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Annual Meeting Policy
Section 1 – Definition
Each year the BACR organizes its Annual Meeting for members only. Belgian universities with BACR board members organize this meeting on a rotational base. The theme of the meeting will be altered each year in order to present the community with a state-of-the-art update regarding the given domain. In addition, the Annual Meeting strives to connect Belgian cancer researchers while it also serves as a platform for young investigators to present their work. Finally, the Annual Meeting will serve as a forum for the BACR General Assembly.
Section 2 – Time of the Annual Meeting
The Annual Meeting will be held in the end of January or the beginning of February. The meeting itself has a duration of one full day.
Section 3 – Scientific program
The organizing committee decided on the scientific program and the theme of the meeting, which are both approved by the BACR Board. The scientific program always comprises the following sections:
- Invited (inter)national speakers on topic
- Oral presentations by young investigators, selected from the submitted abstracts
- A poster session
The abstracts do not have to be on the theme of the meeting, all topics are welcomed.
Section 4 – General Assembly
The General Assembly of the BACR will be held during the BACR Annual Meeting. All members are invited to attend this General Assembly.
Section 5 – Registration
The registration for the Annual Meeting is attached to the online buying of a BACR membership. Here, personal data and meeting preferences will be collected, which are required for the organization of the Annual Meeting. Registration will only be completed when a membership has been applied for and paid for successfully. Alternatively, on-site registration is possible. The participation fee for the Annual Meeting is included in the membership fee.
Section 6 – Photographic material
By registering for the Annual Meeting the participant agrees to be potentially included in photographic material concerning the meeting. This photographic material will be used to recapitulate and to archive the Annual Meeting on our website and as such, will be stored indefinitely thereon.
Section 7 – Awards
The BACR awards the best presenters of both oral and poster presentations with a monetary prize.
Section 8 – Online abstract book
In the light of organizing a meeting in an ecological responsible manner, we have replaced the printed abstract book with an online digital abstract book which is freely accessible. Next to the meeting abstracts, this book will also contain the program and a list of participants showing name and affiliation. By registering for the Annual Meeting, the participant agrees to have his/her respective data presented in the list of participants in the online abstract book, unless you request to be removed from this list by contacting us. The online abstract book will be shown indefinitely on our website as part of the recapitulation and archive of the Annual Meeting.
Section 9 – Data collection & storage
By registering for the Annual Meeting, the participant gives consent to the BACR to store, to handle and to present the data collected. The lawful basis for us to process this data is the legitimate interest of the participant to participate in the Annual Meeting, which the participant has made clear by registering for the Annual Meeting. We collect your personal data, meeting preferences and payment data during the registration process and photographic material during the meeting itself, all of which are stored in a secure database. Personal data include, but are not limited to:
- RIZIV/INAMI number
In addition, we can ask for your preferences regarding the Annual Meeting, which will help us to organize this event. These data include, but are not limited to:
- Abstract submission
- Dietary requirements
During the registration, we collect data regarding the payment of the membership fee, which is carried out simultaneously. This allows us to verify the participant has bought a membership and as such is eligible to participate in the Annual Meeting. This data includes, but is not limited to:
- Time of payment
The payment itself is carried out via MultiSafepay B.V. The BACR will not collect your payment details, except those described above.
Participant data is equal to member data and as such follows the regulations set out in the Member Policy. Member data will be stored while you are a member and for two years after your membership lapses. You can request to delete your member data once your membership has lapsed by contacting us following the termination of your membership.
During the meeting, we can collect additional material involving the participant, including, but not limited to:
- Photographic material
- Bank account in case the participant wins an award
This bank account data is required in order to transfer the prize to the laureate. Bank account data will be stored for a maximum time of one year. The laureate can request to delete this data by contacting us. The photographic material will be used to recapitulate and to archive the Annual Meeting on our website and as such, will be stored indefinitely thereon.
You can contact us for inspection of your member data at any time.
Section 10 – Third Party data sharing
The personal data collected during registration will not be shared directly with any Third Party, with the exception of the data required to grant the participant with an EACR membership, as stated in our Membership Policy. In addition, the participant agrees that some personal data will be presented indefinitely on our website as part of the freely accessible abstract book (discussed in Section) and that photographic material can be presented indefinitely on our website as part of the recapitulation and archiving of the Annual Meeting.
Your personal data will not be shared directly by us with any of the sponsors present at the Annual Meeting, with the exception of the EACR as stated above.
Section 11 – Contact information
Questions about the Membership Policy should be sent to us at firstname.lastname@example.org or through the online contact form.