This Privacy and Cookie Policy (the “Policy”) applies when you visit the Vilnius Surgical Series website at vilniussurgicalseries.com and when you contact us or register for one of our events. It does not apply to other websites you may reach through links on this site.
We handle personal data in accordance with the Law on Legal Protection of Personal Data of the Republic of Lithuania, the Law on Electronic Communications of the Republic of Lithuania, the General Data Protection Regulation (EU) 2016/679, and related legislation and regulatory guidance.
Who is responsible for your data
The data controller is MB Vilnius Surgical Series, the organiser of the Vilnius Surgical Series. You can reach us at info@vilniussurgicalseries.com or +370 630 22717.
Cookies and analytics
Nothing is stored on your device until you accept it. This site uses Google Analytics and HubSpot to understand how it is used, and neither script is loaded until you press Accept on the cookie banner. If you press Reject, or simply ignore the banner, no analytics script is fetched and no analytics cookie is set.
We use no advertising cookies and no social media trackers. Google Analytics and HubSpot are the only third-party scripts on this site, and neither is fetched before you accept.
What is set, and only after you accept
| Name | Set by | Purpose | Retention |
|---|---|---|---|
_ga | Google Analytics | Distinguishes one visitor from another so visits can be counted. | Up to 2 years |
_ga_G-367PJTG8NJ | Google Analytics | Keeps the state of the current session. | Up to 2 years |
hubspotutk | HubSpot | Identifies a returning visitor so an enquiry can be linked to the visits that preceded it. | Up to 6 months |
__hstc | HubSpot | Records the first and most recent visit and the visit count. | Up to 6 months |
__hssc | HubSpot | Tracks page views within the current session. | 30 minutes |
__hssrc | HubSpot | Notes whether the browser was restarted, to tell one session from the next. | Session |
Your answer to the cookie banner is remembered in your browser’s local storage rather than in a cookie, so that refusing does not itself place a cookie on your device. It never leaves your browser.
Changing your mind
You can change your choice at any time from the link. Refusing afterwards stops any further analytics collection, but it cannot delete what Google has already recorded — to remove existing cookies, clear them in your browser settings.
Google Analytics is provided by Google Ireland Limited and HubSpot by HubSpot Ireland Limited, both acting as our processors. Data may be transferred outside the European Economic Area under the safeguards each applies to such transfers; HubSpot hosts this account’s data in the European Union. IP addresses are anonymised in Google Analytics. For more about how each handles this data, see their own privacy documentation.
What we collect, and when
We only collect personal data that you type into a form and submit yourself.
Contact enquiry form
- Name
- Email address
- Your message
- Your confirmation that you accept this Policy
Course registration form
- Name
- Email address and telephone number
- Your fields of clinical practice, where you choose to indicate them
- Company name, company code or VAT number and billing address, where you ask to be invoiced as a company
- Any message you add
- Your confirmation that you accept this Policy
Recorded automatically with a submission
When a form is submitted we also record the IP address it came from and the browser identification string, together with the time of submission. This is used only to detect and limit automated abuse of the forms. It is not used to identify or profile you, and it is not passed to any third party.
Why we process it, and on what basis
| Purpose | Legal basis |
|---|---|
| Answering your enquiry | Your consent, given when you submit the form |
| Administering your course registration, invoicing and attendance | Performance of a contract with you, and our legal obligations in respect of accounting records |
| Preventing automated abuse of the forms | Our legitimate interest in keeping the site usable and secure |
| Measuring how the site is used (Google Analytics, HubSpot) | Your consent, given on the cookie banner and withdrawable at any time |
Who else sees your data
Form submissions are stored on our own server in Germany and are also transferred to HubSpot, the customer relationship management system we use to manage enquiries and registrations. HubSpot, Inc. is established in the United States and acts as our processor; the transfer is made under the safeguards HubSpot provides for international transfers, including the EU Standard Contractual Clauses. The IP address and browser string described above are kept only on our own server and are not sent to HubSpot.
If you accept analytics cookies, Google and HubSpot also process the usage data described under Cookies and analytics above. Google receives no name, email address or telephone number from this site. HubSpot already holds the details you submit through the forms; the tracking cookie lets it link an enquiry to the visits that preceded it.
We do not sell your data, and we do not share it with anyone else except where we are legally required to, or where you have explicitly asked us to.
How long we keep it
We keep personal data only for as long as it is needed for the purpose it was collected for. Enquiries are kept while we deal with them and for a reasonable period afterwards, in case you come back to us about the same matter. Registration and invoicing records are kept for as long as the accounting legislation of the Republic of Lithuania requires. The technical records used to prevent automated abuse of the forms are kept only briefly and are then deleted.
If you would like your data removed sooner, ask us and we will do so wherever we are not required to keep it.
How we protect it
Submissions are transmitted over an encrypted connection (HTTPS) and stored on a server to which access is restricted. Everyone acting for MB Vilnius Surgical Series is required to keep information about enquirers and participants confidential.
Your rights
Under the GDPR you have the right to:
- Ask what personal data we hold about you, and receive a copy of it
- Have inaccurate or incomplete data corrected
- Ask us to erase your data, where there is no overriding reason for us to keep it
- Ask us to restrict how we use it, or object to our use of it
- Receive the data you gave us in a portable format
- Withdraw your consent at any time, without affecting anything done before you withdrew it
To exercise any of these, write to info@vilniussurgicalseries.com. If you are not satisfied with our response, you may lodge a complaint with the State Data Protection Inspectorate (Valstybinė duomenų apsaugos inspekcija), L. Sapiegos g. 17, Vilnius, vdai.lrv.lt.
Changes to this Policy
If we change how we handle personal data, we will update this Policy and change the effective date above. Material changes affecting registered participants will be communicated directly.