2. Data acquisition (process and explanations)
Event is imminent
The process is triggered by an imminent event (congress / conference).
Transfer participant data
The PCO transmits the data to LogSys via an SSL connection approximately one day before the event. The data is then stored in an SQL database on a 1&1 Internet SE server.
The following data is transmitted:
- Salutation and academic title
- First and last name
- E-mail address (if applicable)
- Education number (if applicable)
- Type of booking and, if necessary, seminar / course bookings
The data is relevant for the certification, communication and reporting of credit points.
Adding attendance(s)
During the event, time stamps are added to the personal data. This is being done by scanning a barcode on the participants' name tags. For this, only an anonymous identification number is transmitted.
Adding education number
If a participant has an education number that has not yet been stored in the system, the number is added to the system by trained personnel. The personal data is transmitted via an SSL connection and is made visible to the staff. The personal data must be transmitted in order to ensure correct allocation of the education number.
Transferring final participant data
See "Submit participant data".
Sending e-mail with download info
A one-time e-mail with download information will be sent to the attendees using the e-mail address provided.
Download phase I
For statistical evaluations, the ID is used to record which type of certificate is requested and at which time. The phase lasts at least two and at most 4 weeks. During this phase, participants can still submit their education number, which is stored in the system as it is described in the step "Adding education number". The participant actively transmits the education number via a web form (SSL encrypted) by e-mail to LogSys or by telephone.
Reporting education credits
For participants with an education number and attendance at certified events, the education credits are reported to the certification bodies. Only the education number is transmitted via an SSL connection.
Deleting e-mail data
The e-mail addresses are deleted after the reporting the credits to the certification bodies. Until then, the e-mail addresses remain stored in order to be able to inform the participant in case of unsuccessful point reporting (e.g. if the education number of the certification body should not be known).
Download phase II
Personal data is stored in the database during this phase to enable the creation of certificates. This phase ends two years after the event.
Deleting personal data
All personal data will be removed from the database. Only the anonymous identification number and the attendances for the number remain stored. This is necessary in order to be able to create a certificate at a later date. However, this requires the participant to provide the identification number and the necessary personal data. |