When using this site personal data are collected and stored in databases, log files, or other systems.
We adhere strictly to data protection regulations for storing and processing these data.
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 email@example.com. 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.
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 firstname.lastname@example.org. When you unsubscribe, your information will be deleted from our system.
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?
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
II.2.3. Social plug-ins
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
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:
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
IV. VALIDITY AND CHANGES
Final NOTE: Sources / thanks:
- Ecsite and ECSA for the overall approach
- European Commission for the definition of cookies
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