Privacy Policy and Use of cookies

I.1 - Collected information from you on the CETAF website

I.1.1. Why and when we collect information from you

We collect data and information from users in order to:

• Provide a personalised experience and set of services to you. If you are staff of a CETAF Member Institution for instance, the website needs to know who you are in order to give you access to certain services or actions.
• Monitor and improve our online contents and services.

We collect information from you when:

• • You create a user account on the CETAF website.
  • You use your account to publish contents (when your profile allows you to do so).

You browse the CETAF website – see cookies section below.

• You subscribe to our online Newsletter and updates. Note that subscribing to the CETAF Newsletter and updates is separate from creating a user account.
• You register online for the CETAF events and actions.

We will disclose data to a third party only under explicitly stated circumstances (e.g. for purposes like conference registration, with specified partners in joint projects, or in cases where data are administered by an organization CETAF is a member of).

We commit to not sharing information you provided with third parties without authorization, except for:

• Anonymised data.
• Data to state agencies only in compliance with legislation or in order to aid criminal proceedings should our systems be attacked. Data will be deleted as soon as they are no longer required.
• Publicly visible data linked to your user account, as outlined below.

External service providers who have been contracted by us to process data do not count as third parties as defined by data protection regulations; they are contractually obliged to adhere to data protection regulations and are subject to our supervision.

I.1.2. About your CETAF user account

CETAF Members’ staff can create a personal user account for our website. Creating an user account is required for accessing certain documents and data, contributing to CETAF blogs and fora for Members and participating in certain actions on the CETAF website, for instance: Sharing documentation, files, documents and publications of the different Community Working Groups, Initiatives and Projects. For staff of CETAF Member Institutions, accessing members-only services (Passports) and performing actions in the name of their organisation like publishing news and events in the “News” and “Forthcoming Events”, and prioritize them in the “Highlights” section.  The information you provide for your user account is not publicly visible. You can review and change it in the “User profile” tab of your account. We ask you to at least provide a title, first & last name, job title and institution. Only if you are the official CETAF Representative, several data are publicly visible in relation to the CETAF Member, ie.: complete name and email. That data appears below the name of the CETAF Member Institution you work for. Files that are uploaded by users are stored on the same server as the website. They are made visible and available for download either to the user and/or to the other members of the working group bound to the file.

I.2 - Why and when we collect information from you individually

I.2.1. E-mail communication

If you want to communicate with us by e-mail please use our main address info@cetaf.org. If you are in contact with a specific person, you may use the person’s own e-mail address on our domain (user: name.lastname)@cetaf.org. Your e-mail address will be used exclusively for the purpose of communicating with you and will not be shared with any third party, except in situations where this is absolutely necessary to comply with your request. We cannot yet provide encrypted email services. If you wish to contact us with confidential information, you are welcome to alternatively use the postal system

I.2.2. The CETAF Mailing Lists (@list.cetaf.org)

We collect data and information from interested people in order to:

• Share updated information on any CETAF related topic or action.
• Coordinate and collaborate within a CETAF Body.
• Encourage participation in CETAF initiatives.
• Request collaboration and feedback from CETAF Members’ staff.
• Promote a collaborative action among the Membership.
• Disseminate our achievements.
• Raise awareness of our community projects and joint position.
• Monitor and improve our activity.

We collect information from you when:

• You are part the Official representative(s) of a CETAF Member Institution.
• You are staff of a CETAF Member and collaborate in any of the CETAF Bodies.
• You participate in any CETAF event or action.
• You collaborate with CETAF in any of its initiatives.
• You express your willingness to be informed on CETAF.

The data we collect will be used exclusively for the purposes listed.
In order for you to use certain parts of our services, we may need to store and use personal data in addition to the cases described here.
In such cases we will obtain your prior consent.

Note: to make sure that attendees to CETAF events receive important information, we may add the following email addresses to our general mailing list:

• Emails of users who are speakers or convenors in sessions.
• Emails of attendees who fill in the registration form, when requested.

 I.2.3. Registrations

Some of our services require you to register. You will be required to provide relevant personal information, which will be used exclusively for the stated purpose. This may involve the explicit transfer of data though said information will be shared for such specified purposes only. Information you enter in web forms may be transmitted unencrypted via the Internet, in which case it may, in theory, be intercepted by unauthorized persons. Your registration is voluntary and can be deleted at any point.

I.2.4. The CETAF Newsletters and Circulars

CETAF sends it Newsletters and Circulars only with explicit consent by the users. This requires the user to provide an e-mail address for certain purposes, such as the subscription to these circulars or newsletters. You may be required to confirm your e-mail address, for example by clicking on a link in a confirmation e-mail, to validate your registration. Any additional information you provide is voluntary and may help us to personalize our communications with you. Subscriptions to the newsletter will be stored to keep a record of the given consent. This includes the point in time of subscription and confirmation as well as the IP-address of the user. You may unsubscribe from circulars/newsletters at any point either via the unsubscribe button in our newsletter and circulars or via an e-mail to info@cetaf.org. When you unsubscribe, your information will be deleted from our system.

Our newsletter is sent via the service provider “MailChimp” of Rocket Science Group, LLC, 675 Ponce De Leon Ave NE #5000, Atlanta, GA 30308, USA. Their privacy policy can be found here: https://mailchimp.com/legal/privacy/. The Rocket Science Group has certified that it adheres to the Privacy-Shield Principles and guarantees therefore that European Data Protection law is followed. We are using this service provider based on our legitimate interests under GDPR Article 6 (1). The service provider can use pseudonymised data, i.e. without being able to connect this data to a user, for optimising their own services, e.g. to improve the technical support, or for statistical purposes. Our newsletters contain a web-beacon that collects technical information like IP-address and time of opening the newsletter but also data on your browser and operating system by the MailChimp servers. These information are used to improve our services following the technical data or by identifying audiences. This includes the statistical analysis of how our newsletter is received and used (e.g. has the recipient opened the newsletter? Which links were clicked?).These information can be allocated to single users. It serves exclusively the purpose of identifying reading habits of our audience to adjust our content to what interests our users most.

In some cases (e.g., electronic journals, wikis, or blogs), information is collected in order to publish or permanently

archive content generated or uploaded on our site. Where such content is subject to copyright, we are legally obliged to retain a minimal dataset (name and contact details, such as address or e-mail) even after account deletion in order to document authorship, licencing, or copyright issues and ensure that the moral rights of the author(s) are respected. If this information was not part of a publication and publicly visible, it will remain protected. It can, however, be referenced by the publisher of the platform (electronic journal, wiki, blog).

II. About cookies

II.1 - Cookies: what are they?

A cookie is a small piece of data that a website asks your browser to store on your computer or mobile device. The cookie allows the website to "remember" your actions or preferences over time. We use cookies to enhance your browsing experience. They can be deleted after your visit on our site. You can block cookies in your browser settings. However, disabling cookies may prevent you from accessing the full content of our site.

II.2 - What cookies does the CETAF website use?

II.2.1. Functional cookies

These cookies allow the website to remember preferences or choices you made. Their aim is to provide a comfortable browsing experience for you. They do not gather any information remembering where you've been on the Internet.

II.2.2. Analytics and third parties cookies

We gather information about user demographics and behaviours on the website, in order to monitor the success of our different contents and services and improve them if necessary. We use analytics services developed and operated by another company, i.e. Google Analytics, a web analytics service provided by Google Inc. (“Google”). Google Analytics uses cookies to help the website analyse how users use the site, compiling reports on website activities, and providing further services related to website and internet usage for the website operator. Google has certified that it adheres to the Privacy-Shield Principles and garantuees therefore that European Data Protection law is followed. Further information on the terms of use and privacy policy of Google Analytics can be found on: http://www.google.com/analytics/terms/de.html and http://www.google.com/intl/de/analytics/privacyoverview.html.

II.2.3. Social plug-ins

On some pages of our website, other organisations may also set their own anonymous cookies. They do this to track the success of their application, or to customise the application for you. Because of how cookies work, our website cannot access these cookies, nor can the other organisation access the data in cookies we use on our website. Our website uses social plug-ins for social networks such as Twitter, Facebook, YouTube or Flickr. These are often operated in countries outside the EU. More precise details about these services can be found on the providers’ own websites. Plug-ins are identified through the logo of the respective network or service. If you open a page of our website containing such a plug-in in your web browser, your web browser will create a direct connection to the servers of the respective provider in the country concerned. If you interact with a plug-in, e.g. if you click on the “Like” button or enter a comment in a form field, your browser will also transmit this information directly to the provider where it will be saved and, if applicable, continue to be used and published. You can find details on this, on your rights, and on ways in which you can prevent the collection and use of your data in order to protect your privacy in the data privacy policy of the respective provider. If you do not want a social network to collect data about you, you must log out of that network before visiting our website.

II.2.4. Google Maps

We may embed maps of the platform “Google Maps” of the provider Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. Data privacy statement: https://www.google.com/policies/privacy/, Opt-Out: https://adssettings.google.com/authenticated.

II.2.5. Hyperlinks to other providers

This Privacy Policy applies to all online services provided by CETAF. When we refer to or link to external content on third-party websites, CETAF can neither be held liable for the accuracy or completeness of such linked content, nor for the data security of such websites. Linked content is checked for obvious legal infringement at the time it is linked. Continual monitoring of the content of linked sites, however, is not feasible. We will, however, study any specific indications of legal infringement that is brought to our attention. Please notify us of any linked content that violates existing laws or is inappropriate in any other way. CETAF has no control over the extent to which external providers comply with data protection laws. Please check the privacy policy of any linked website you visit.

II.3 - How do I turn cookies off? Most Internet browsers allow you to change your cookies settings. Here are the most common browsers’ help pages on cookies:

• Firefox
• Explorer
• Chrome
• Safari

Cetaf.org has Universal web tracking opt-out on: when the server receives the Do-Not-Track header from a client browser, the Google Analytics module will not embed any tracking code. This applies to logged in users and disabled page caching.

III: DATA PROTECTION

III.1 - Data security

Your personal information will be stored on secured computers. Authorization procedures regulate access to information, limiting access to the persons assigned to processing it. All personnel who collect, process, or use personal data are bound to data confidentiality.

III.2 - Right to information and contact data

You have the right to receive disclosure about data stored about you on request. Furthermore, you may request the correction of erroneous data and the deletion of data that is no longer needed. Should you wish to make an application to view, correct, or delete your data, or if you have any other questions about this PRIVACY POLICY, please email info@cetaf.org.

IV. VALIDITY AND CHANGES

This Privacy Policy has been updated on 25th May 2018 and is currently valid. Technological developments and changing legal requirements may necessitate changes to it at any time. Please check this Privacy Policy regularly for future updates.

Final NOTE: Sources / thanks:

• Ecsite and ECSA for the overall approach
• European Commission for the definition of cookies