REGISTRATION AND CANCELLATION TERMS
Participation
Participation in the conference and the events of EKSIG 2019.
The conference is subject to a fee. Registration to the conference and the booking of social events is binding for the participant. Registrations received without payment within 7 days since the registration date will not be processed or confirmed.
Discounts
There is a discounted price for students (including PhD students). In order to prove student status, it is necessary to show your student ID card at the registration or get a written confirmation from your institute.
If the registrant fails to provide proof of the student status at the registration desk, the participation fee will be increased to the full price (late registration) and the missing sum needs to be paid.
Confirmation
Within 48 hours of online registration, an automatic e-mail confirmation will be sent to the e-mail address provided during the registration process. A letter including logistical and practical details will be sent by e-mail approximately two weeks before the start of the meeting.
Payment
Registration fees are based on the date when the registration and payment were received. Fees are quoted in euros (EUR). Please note that payments in other currencies will not be accepted.
The fees are to be paid in advance according to the invoice generated during the registration process. The payment of the registration fee is to be made via bank transfer or by credit card during the registration process (the invoice will be sent after a successful payment). Please note that when choosing the credit card payment, a fee of 3.16% of the total payment will apply. We can only accept euro-payments. Any and all resulting bank charges are to be paid by the participant. Bank drafts and cheques will not be accepted.
Bank transfers
Bank transfers should be made according to the invoice received by the registrant after completing the registration. Bank fees are the sole responsibility of the registrant and should be paid in addition to the registration fees. The bank transfer must clearly state the name of the participant and the invoice number, as unidentified bank transfers cannot be processed. If payment is made for more than one person or by a company, please make sure that all names and invoice numbers are properly indicated. The payment needs to be received within 14 days after completing the registration form; otherwise, the registration will not be confirmed. Please note that in any case the payment must be made before the registration deadline or a higher fee will apply.
Payment receiver is Publicon OU. Address: Väike-Turu 8, 51013 Tartu, Estonia.
Bank details:
Swedbank, Liivalaia 8, Tallinn, Estonia
IBAN EE482200221061156426
SWIFT/BIC HABAEE2X
Cancellations
Any cancellation of registration and/or paid services within the congress programme (e.g. dinner) should be sent in writing to the Delegate Services via e-mail kristin@publicon.ee.
Cancellations received on or before 15.08.2019, 2019: refund of the fee minus an administrative fee of EUR 30 (including 20% VAT). All refunds will be processed after the meeting.
Cancellations received after 15.08.2019: no refund is possible.
EKISG 2019 organisers reserve the right to make any necessary changes to the programme at a short notice. A pro rata reimbursement of the attendance fee is not possible for canceled lectures or changes to the programme.
Registration changes and substitutions
Registered participants who are unable to attend the conference may indicate (free of charge) a substitute participant by notifying the organising secretariat in writing on or before 01.09.2019. Substitutions after this date will be processed directly on-site and are subject to a handling fee of EUR 25 (including 20% VAT) per change.
Accommodation
Accommodation booking for the EKSIG 2019 meeting can be done personally, we have listed some suggestions for you to our homepage.
Privacy policy
When you register to the conference, we ask for personally identifiable information including, but not limited to, your name, e-mail address, address and organisational information. Once you register to the conference and sign in to its services, you are not anonymous to us. The Delegate Services also automatically receive and record information on our server logs from your browser, including your IP address, conference cookie information, and the page you requested.
The Delegate Services request information about the registering Delegate on the website if the Delegate performs a financial transaction in relation to the conference. In this case, the Delegate must provide information including, but not limited to, name along with credit card information.
The Delegate Services is the sole owner of the information collected on the website. The Delegate Services only use the personal data entered by the Delegate for the purposes of the EKSIG 2019 conference.
Please read the Registration and Cancellation terms above.
Please send all questions regarding the registration and payment to the Delegate Services:
PCO Publicon
Manager of Delegate Services: Ms. Kristin Lillemäe
Telephone: +372 740 4095, +372 5668 3986
E-mail: kristin@publicon.ee

PROCESSING OF PERSONAL DATA

1.1 Controller and processor of personal data
1.1.1. The controller of personal data is the Estonian Academy of Arts (registry code 74000624, address Põhja pst 7, 10412 Tallinn, telephone +372 626 7301, email artun@artun.ee. Matters related to processing of personal data are handled at the Academy by the data protection specialist (email: andmekaitsespetsialist@artun.ee).
1.1.2. The processor of personal data is PCO Publicon (registry code: 11077247, address: Väike-Turu 8, 51004 Tartu, Estonia), to which the Academy forwards data in relation to payments. The Academy shall forward personal data to the processor on the basis of agreement entered into with the processor. The processor is obliged to ensure that relevant protection measures are in place upon processing of personal data. In addition, personal data may be sent to other processors, including IT service providers, if necessary for ensuring functionality of the registration environment or for data hosting.

1.2 Legal basis for processing of personal data
1.2.1. The legal basis for processing of personal data is entered into with the person upon registration for the conference.
1.2.2. By registering for a conference, the person grants permission for:
1.2.2.1. processing of their personal data in accordance with this procedure and the Personal Data Protection Act;
1.2.2.2. use of their email address and telephone number for sending the person continuing education offers;
1.2.2.3. taking of photographs and making of video recordings for the use of them in the manner specified in this procedure.

1.3 Personal data to be processed and purpose of processing of personal data
1.3.1 Processing of personal data means any operation or set of operations which is performed on personal data, regardless of the means used to perform them, such as collection, recording, organization and structuring, storage, adaptation or alteration, enabling access to, retrieval, consultation, making of excerpts from, use, transmission, cross-use, alignment or combination, restriction, erasure or destruction.
1.3.2 The Academy shall process the following personal data:
1.3.2.1. name, personal identification code, telephone number and email address;
1.3.2.2. bank account number;
1.3.2.3. IP address and other web identifiers for the user of the registration environment;
1.3.2.4. photos, videos and other recordings of the courses.

1.4 The Academy shall process the personal data for the following purposes:
1.4.1. identifying the person;
1.4.2. performance of obligations to the person assumed under the agreement;
1.4.3. enforcement of payment obligations arising from the agreement, including to bring claims should the legal remedies set forth in legislation be applied;
1.4.4. provision of registration environment service and web use statistics;

1.5. Retention of personal data and enabling of access to personal data
1.5.1. Personal data not subject to longer retention terms under legal acts shall be retained until the statute of limitations has expired on potential claims. Personal data needed by accounting shall be retained for at least seven years.
1.5.2. Personal data shall be kept in Academy servers located on the territory of EU member states or states party to the European Economic Area. Data may be sent to countries whose level of data protection has been evaluated by the European Commission as sufficient, and to US companies who have joined the Privacy Shield framework.
1.5.3. Access to personal data is reserved for Academy employees who are related to performance of continuing education agreements, administering the course purchase history, resolving applications and requests from persons and resolving technical issues connected with the registration environment.
1.5.4. The Academy shall apply relevant physical, organizational and IT security measures to protect the personal data against accidental or unlawful destruction, loss, modification or unauthorized access and public disclosure.

1.6. Rights of the person
1.6.1. A person whose personal data is processed by the Academy shall have all of the rights arising from legislation; including the right:
1.6.1.1. to receive information on personal data concerning themselves within 14 business days of submitting a written request to the Academy;
1.6.1.2. to demand that incorrect personal data be corrected;
1.6.1.3. to retract consent regarding processing of personal data if the personal data are processed on the basis of the person’s consent; for example, to prohibit use of their contact data for sending promotions and offers;
1.6.1.4. to demand cessation of processing of their personal data if processing is not allowed under law;
1.6.1.5. to demand erasure of their personal data; The Academy shall respond to erasure requests within 30 days and also specify in the response the data erasure period;
1.6.1.6. to request the transfer of personal data submitted by email. The Academy shall respond to data transfer requests within 30 days. The Academy shall establish the identity of the person and notify the person as to which data will be transferred;
1.6.1.7. to have recourse to the Academy, the Data Protection Inspectorate or court if the person believes that his or her rights have been violated during processing of his or her personal data.
1.6.2. In order to exercise the rights set forth in clause 4.6.1, the person must contact the data protection specialist by email at andmekaitsespetsialist@artun.ee

1.7. The Academy shall have the right:
1.7.1. to control the person’s disclosed personal data and to supplement them with data available from public and other sources accessible on a legal basis;
1.7.2. to publish data related to persons, including personal data, for the purpose of enforcing obligations set forth in legislation and contracts. The Academy shall not sell, lease out or otherwise assign personal data to third parties or into their use;
1.7.3. to record all of the person’s messages and instructions communicated by communication device (email, telephone etc.) and if necessary to use the recordings to substantiate procedures;
1.7.4. to prepare photo or video materials etc. of courses.

1.8. Resolution of disputes
1.8.1 Disputes related to processing of personal data shall be resolved through the Academy’s data protection specialist.
1.8.2. The supervisory authority is the Estonian Data Protection Inspectorate (email: info@aki.ee).