EUCASS Privacy policy

Version 1.3
Effective since: 25 May 2018
Inquiries at privacy@eucas.eu
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1. Introduction

1.1 EUCASS, the European Conference for Aeronautics and Space Sciences, is a non-profit academic association dedicated to the advancement of European aerospace sciences. Its mission is to foster exchange between scientists and engineers, to bring the promising discoveries to the attention of end users and to contribute to the public policy dialog with decision makers. It is operated by dedicated goodwill people that ambition to offer you the best possible service, thus contributing to the welfare of European Aerospace.

We at EUCASS are doing our best to serve you through the conferences we prepare and the news bulletins that cover, among other topics, the latest discoveries published in European journals and the patents posted by the European Patent Office.

We of course need to liaise with you via email while being fully committed to protecting your privacy and adhering to rigorous work ethics.

This Privacy Policy statement hereunder explains how we collect and use your personal data and which rights and options you have in this respect.
Please also refer to our cookie policy which details the use of cookies and other web tracking devices via our website.
If you have any questions please contact privacy@eucas.eu.
1.2 Who is responsible for processing your data?

EUCASS,aisbl
Chaussée de Waterloo, 72
B-1640 Rhode-Saint-Genèse
Belgium
BCE Number (Belgian business registry number): BE0882.078.804

1.3 This Policy applies where EUCASS is acting as a data controller with respect to the personal data of our website visitors and service users; in other words, where we determine the purposes and means of the processing of that personal data.
1.4 EUCASS uses cookies on its website. When those cookies are not strictly necessary for the provision of the EUCASS website and services, your consent will be asked when you first visit the EUCASS website.
1.5 Our website incorporates privacy controls which affect how we will process your personal data. By using the privacy controls, you can specify whether you would like to receive direct marketing communications and limit the publication of your information. You can access the privacy controls via this link.
1.6 In this policy, "we", "us" and "our"refer to EUCASS,and the “User” refers to the data subject

2. Which personal data do we collect?

The personaldata we collect may include different kind of data according to the following classification:
2.1Contact information, such as your first name, surname, job title, affiliation, birthday and place;
2.2 Banking information necessary for the service, such as bank account numbers, IBAN and BIC/SWIFT, credit/debit card numbers, security code numbers;
2.3Billing information such as VAT number, business registration number;
2.4Communication between the user and EUCASS such as telephone number, mobile telephone number, fax number email address, postal address including home address and email address;
2.5Voluntary information provided by the User for purposes specified in the Policy, the general terms and conditions to participate in the conferences and workshops, the Cookie Policy, on the Website or any other medium of communication used by EUCASS;
2.6Additional User information requested by EUCASS to identify the User or to prevent the User from violating any of the provisions of the Policy;
2.7Cookies on our Website: cookies may be used to facilitate and optimize the technical management of the website, such as the User’s browsing preferences, date and time of access to the website, the pages visited. Information on the Cookies is included in the EUCASS Cookie Policy here.

3. How do we use your personal data ?

3.1We may process data about your use of our website and services ("usage data"). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use.
The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services.
3.2We may process your account data ("account data"). The account data may include your name and email address. The source of the account data is you or your employer. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you.
3.3We may process your information included in your personal profile on our website ("profile data"). The profile data may include your name, address, telephone number, email address, profile pictures, gender, date of birth, interests and hobbies, educational details and employment details. The profile data may be processed for the purposes of enabling and monitoring your use of our website and services.
3.5We may process information that you post for publication on our website or through our services ("publication data"). The publication data may be processed for the purposes of enabling such publication and administering our website and services.
3.6We may process information relating to transactions, including purchases of goods and services, that you enter into with us and/or through our website ("transaction data").
3.7We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters ("notification data"). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters.
3.8We may process information contained in or relating to any communication that you send to us ("correspondence data"). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping.
3.9We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
3.10We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.
3.11In addition to the specific purposes for which we may process your personal data set out in this Section 3, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

4. Providing your personal data to third parties

4.1EUCASS treats your personal data as confidential information and will not communicate them to third parties under any condition other than those specified in the Policy, such as to achieve the objectives set out and defined in point 4.2 or in the conditions in which the law requires it to do so.
4.2EUCASS may communicate its Users’ personal information to third parties to the extent that such information is necessary for the performance of a contract with its’ Users. In such case, these third parties will not communicate this information to other third parties, except in one of the two following situations:
  • The communication of this information by such third parties to their suppliers or subcontractors to the extent necessary for the execution of the contract
  • Where such third parties are obliged by the regulations in force to communicate certain information or documents to the competent authorities in the field of countering money laundering, as well as, in general, to any competent public authority
4.3The communication of this information to the aforementioned persons shall, in all circumstances, be limited to what is strictly necessary or required by the applicable regulations.

5. Transferring your personal data abroad

5.1EUCASS is a globally active international association. We may transfer your personal data abroad if required for the purposes described above. This may include countries which do not provide the same level of protection as the EU-countries. We will insure that any such international transfers are safeguarded as required by the General Data Protection Regulation (2016/679 of 27 April 2016), or within the limits permitted by the legislation in force, for example by ensuring the protection of data by appropriate contractual provisions.

6. For how long do we retain your personal data

6.1EUCASS will delete your personal data when it is no longer reasonably required for the permitted purposes or if the User withdraws his consent (where applicable) and where it is no longer legally required or otherwise permitted to continue storing such data.
6.2Personal data is stored as well in backup copies of our databases to be used in case of disaster recovery. These backups are kept in safe locations and rotated regularly. Mechanisms are in place to remove personal data when necessary and to avoid accidental restoration of undue data.

7. Updates to this Privacy Policy

7.1EUCASS reserves the right to update and change this Privacy Policy from time to time in order to reflect any changes to the way it processes your personal data or because of changing legal requirements.
7.2In case of any such changes, EUCASS will post the changed Privacy Policy on its website. The changes will enter into force as soon as they are posted on the website. EUCASS may inform Users in case of major changes, but you are invited to visit this Privacy Policy from time to time.

8. Your rights

8.1Subject to certain legal conditions, the User has the right:
to access and verify
the User may, at any time, have access to the personal data that EUCASS holds on him and check if he is in the EUCASS database. EUCASS asks the User to make his request by mail or email to the data controller in order to be able to identify him with certainty, and provide EUCASS with the Users’ first name, surname, complete address, and a copy of the identity card or passport in order to ensure that only the User accesses his data
to object
at any time to the use of his personal data by EUCASS and its partners, by sending his request to: privacy@eucass.eu
to rectify or erase
the User may at any time ask EUCASS to correct the data concerning him, and where appropriate request the deletion of his personal data, except those which EUCASS has a legal obligation to keep on record, by sending a written request, accompanied by a copy of his ID card or passport, to the data controller by email: privacy@eucass.eu, or by regular mail to:
EUCASS Privacy
72 Chée de Waterloo
1640 Rhode-Saint-Genèse
Belgium
to restrict processing
the User may, in particular, obtain a limitation of the processing when he has objected to the processing, when he disputes the accuracy of the data, or when he considers that the processing is illegal.
to allow data sharing with third party
the User has the right to receive a copy of the data that EUCASS holds on him and may ask EUCASS to send this data to another data controller.
8.2 EUCASS will consider any requests or complaints received and provide the User in a timely manner with a response. If not satisfied, the User may take a complaint to the relevant privacy regulator.

9. About cookies

9.1The EUCASS cookies policy is available in a separate document here.

10. Applicable law and competent court

10.1The validity, interpretation and/or implementation of the Policy are subject to Belgian law, to the extent permitted by the provisions of applicable private international law.
10.2In the case of a dispute relating to the validity, interpretation or implementation of the Policy the courts and tribunals of Brussels have exclusive jurisdiction, to the extent permitted by the provisions of applicable private international law.
10.3Before taking any steps towards the judicial resolution of a dispute, the User and EUCASS will undertake to attempt to resolve it amicably. To this end, they shall first contact each other before resorting, where appropriate, to mediation, arbitration, or any other alternative method of dispute resolution.