General Data Protection Regulation

Based on the GDPR Mandate when you submit an abstract you will be asked to agree to this statement.  It is mandatory to move forward with your submission. 

We are collecting your personal data on behalf of Association for Research in Otolaryngology to allow them to manage the submission, review, selection, and scheduling process for your conference submissions, awards, or grants through our platform. We do not share your information with Association for Research in Otolaryngology's vendors related to registration, membership and 3rd party analytics services. The Association for Research in Otolaryngology does not share this information with any third-party vendors. 

Full Text (version 586-4833-322)

1. What we need 
Our Personal Data Protection Policy governs the use and storage of your data. You can see our Privacy Policy at The terms personal data and personally identified data are used interchangeably. Association for Research in Otolaryngology is a Controller of the personal data you (data subject) provide us. CadmiumCD is its Processor. The following types of personal data we collect from you on behalf of a Controller, may include, however are not limited to: Full name, telephone number, position, organization, credentials, membership, member number, login name, department, role, biography, and digital identity (photo). The only mandatory information necessary to submit an abstract is first and last name, email address and affiliation. All other information is optional.

2. Why we need it 
We need your personal data in order to allow the Controller to manage the submission, review, scheduling or administration of your information through our software systems. 

3. What we do with it 
Your personal data is processed in Forest Hill, Maryland located in the United States. Hosting and storage of your data takes place in the Rackspace Cloud which has a global footprint and in our dedicated Rackspace Servers which are located in the United States. As requested by Association for Research in Otolaryngology, we 
will not share your information with Association for Research in Otolaryngology's vendors related to registration, membership and 3rd party analytics services. 

4. How long we keep it 
According to our Data Retention Policy we will keep your personal data for a period of 6 years from the last date we process your data on behalf of the Controller. After this period, your personal data will be irreversibly destroyed or anonymized. Any personal data held by us for marketing and service update notifications will be kept by us until such time that you notify us that you no longer wish to receive this information. 

5. What are your rights? 
Should you believe that any personal data we hold on you is incorrect or incomplete, you have the ability to request to see this information, rectify it or have it deleted, upon approval by the Controller. Please contact us through data subject access request form found on our website at

In the event that you wish to complain about how we have handled your personal data, please contact Data Protection Administrator at [email protected] or in writing at 

c/o Data Protection Administrator 
19 Newport Drive, Ste. 101 
Forest Hill, MD 21050 

Our Data Protection Administrator will then look into your complaint and work with you to resolve the matter.