DATA protection & Cookie Information REGARDING REGISTRATION FOR AND PARTICIPATION AT THE MEDELA SYMPOSIUM

Medela's Data Protection & Cookie Information governs the collection, processing and use of your personal data, when you visit and/or interact with this website.

This data protection & cookie information ("Data Protection & Cookie Information") applies only to the website www.medelasymposium2025.aimgroup.eu ("Website") which is operated by Aim Portugal Lda., Avenida Conde Valbom N. 6, 5º - 1050-068 Lisboa, Portugal (data processor) on behalf of Medela AG, Lättichstrasse 4b, 6340 Baar, Switzerland and Medela Medizintechnik GmbH & Co. Handels KG, Georg-Kollmannsberger-Str. 2, 85386 Dietersheim, Germany ("Medela" or "we"), as the data controller. Other websites connected directly or indirectly with this Website, e.g., by hyperlinks, do not fall within the scope of this Data Protection & Cookie Information, whether or not they are operated by Medela, an affiliated group company or partner.

This Data Protection & Cookie Information governs the collection, processing and use of your personal data, when you visit and/or interact with this Website, and explains the practices with respect to the placement of cookies, including the types of cookies we use and how you can manage them.

Data Protection & Cookie Information last revised on 09 April 2025.

1. Collection, Processing and Use of Your Personal Data

1.1 Anonymous Usage of our Website

You are welcome to visit our Website while remaining anonymous and without revealing any of your personal data.

However when you first visit this Website we will either ask for your consent to place cookies on your device and to track your website usage behaviour or provide you the option to opt-out from certain cookie categories. This helps us to better understand how you use this Website and to improve our website offering and services, which includes providing you with a more personalized website experience and targeted offers.

Please see Section 4 below for a detailed description of the cookies and website analysis tools we use for this purpose and your rights to change your choices.

If you do not agree with the above practices and wish to remain fully anonymous, you can reject the cookies (see Section 4 below). In this case, we will only collect certain anonymous information which do not directly relate to your person.

Unless you have provided your explicit consent, and unless indicated otherwise in this Data Protection & Cookie Information, we will use the personal data that you have shared with us only as necessary for enabling your use of our Website. Apart from that, we may use any personal data we receive only in anonymized form (i.e., in a non-personally identifiable form which does not allow for any conclusions as to your identity) for statistical purposes and for internal evaluation how to improve our products and services.

1.2 Handling your Registration/Participation

Your personal information you provide to register for the Medela Symposium will be processed for  registration and participation in the event (e.g. registration to the event, booking your travels, arrange meals). If you have provided us your consent, we may also interview you as part of the onsite event. If you access the virtual event environment, we may process your personal information in order to enable your participation to the virtual event and to respond to your questions and/or moderate any chat discussions.

1.3 Customer relationship management

We may also use your personal information to contact you after the event in order to build/maintain a business relationship. Moreover, as a participant in the event, your personal information may also be shared with local Medela group affiliates in order to follow up on questions/requests and to maintain a customer relationship.  

1.4 Monitoring and demonstrating compliance

Medela may further store and process your personal data to the extent necessary to monitor and demonstrate compliance with applicable legal requirements and regulations, including in connection with investigations and/or disclosure requests from public authorities.

1.5 Using audio and video recordings of you for internal and external marketing and communication purposes

Moreover, during the event photographs as well as audio and/or video recordings containing your image and/or voice may be taken. Medela may use these photographs, audio and video recordings for internal and external marketing and communication purposes in connection with this event or any future similar event, in print and digital media formats, including but not limited to print publications, websites, e-marketing, film, and social media.  

1.6 E-Mail Marketing

During the registration process we will also ask for your consent to send you regular information about Medela's services, products, training and events, as well as information on current topics that may be of interest to you by e-mail. We may also invite you to participate in surveys performed by us. After you have given your consent, you will receive a confirmation email which contains a link that you need to click on to confirm your consent. This double-opt-in procedure helps us to ensure the identification of the email-account holder.

1.7 Event app

During the event, Medela may use an app by the service provider, AIM (Portugal) which will be used to push event notifications, run surveys with the event participants. However, the download of this app is not mandatory. Please refer to AIM’s data privacy policy for further information.

All your personal data will not be processed for other purposes or beyond the scope of this Data Protection & Cookie Information, except where expressly permitted or required by applicable law. They are neither processed automatically (automated decision making) nor analyzed in relation to personal aspects (profiling).

2. Type of personal data

• Personal details (e.g. name, surname)
• Country of residence
• Professional Contact details ( e.g. email, phone)
• Professional details (e.g. job title)
• Employer details (e.g. company/institution name, address, country)
• Food preference and special dietary requirements
• Expense details
• Audio and/or video recordings containing your image

3. Legal ground for processing your personal data

Processing your personal data for the event registration and participation purposes is based on the performance of a contract. In addition, Medela will process your personal data to comply with legal obligations. To maintain customer relationship and to use your photographs as well as video/audio recordings we rely on our legitimate interest, except where such interests are overridden by your data protection interests or fundamental rights and freedoms. In order to place performance and functional cookies, we also obtain your consent (see Section 4 below).  

4. Cookies

A cookie is a small piece of data (text file) that this website – when visited by a user – asks your browser to store on your device in order to remember information about you, such as your language preference or login information. Those cookies are set by us and called first-party cookies. We also use third-party cookies – which are cookies from a domain different than the domain of the website you are visiting – for our advertising and marketing efforts.

4.1 Cookie Consent and Managing your Cookie Settings

When you access our Website the first time you log on, we will ask for your consent to place cookies on your device or provide you the options to opt-out from certain cookie categories or to reject them all by displaying a cookie banner ("Cookie Consent"). The cookie banner informs you about the main purposes of the cookies and allows you to:

- Consent to the placement of all cookies or;

- Reject to the placement of all cookies or;

- Access an interface to personalize your consent choices (Privacy and Settings), meaning that you can choose whether to consent to each cookie that is not essential to the operation of the Website. At all times, you have the right to withdraw your Cookie Consent and opt-out from the placement of cookies and any collection of your information for the different purposes at any time with effect for the future. If you prefer, you can change your settings to generally refuse cookies, to delete cookies that have already been placed on your device, or to warn you before a cookie is placed. Please refer to your browser instructions or to www.aboutcookies.org or www.allaboutcookies.org to learn more about how to adjust or modify your browser settings.

In conclusion, if you choose not to accept cookies, this may impair the usability of the Website and you may not be able to take advantage of some of our features and services offered, for which we cannot be held responsible.

If you use different devices to access our Website (e.g., smartphone, tablet, computer) you will need to ensure that each browser on each device is adjusted to reflect your cookie preferences.

The complete list of cookies can be found on Cookie Settings on this website.

4.2 Other tracking technologies

We may also use other tracking technologies, such as pixels and web beacons in order to provide a better service.

5. Recipient or categories of recipients

For the purposes described above, Medela has engaged service providers who process your personal data for managing the registration, supporting the hosting on site, to enable the virtual event, storing your personal data and sending email communications. Medela has entered into an agreement with these service providers to ensure appropriate safeguards for your personal data. These service providers may not share your personal data with unauthorized third parties or use your personal data other than as instructed. These service providers are located in the EU.

Medela may further share your personal data with third parties, where necessary to handle your registration/participation (e.g. hotel, other partners involved in the planning and organization of the event, or with public authorities, in the case of investigations/compelled disclosure requests).

In order to comply with applicable transparency requirements, we may further be required to disclose any payments or other benefits granted to you in the connection with your participation in the event. Medela will make any such disclosure, which may include the sharing of certain of your information with competent authorities and/or the publication of such information, including on publicly available websites, in compliance with applicable local law, and Medela will provide further information and/or obtain your consent where legally required.

6. Storage of your Personal Data and Data Security

Your personal data will be stored on servers in the EU. Any personal data processed as part of the Medela Symposium will be stored until November 2026. Your personal data will be deleted thereafter in accordance with applicable law requirements, unless to the extent a longer storage is required to comply with applicable data retention obligations. If you provided us your consent for marketing purposes, we will store your persona data until you withdraw your consent.

We will treat your personal data confidential. We have implemented appropriate technical and organizational security measures to protect your personal data against unauthorized disclosure or access, alteration, misuse, accidental or unlawful destruction or loss.

7. Transmission of personal data abroad

Some Medela group affiliates may be located in countries that do not provide the same level of data protection as in your country of residence. Medela ensures that all necessary measures are taken to protect your personal data in accordance with applicable requirements (e.g. Standard Contractual Clauses).

8. HIPAA Notice of Privacy Policy for Protected Health Information

To the extent that you are a U.S. citizen and may disclose “protected health information” as defined under U.S. law while accessing or using our Website, please refer to our HIPAA Privacy Policy and Notice of Privacy Practices to understand your rights and how we may use and disclose your protected health information.

9. U.S. State Law Requirements

Some U.S. state privacy laws such as the California Consumer Privacy Act (CCPA) and Virginia Consumer Data Protection Act (VCDPA), Colorado Privacy Act (CPA) and the Connecticut Personal Data Privacy and Online Monitoring (2022 S.B.6) require specific disclosures for state residents. State laws like the CCPA, VCDPA, CPA and 2022 S.B.6 also provide the right to request information about how we collect, use and disclose your information. These laws also provide the right to request deletion or anonymization. Medela does not discriminate against individuals for exercising these privacy rights. For further information regarding these laws, please click the links below.

Medela’s Privacy Notice for California Residents supplements the information contained in this Policy and applies solely to visitors, users, and others who reside in the State of California.

Medela’s Privacy Notice for Virginia Residents supplements the information contained in this Policy and applies solely to visitors, users, and others who reside in the State of Virginia.

Medela’s Privacy Notice for Colorado Residents supplements the information contained in this Policy and applies solely to visitors, users, and others who reside in the State of Colorado.

Medela’s Privacy Notice for Connecticut Residents supplements the information contained in this Policy and applies solely to visitors, users, and others who reside in the State of Connecticut.

 

10. Medela Does Not Sell Personal Data

In the preceding twelve (12) months, we have not sold any Personal Data. We do not intend to sell any Personal Data in the future. If we change this intent, we will update this Privacy Notice accordingly. “Personal data" means any information that is linked or reasonably linkable to an identified or identifiable natural person. "Personal data" does not include de-identified data or publicly available information. 

From time to time we may collect “Sensitive Personal Information” (SPI).  SPI includes, but is not limited to, racial origin, religious beliefs, sexual orientation, ethnicity, religion, genetic data, private communications, specified health information and precise geolocation. We do not sell SPI or utilize automated decision making.

 

11. How to exercise your privacy rights

You may have rights pursuant to your local data protection and privacy laws to request that we disclose to you all personal data that we have about you, request the correction, deletion and/or blocking of your personal data, object to the processing of your personal data for legitimate reasons, or request an electronic copy of your personal data for purposes of transmitting it to another company (data portability).

You may further at any time, with effect for the future, withdraw any consent you have given. For this purpose, please make use of the opt-out mechanisms provided for the different services (please see the respective descriptions in the corresponding Sections of this Data Protection & Cookie Information) or, with respect to your Website registration, you can change your opt in status by logging into your profile on our Website.  .

If you would like to exercise any of the above rights, please use our Privacy Request Webform.

For US residents: Click here

For any other state residents: Click here

Please note that any email requests will not be processed.

 

In case of any questions about the collection, processing and/or use of your personal information, please send your request to Medela AG, Data Protection Officer, Lättichstrasse 4b, 6340 Baar, Schweiz or email us at privacy@medela.com.  

 

To file an official complaint, please contact the data protection authority in your jurisdiction (in Switzerland): Federal Data Protection and Information Commissioner / Eidgenössischer Datenschutz- und Öffentlichkeitsbeauftragter, EDÖB; in Europe: List of National Data Protection Authorities, members of the European Data Protection Board).

12. Changes to this Data Protection & Cookie Information

We reserve the right to make changes to this Data Protection & Cookie Information at any time with effect for the future. The then current version of this Data Protection & Cookie Information will be made available on the Website. While we do not intend to make changes to this Information very often, it is always a good idea to double check our most current Data Protection & Cookie Information when you visit us to be sure that you have read and agree with what information we collect, how we use it and under what circumstances we disclose it.