Abstract World

Privacy Policies

Data Protection

Overview
Given that the nature of all activity on Abstract World systems, where the fundamental purpose is to manage and schedule activity directly involving participating individuals, collecting personal information is essential.

Data
Data hosted on Abstract World management systems is never used for activity other than for the stated purpose of the specific system, ie: abstract, registration, faculty, or presentation submission.  

Data is never sold or shared.

Users can apply directly to their association management team for directly to request their information be deleted.

Hosting
Abstract World. hosts all data systems on the AWS platform, where the General Data Protection Regulation (GDPR) requirements are met to the fullest. The AWS cloud platform is the most secure in the world.

Firewall
The Abstract World firewall rules are global across all systems. All ports are blocked to all activity in or out, with the exception of strictly defined protocol for our own processes. Administrative/technical access is extremely limited and logged.

Privacy Policy

1. Background
This privacy notice lets you know what happens to any personal data that you give to us, or any that we may collect from or about you. It applies to all products and services, and instances where we collect your personal data.
This privacy notice applies to personal information processed by or on behalf of all Abstract World. clients.

1. Changes to this privacy notice
We may change this privacy notice from time to time by updating this page in order to reflect changes in the law and/or our privacy practices. We encourage you to check this privacy notice for changes whenever you visit our website – https://www.abstracts.ca

Abstract World (One World Presentation Management Ltd.) and our Data Protection Officer
Headquarters at 5105 7B Ave, Delta, BC, Canada, V4M 1S3. We are a data controller of your personal data.  We have an assigned data protection officer (“DPO”). You can contact the DPO using the details below or by writing to the above address, marking it for the attention of the DPO or emailing: mgmt    (at)    owpm.com.

2. What kinds of personal information about you do we process?
Personal information that we’ll process in connection with all of our products and services, if relevant, includes:

  1. Personal and contact details, such as title, full name, contact details and contact details history
  2. Records of your contact with us such as via the phone number of our breakdown service and, if you get in touch with us online using our online services or via our smartphone app, details such as your mobile phone location data, IP address and MAC address
  3. Products and services you hold with us, as well as have been interested in and have held and the associated payment methods used
  4. The usage of our products and services, any call outs and claims and whether those claims were paid out or not (and details related to this)
  5. Analyzing data, including history of those communications.
  6. Information about your affiliation status, if relevant      

3. What is the source of your personal information?
We collect personal information from the following source:
From you directly, and, your associates such as co-authors of papers.

4. What do we use your personal data for?
We use your personal data, including any of the personal data listed in section 1 above, for the following purposes:

  1. Managing any aspect of the product or service
  2. To perform and/or test the performance of, our products, services and internal processes
  3. To improve the operation of our business
  4. To follow guidance and best practice under the change to rules of governmental and regulatory bodies
  5. For management and auditing of our business operations including accounting
  6. To monitor and to keep records of our communications with you and our staff (see below)
  7. To administer our good governance requirements, such as internal reporting and compliance obligations or administration required for Annual General Meeting (“AGM”) processes
  8. To develop new products and services and to review and improve current products and services
  9. To comply with legal and regulatory obligations, requirements and guidance

5. What are the legal grounds for our processing of your personal information (including when we share it with others)?
We rely on the following legal bases to use your personal data:

a) Where it is needed to provide you with our products or services, such as:

            i) Assessing an application for a product or service you hold with us, managing products and services you hold with us.

            ii) Updating your records.

            iii) All stages and activities relevant to managing the product or service including enquiry, application, administration and management of accounts, illustrations, requests for transfers of equity, setting up/changing/removing guarantors

b) Where it is in our legitimate interests to do so, such as:

            i) Managing your products and services relating to that.

            ii) To perform and/or test the performance of, our products, services and internal processes

            iii) To follow guidance and recommended best practice of government and regulatory bodies

            iv) For management and audit of our business operations including accounting

            v) To carry out monitoring and to keep records of our communications with you and our staff (see below)

            vi) Where we need to share your personal information with people or organizations in order to run our business or comply with any legal and/or regulatory obligations

6. When do we share your personal information with other organizations?
Abstracts World does not share your personal information with other organizations.   

7. How and when can you withdraw your consent?
Where we’re relying upon your consent to process personal data, you can withdraw this at any time by contacting us using the details below. Although, it is impossible to participate in any peer review without giving consent to this information.

8. Is your personal information transferred outside the UK or the EEA?
We’re based in Canada, with servers hosted in the US. All suitable safeguards are in place and are described in our Data Protection Policy.

9. How do we share your information with credit reference agencies?
Abstracts World does not share your information with credit reference agencies.

10. How do we share your information with Fraud Prevention Agencies?
Abstracts World does not share your information with Fraud Prevention agencies.

11. Do you have to provide your personal information to us?
We’re unable to provide you with our products or services if you do not provide certain information to us.

12. Do we do any monitoring involving processing of your personal information?
In this section monitoring means any: listening to, recording of, viewing of, intercepting of, or taking and keeping records (as the case may be) of calls, email, text messages, social media messages, in person (face to face) meetings and other communications. We may monitor where permitted by law and we’ll do this where the law requires it, or to comply with regulatory rules, to prevent or detect crime, in the interests of protecting the security of our communications systems and procedures and for quality control and staff training purposes. This information may be shared for the purposes described above.

13. What about other automated decision making?
There is no automated decision making.

14. For how long is your personal information retained by us?
Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:

  1. For as long as we have reasonable business needs, such as managing our relationship with the organization or association you submitted your information to.
  2. Retention periods in line with legal and regulatory requirements or guidance.

15. What are your rights under data protection laws?
Here is a list of the rights that all individuals have under data protection laws. They don’t apply in all circumstances. If you wish to use any of them, we’ll explain at that time if they are engaged or not. The right of data portability is only relevant from May 2018.

  1. The right to be informed about the processing of your personal information
  2. The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed
  3. The right to object to processing of your personal information
  4. The right to restrict processing of your personal information
  5. The right to have your personal information erased (the “right to be forgotten”)
  6. The right to request access to your personal information and to obtain information about how we process it
  7. The right to move, copy or transfer your personal information (“data portability”)
  8. Rights in relation to automated decision making which has a legal effect or otherwise significantly affects you

You have the right to complain to the Information Commissioner’s Office which enforces data protection laws: https://ico.org.uk/. You can contact us using the details below.

16. Your right to object
You have the right to object to certain purposes for processing. You can contact us by using the contact form on this website. to exercise these rights.

Contact us
If you have any questions about this privacy notice, or if you wish to exercise your rights or contact the DPO, you can contact us by by using the contact form on this website.