.ro
We will respond to your request within 30 days.
Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Timișoara Medical Students' Society (SSMT)
Address: Piața Eftimie Murgu, No. 2, Timișoara, Timiș County, 300041, Romania
Email: contact.medis@umft.ro
Website: https://medistm.ro/
Romanian Data Protection Authority (ANSPDCP)
If you are not satisfied with our response, you have the right to lodge a complaint with the Romanian supervisory authority.
Website: www.dataprotection.ro
Consent
By registering for MEDIS 2026 and using our website, you acknowledge that you have read, understood, and agree to this Privacy Policy. For processing activities that require explicit consent (such as photos/videos and marketing communications), we will obtain your separate, informed consent.