Privacy Statement

ABOUT THIS PRIVACY POLICIES

This document was firstly release in 2018 (version 1.00), then in April 2019 (cosmetic change) and this version 2.00 is from April 2022.

This document was written by Mickaël Böhland and reviewed by Tania Bellon.

If you need information about this document or how your personal data are processed, please contact info@estro.org

ESTRO AISBL

Avenue Marnix, 17

1000 Brussels,

Belgium.

ABOUT GDPR

GDPR , or the General Data Protection Regulation is a new set of EU regulations set to come into force, as a replacement to the existing Data Protection Act. It is the rules and regulations for personal data protection, and every organisation within the EU must comply. The new single data protection act will make major changes to all of Europe’s privacy laws and will replace the outdated Data Protection Directive from 1995.

The GDPR regulates the collection and usage of personal data of a data subject. The personal data has to belong to a living, identified or identifiable natural person. This means that the GDPR does not apply to deceased persons or to non-natural persons (e.g., corporations). It also means that the person must be either identified or capable of being identified, directly or indirectly, by reference to an identification number or one or more factors specific to that person.

“Controller” means the entity which determines the purposes and means of the Processing of Personal Data. In this case,

ESTRO.

“Data Protection Laws and Regulations” means all laws and regulations, including laws and regulations of the European Union, the European Economic Area and their member states, Switzerland and the United Kingdom, applicable to the Processing of Personal Data under the Agreement.

“Data Subject” means the identified or identifiable person to whom Personal Data relates.

“GDPR” means the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation).

“Personal Data” means any information relating to an identified or identifiable natural person and, an identified or identifiable legal entity (where such information is protected similarly as personal data or personally identifiable information under applicable Data Protection Laws and Regulations).

“Processing” means any operation or set of operations which is performed upon Personal Data, whether or not by automatic means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

“Processor” means the entity which Processes Personal Data on behalf of the Controller. These entities could be teachers, IT suppliers, exhibitors, medical companies, and congress organizers.

“Sub-processor” means any Processor engaged by a Processor to process the Controller’s data.

“Supervisory Authority” means an independent public authority which is established by an EU Member State pursuant to the GDPR.

“Third party processors” refers to companies delivering products and services to ESTRO for specific purposes. An example would be a company providing a software tool allowing persons to register for a workshop. These companies will not use contact details for their own commercial purposes but process the data on behalf of ESTRO. Another example would be a company processing payment on behalf of ESTRO, for example when registering to attend the ESTRO Congress. These entities could be teachers, IT suppliers, exhibitors, medical companies, and congress organizers.

“ESTRO contact” is a person in contact with ESTRO with an ESTRO account who is neither an ESTRO member nor participates to any ESTRO activities (such as courses and congress).

“ESTRO participant” is a person who participates to ESTRO activities (course, congress, live or online workshop).

“ESTRO member” is a person who is an ESTRO member and has therefore access to dedicated benefits, depending on his/her membership type.

“Sub-processor” means any Processor engaged by a Processor to process the Controller’s data.

“Supervisory Authority” means an independent public authority which is established by an EU Member State pursuant to the GDPR.

“Other data/not personal data” are collected for technical or internal purposes but are not mentioned in this document as those data are not covered either by GDPR or privacy regulation.

PERSONAL DATA COLLECTED

ESTRO ("us", "we", or "our") operates http://www.estro.org (the "Site"). This page informs you of our policies regarding the collection, use and disclosure of Personal Information we receive from our contacts. Information are collected from different sources (Web, mailing, marketing,…)

In order to create your contact profile and provide you ESTRO content, we need to collect the following data:

Your name (First name, last name)
Your professional email address
Your professional and academic title
Your Business address (Name and address of the institution your work for)

PURPOSE OF PROCESSING

As a contact, we need this set of data in order to:

Inform you about all ESTRO membership benefits
Send you the ESTRO newsletter
Send you targeted promotional material about ESTRO activities (courses & congresses)

As a contact, we need this set of data in order to:

Inform you about all ESTRO membership benefits
Send you the ESTRO newsletter
Send you targeted promotional material about ESTRO activities (courses & congresses)

DURATION OF DATA STORAGE

Your data will be kept and processed for the duration of 1 year or until you ask for deletion. After the deletion of your contact details, the data will not be kept.

LEGAL BASIS OF PROCESSING

Consent

THIRD PARTY PROCESSORS

As a contact, your personal data will be processed by our suppliers inside and outside the E.U. We have privacy agreements with all of them and your data will be processed under ESTRO supervision.

Our “suppliers” could be teachers, IT suppliers, exhibitors, medical companies, and congress organizers.

YOUR RIGHTS AS ESTRO CONTACT

As a contact, you have the following rights regarding the process of your personal data:

Right to receive a transparent communication about the processing of your data
Right to be forgotten
Right to access your data
Right of rectification
Right to lodge a complaint
Right to restrict processing
Right of data portability
Right to object to processing
Right to not be evaluated on the basis of automated processing

GDPR CONTACT

To contact ESTRO about your personal data : info@estro.org

You have also the possibility to complain directly at the Belgian DPA (or at your national DPA): Belgian data protection authority, Rue de la Presse 35, 1000 Brussels, +32 (0)2 274 48 00 E-mail: contact@apd-gba.be

Website: www.dataprotectionauthority.be

To review your personal data or change the consents for processing please visit : MyESTRO

PERSONAL DATA COLLECTED

ESTRO ("us", "we", or "our") operates http://www.estro.org (the "Site"). This page informs you of our policies regarding the collection, use and disclosure of Personal Information we receive from our participants. Information are collected from different sources (Web, mailing, marketing,…)

In order to create your contact profile and provide you ESTRO content, we need to collect the following data :

Your name (First name, last name)
Your speciality
Your professional and academic title
Your professional email address
Your invoicing address (Institute/company, Country, Zip code, City, Street, Number)
Your VAT number (if you have one)
Your Business address (Name and address of the institution you work for)

PURPOSE OF PROCESSING

As a participant, we need this set of data in order to:

Send you information about courses
Send you information about congresses
Inform you about all ESTRO membership benefits
Send you invoice(s) if you participate to an ESTRO activity
Send you ESTRO newsletter
Send you targeted marketing from ESTRO and ESTRO suppliers
Send you targeted promotional material about ESTRO activities
Give you a history of the courses & events you attended
Organize the classroom

Participation to a course implies that your data (First name, last name, specialty, professional and academic title, email address, institution name and address) will be added to the “course participants list”, given to the teacher(s) and/or ESTRO suppliers.

DURATION OF DATA STORAGE

Your data will be kept and processed for the duration of 2 years. Your data are kept for 2 years as an active contact because some of our courses are bi-annual. After the end of your membership, your invoicing data will be archived for 7 years, it is a legal obligation in Belgium to keep such data for 7 years.

LEGAL BASIS OF PROCESSING

Consent and contract.

THIRD PARTY PROCESSORS

As a participant, your personal data will be processed by our suppliers inside and outside the E.U. We have privacy agreements with all of them and your data will be processed under ESTRO supervision.

Our “suppliers” could be teachers, IT suppliers, exhibitors, medical companies, and congress organizers.

External third parties who may also receive your data

If you have consented to this, we will also pass on your personal data to exhibitors of the courses, workshops or congresses you participated in for advertising purposes. We have also concluded additional agreements with these exhibitors on the protection of your personal data.

The following information will be forwarded to exhibitors in this context in compliance with the data protection principles: First name, last name, specialty, professional and academic title, email address, institution name and address.

YOUR RIGHTS AS ESTRO PARTICIPANT

As a contact, you have the following rights regarding the process of your personal data:

Right to receive a transparent communication about the processing of your data
Right to be forgotten
Right to access your data
Right of rectification
Right to lodge a complaint
Right to restrict processing
Right of data portability
Right to object to processing
Right to not be evaluated on the basis of automated processing

GDPR CONTACT

To contact ESTRO about your personal data: info@estro.org

You have also the possibility to complain directly at the Belgian DPA (or at your national DPA): Belgian data protection authority, Rue de la Presse 35, 1000 Brussels, +32 (0)2 274 48 00 E-mail: contact@apd-gba.be

Website: www.dataprotectionauthority.be

To review your personal data or change the consents for processing

please visit: MyESTRO

PERSONAL DATA COLLECTED

ESTRO ("us", "we", or "our") operates http://www.estro.org (the "Site"). This page informs you of our policies regarding the collection, use and disclosure of Personal Information we receive from users [“members”) of the Site and collected from different sources (Web, mailing, marketing,…)

In order to create your contact profile and provide you ESTRO content, we need to collect the following data :

Your name (First name, last name)
Your birthdate
Your speciality
Your professional email address
Your professional and academic title
Your invoicing address (Institute/company, Country, Zip code, City, Street, Number)
Your VAT number (if you have one)
Your Business address (Name and address of the institution you work for)

PURPOSE OF PROCESSING

As a member, we need this set of data in order to:

Activate your access to “Radiotherapy & Oncology” via the publisher Elsevier
Contact you about your membership
Send you invoices and payment details
Set your membership type (under 40 years or not)
Inform you about all ESTRO membership benefits
Send you ESTRO newsletter
Send you targeted marketing from ESTRO and ESTRO suppliers
Send you targeted promotional material about ESTRO activities
Share your data with our suppliers
Send you surveys (related to ESTRO services or for scientific purposes)
Give you a history of your membership, the courses & events you attended

The following communications are mandatory to be sure you are informed about your relation with ESTRO as a member:

Confirmation letters and invoices
General assembly information
Elections details for voting (only for full member)

DURATION OF DATA STORAGE

Your data will be kept and processed for the duration of your membership and kept for 2 more years. After the end of your membership, your invoicing data will be archived for 7 years, it is a legal obligation in Belgium to keep such data for 7 years.

LEGAL BASIS OF PROCESSING

Consent and contract.

THIRD PARTY PROCESSORS

As a member, your personal data will be processed by our suppliers inside and outside the E.U. We have privacy agreements with all of them and your data will be processed under ESTRO supervision.

Our “suppliers” could be teachers, IT suppliers, exhibitors, medical companies, and congress organizers

External third parties who may also receive your data

If you have consented to this, we will also pass on your personal data to exhibitors of the courses, workshops or congresses you participated in for advertising purposes. We have also concluded additional agreements with these exhibitors on the protection of your personal data.

The following information will be forwarded to exhibitors in this context in compliance with the data protection principles: Name, contact details including email address and name and address of the institution you represent.

YOUR RIGHTS AS ESTRO MEMBER

As a contact, you have the following rights regarding the process of your personal data:

Right to receive a transparent communication about the processing of your data
Right to be forgotten
Right to access your data
Right of rectification
Right to lodge a complaint
Right to restrict processing
Right of data portability
Right to object to processing
Right to not be evaluated on the basis of automated processing

GDPR CONTACT

To contact ESTRO about your personal data: info@estro.org

You have also the possibility to complain directly at the Belgian DPA (or at your national DPA): Belgian data protection authority, Rue de la Presse 35, 1000 Brussels, +32 (0)2 274 48 00 E-mail: contact@apd-gba.be

Website: www.dataprotectionauthority.be

To review your personal data or change the consents for processing

please visit: MyESTRO

Introduction

Data processing terms definitions

As an ESTRO contact, the following privacy policies applies to you

As an ESTRO participant, the following privacy policies applies to you

As an ESTRO member, the following privacy policies applies to you