Bayer Meetings Privacy Statement
Bayer plc, 400 South Oak Way, Reading, RG2 6AD (hereinafter “us”, “our” and “we”), in its capacity as controller for the processing of your personal data, wishes to provide you with information on the processing of your personal data.
1. Purpose of processing and categories of personal data
We will process the following personal data for the following purpose:
Administering attendance at the meeting
We will use the personal data that you provide to us to administer your attendance at the meeting, e.g. by creating materials relating to the meeting (badges, attendance lists etc.), organizing any appropriate accommodation, meals and processing travel expenses (if offered as part of the meeting). We will also use your personal data to send you information about the meeting (by email, text and other messaging system) including reminders about the meeting, logistics for registration, and post meeting follow up, which may include feedback forms and presentation slides.
Fulfilling ABPI requirements to disclose transfers of value
We will process the personal data that you provide to us to fulfill our regulatory reporting requirements under the ABPI Code of Practice to disclose any “transfers of value” (i.e. payments, including any travel expenses and fees for service and hotel accommodation) that are made to you. We will not disclose such transfers of value on an individual basis unless you have provided your consent for us to do so.
Maintaining our customer relationship management systems
Your attendance at the meeting and the personal data that you provide will be stored in and used to keep up to date our customer relationship management systems (CRM systems). For more information on how we process your information in our CRM systems go to https://www.bayer.co.uk/en/information-on-data-privacy-for-hcps.php
Fulfil our financial reporting requirements
We will use the personal data that you provide to fulfill our financial reporting requirements under relevant tax and accounting laws
2. Special categories of personal data
Please note that we process the following special categories of personal data:
|Your health status and/or your religious belief||If you provide us with information regarding your choice of food in the context of an event that you book with us (e.g. kosher meal or ingredients to which you are allergic)|
3 Transfer of personal data
3.1 Commissioned processing
For the processing of your personal data, we will to some extent use specialized service contractors who act as our data processors. Such service contractors are carefully selected and regularly monitored by us. They will only process personal data in accordance with our instructions and on the basis of an appropriate data processing agreement.
3.2 Third parties
We share your personal data with the following third parties for the following purpose:
|Third Party||Scope and purpose of transfer|
|Hotels that provide accommodation for you||Where we have offered and you have requested accommodation for the purpose of attending the meeting, we will provide your personal details to the hotel that we have arranged to provide accommodation for the event|
3.3 Third countries
Your personal data may be transferred to a country for which the European Commission has not decided that it ensures an adequate level of data protection, and therefore we apply standard data protection clauses adopted by the European Commission as appropriate safeguards. You can obtain a copy of them by contacting our Data Privacy Officer using the contact details set out below.
4 Retention period
Your personal data will be stored for a minimum period of seven (7) years following the end of the year in which the meeting took place, in order to fulfill Bayer’s financial reporting and compliance requirements, and in the case of personal data stored in the CRM Systems, for the period set out in that privacy statement https://www.bayer.co.uk/en/information-on-data-privacy-for-hcps.php, where technical and organizational measures permit.
5 Legal basis for processing your personal data
|Purpose||Legal basis||Explanation||Provision of personal data required||Consequences of failure to provide personal data|
|Administering meeting||Art. 6(1)(b) General Data Protection Regulation||For personal data necessary for the performance of a contract with you||Yes||You will not be able to attend the meeting or be provided with ancillary services (e.g. accommodation, expenses)|
|Article 6(1)(a) General Data Protection Regulation||In case we need to process special categories of personal data from you, we obtain your consent||No||We are not able to provide you with your choice of food (e.g. kosher meal or ingredients to which you are allergic)|
|ABPI requirements on disclosure of transfer of value||Article 6(1)(f)||To fulfill ABPI reporting requirements||Yes||You will not be able to claim travel expenses and we will not be able to contract with you for speaker services|
|CRM systems||Article 6(1)(f)||To manage our interactions with you and to fulfill audit and compliance requirements||Yes||You will not be able to attend the meeting and we cannot send customised information|
|Financial reporting requirements||Article 6(1)(f)||To fulfil tax and accounting reporting requirements||Yes||You will not be able to claim any agreed travel expenses|
6 Information regarding your rights
You have the right to request information from us about your personal data, access to and rectification or erasure of personal data or restriction of processing concerning your personal data or to object to processing as well as the right to data portability. You also have the right to lodge a complaint with the data protection supervisory authority. You may at any time withdraw any consent you have given without affecting the lawfulness of processing before the withdrawal.
For any questions you may have with respect to data privacy or if you wish to exercise your rights, please contact our company data protection officer:
Data Protection Officer
Legal and Compliance Department
400 South Oak Way
Telephone: +44 (0)118 206 3000
This privacy statement was drafted: 5.12.19