Privacy Policy

Version April 2023

The European Public Health Association ("EUPHA") and the EPH Conference Foundation (“EPH Conference”) respect the privacy of the EUPHA members, conference delegates and other visitors to their websites. This Privacy Policy explains how EUPHA and EPH Conference collect, safeguard and use personal information on www.eupha.org and www.ephconference.eu and all subsequent webpages, emails and other digital communications under the control of EUPHA and EPH Conference.

What data do we collect?

EUPHA and EPH Conference collect personal identification information like name, email address, phone number, address, etc.

How do we collect your data?

Data we collect are used only to help us better serve our members, conference delegates and visitors. It is our policy to collect and store only information that our members and visitors knowingly provide. You directly provide EUPHA/EPH Conference with most of the data we collect. We collect data and process data when you:

Register online.
Submit an abstract.
Voluntarily complete a survey.
Provide feedback at our websites or via email.
Use or view our website via your browser’s cookies.

If you would like to change personal information we have collected from you, please go to membership login and sign in using your login and password.

How will we use your data?

EUPHA/EPH Conference collects your data (depending on the service(s) requested by the data subject to EUPHA/EPH Conference) so that we can:

Include you in the EUPHA member directory.
Process your abstract submission.
Process your conference registration.
Email you with EUPHA / EPH Conference updates.

Member directory

All EUPHA members are included in the EUPHA member directory. Your national association or institute – if a member of EUPHA – provides the following information to allow access to your personal benefits (access to the Resources Module in the EUPHA website, reduction on the EPH Conference registration fees): your name, email address, affiliation (if applicable), city, country. You can choose to select becoming a member of one or more EUPHA sections and/or becoming a subscriber to EUPHAnxt.

Administrators of our member associations and EUPHA sections do not have access to member information. A list of their members who are registered in the EUPHA member directory can be requested from the office, but this does not include email addresses.

Registering for the EPH Conference

When you register for the EPH Conference, the data that you enter for the purpose of registration (title; name; affiliation(s); affiliation(s) address(es) including postal code, city, country; e-mail address; telephone number) will be shared with Parthen, the company providing the module for managing EPH Conference registrations. In compliance with GDPR, your data will only be used for the purpose of conference registration.

Credit card information

Credit card payments for the EPH conference are done via CM.com, a European payment service provider (PSP), handling online payments through different local, global and mobile payment methods and multi-currencies. EPH Conference does not receive credit card account information from CM.com. CM.com processes and retains data, including Personal Data, in accordance with Applicable Law, regulations, including but not limited to national telecom legislation and Applicable Data Protection Laws. The data, including Personal Data, submitted to the platform of CM.com is processed and stored in accordance with CM.com’s data retention policy. The Personal Data shall be retained for no longer than is necessary for providing the Services under the Agreement with EPH Conference, for the purposes as stated in the Agreement and as far as required and/or allowed under Applicable Law. CM.com de-identifies or depersonalizes data into anonymized data after the applicable retention period. This results in data that includes no Personal Data or unique identifiers that could later be used to refer to the Personal Data to which the data was once associated. For CM.com’s Privacy Policy, including its Data Processing Addendum, click here.

Privacy issues with links to other sites

Our websites contain links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

How do we store your data?

EUPHA/EPH Conference securely stores your data at databases located in the European Union and subject to EU data protection regulations.

We will store your data for a period of five years after your last login to the EUPHA/EPH Conference database.

If you have agreed to receive a newsletter, you may always opt out at a later date. To do this, please go to membership login and sign in using your login and password. Or click the unsubscribe link at the bottom of the newsletter.

What are your data protection rights?

EUPHA/EPH Conference would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access – You have the right to request EUPHA/EPH Conference for copies of your personal data. We may charge you a small fee for this service.

The right to rectification – You have the right to request that EUPHA/EPH Conference correct any information you believe is inaccurate. You also have the right to request EUPHA/EPH Conference to complete the information you believe is incomplete.

The right to erasure – You have the right to request that EUPHA/EPH Conference erase your personal data, under GDPR conditions.

The right to restrict processing – You have the right to request that EUPHA/EPH Conference restrict the processing of your personal data, under GDPR conditions.

The right to object to processing – You have the right to object to EUPHA/EPH Conference processing of your personal data, under GDPR conditions.

The right to data portability – You have the right to request that EUPHA/EPH Conference transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email:office@eupha.org

Or write to us:

EUPHA
Otterstraat 118-124
Postbox 1568
3500 BN Utrecht
The Netherlands

Cookies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our websites, we may collect information from you automatically through cookies or similar technology

For further information, visit allaboutcookies.org

How do we use cookies?

EUPHA/EPH Conference use cookies in a range of ways to improve your experience on our website, including:

Keeping you signed in
Understanding how you use our website

What types of cookies do we use?

We only collect aggregate data such as total site visitors, page views, etc. that is used to improve our websites, internal analysis and evaluation. No personally identifiable information is utilised for these purposes. We collect the IP address from all visitors, which is a number that is automatically assigned to your computer when you use the Internet. IP addresses are not linked to personally identifiable information. The IP addresses are used to identify and solve problems with our server and our website. The addresses are also used to gather broad demographic information and analyse trends and user’ movements. This data helps us improve the website and deliver customized, personalized content.

Our websites may use cookies to enhance your online experience. Use of cookies makes Web surfing easier by performing certain functions, such as saving your personal preferences and completing your basic site login to access content. Cookies do not allow access to your member account or approve any financial transactions. These steps require an additional login.

Security

To protect your data during transfer over the Internet our web site uses ‘https’ using SSL (Secure Socket Layer) encryption. This encrypts all data between your web browser and our server. We do not share cookies with any third parties and do not use them to participate in any external linking or tracking.

How to manage cookies

You can set your browser not to accept cookies, and allaboutcookies.org tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

Sharing your personally identifiable information

EUPHA and EPH Conference may disclose your personally identifiable information if required to do so by law or in the good-faith belief that such action is necessary to: (a) conform to legal requirements or comply with legal process served on EUPHA and/or EPH Conference; (b) protect and defend the rights or property of EUPHA and/or EPH Conference; or (c) protect the personal safety EUPHA/EPH Conference personnel or members of the public in appropriate circumstances.

Mergers and acquisition

In the event that EUPHA and EPH Conference should merge with, or be acquired by, another entity, EUPHA and EPH Conference may merge your data then stored by EUPHA and EPH Conference with the data of the other entity, in compliance with the law in effect at the time.

Changes to our privacy policy

EUPHA/EPH Conference keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 19 April 2023.

How to contact us

If you have any questions about EUPHA/EPH Conference’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

Email us at: office@eupha.org