If you have any comments or questions about this notice, please contact us at email@example.com.
1. Personal data that we collect and process
The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which these data are processed.
Data (key elements)
Enquiring about our association and its work
Name, e-mail address, content of the message received
Legitimate interests – it is necessary for us to read and store your messages so that we can respond in the way that you would expect.
Payments to the association of membership fees, conference submission fees, and conference participation fees
Name, physical address, e-mail address, telephone number, institutional affiliation, payment information
|Contract – by paying your membership and conference submission fees you have registered to participate in activities we organize and services we provide in accordance with our Articles of Incorporation and By-laws.|
Submission of papers and paper reviews for conferences
Name, physical address, e-mail address, telephone number, institutional affiliation, materials submitted
|Legitimate interests – this information is necessary to ensure the effective management of the annual conference we organize.|
Association’s website functionality
Website activity collected through cookies
|Legitimate interests – it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect, such as remembering the last page you visited or the choice of preferred language of the website.|
2. How we use your data
We will only use your data in a manner that is appropriate considering the basis on which those data were collected, as set out in the table at the top of this policy.
For example, we may use your personal information to:
- Reply to enquiries you send to us.
- Handle transactions that you initiate. We share your payment information with PayPal to process your transactions.
- Keep complete records about our members and participants in activities we organize for our legitimate internal business purposes.
- Store and process the papers you submitted to the annual conference for the program selection purpose. If the paper is accepted, we announce the title, author(s) and their affiliations, and abstract in the conference program and post the paper online.
- Record the evaluation of submitted papers that you have reviewed and use these evaluations to build the conference program in accordance with the conference review process. Where you have specifically agreed to this, we share the part of the evaluation that is designated to be disclosed to the papers’ authors.
We follow generally accepted industry standards to protect the data submitted to us, both during transmission and once we receive it.
3. When we share your data
We will only pass your data to third parties in the following circumstances:
- you have provided your explicit consent for us to pass data to a named third party;
- we are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third-party data processors; or
- we are required by law to share your data.
In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.
4. How long we keep your data
We retain your data as long as deemed necessary to maintain order histories and membership records for our legitimate internal business purposes and subject to your rights as set forth in Section 5.
Where data are collected on the basis of consent, we will seek renewal of consent repeatedly, for example, when the membership with our organization is renewed.
5. Rights you have over your data
You have a range of rights over your data, which include the following:
- Where data processing is based on consent, you may revoke this consent at any time. We will make it as easy as possible for you to do this.
- You have the right to ask for rectification and/or deletion of your information.
- You have the right of access to your information.
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please contact us at firstname.lastname@example.org.
Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.
6. Cookies and website usage tracking
A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, for example, remember your preferences and count the number of people looking at a website.
7. Amendments and modifications
We may make amendments or modify this Policy from time to time and will publish the most current version on our website. If an amendment/modification meaningfully reduces some rights, we will notify people whose personal data are affected by the amendment/modification.