Privacy and GDPR policy
What kind of information do we collect, how is it stored and for which period?
How, and how long do we store your information
The information gathered is stored in written form or (in most cases) in an electronic way, using standard Office applications (Word, Excel, PowerPoint), database programs (e.g. PHP), and third party software application (like MailChimp). The information is stored in the website software package, on a Microsoft SharePoint application (or similar), in written form, and on the PCs, Servers, cell or smart phones, and laptops individual officers of ECBE use. We protect, or instruct the owners of aforementioned PCs, Servers, cell or smart phones to protect this information from unlawful access by updating the software packages regularly, by enforcing the use of strong, individual passwords and by protecting access to these devices. Every breach of protection will be investigated. Further this information will be called "database", although sometimes no standard database software will be used to manage the information.
Your information will be stored for a period of 99 years, or until you ask to be removed from the databases. This removal is only possible under certain circumstances and if it doesn't breach the legal obligations of ECBE. In most cases, the information will not be deleted, but the information will be marked as "withdrawn" or "obsolete" or similar and the information will not be used anymore.
About Member Institutions
The database for members and affiliates includes information on the organization, such as its profile and activities as well as contact details (name, email address, and position) of relevant personnel. Part of this information is published on our website; Members should check this information regularly and inform ECBE about necessary changes by using the contact form, and select the option 08: "I want to update/remove information about a member".
If a Member asks for accreditation:
If a members ask for accreditation and is involved in an accreditation Review Visit, more in depth information is gathered about the Member's operations, as written down in the Member's Self Evaluation Report (SER) and any other information supplied by Member. Moreover, as the Review Visit contains interviews with individuals, belonging or not to Member, a record of these meeting is also made and kept. According to the accreditation guidelines, the final version of the Review Visit Report, as well as the accreditation decision taken by BoC will be published on ECBE's website. Member institutions have no rights to oppose to these publications.
The database for contacts contains a record of all individuals being part of (or having been part of) working groups, stakeholders, members, participants of ECBE events, ... It includes inter alia, but is not limited to, the contact details (name, email address, gender, address, bank account information, date of birth, and position) of people or relevant personnel, type of interaction with ECBE, and any other information that could be useful to ECBE (as an example: CV's of individuals). Individuals included in this database authorize ECBE to contact them on matters relating to the Agency's activities.
For this database, it is the responsibility of the contacts to inform ECBE when the information should be updated or removed altogether; to do so, they should use the contact form, and select the option 09: "I want to update/remove my personal information".
About Main ECBE Officers
For Main Officers of ECBE (like members of BoD, BoC, DoFA, DoA, Senior Reviewers, members of some Committees or Working Groups) ECBE will publish more in depth information. These individuals are requested to check this information on a regular basis, and inform ECBE when the information should be updated or removed altogether; to do so, they should use the contact form, and select the option 09: "I want to update/remove my personal information".
ECBE uses mailing lists to inform individuals, people connected to Members, partners, or anybody who expressed the wish of being informed about ECBE. Individuals have the right to be removed from these lists, or the enroll for the mailings free of charge. The mailing lists are also stored and updated via MailChimp and used for those wishing to receive the ECBE newsletter, and upcoming ECBE events.
When organizing events such as (Annual) General Meetings, ECBE webinars, ECBE (Annual) Conferences, seminars, trainings, ...ECBE maintains a database of the key information provided in order to host that event, such as: name, organization, position, gender, dietary restrictions, email address, etc. This information is kept for the sole purpose of organizing the event and is only shared with key organizers of the event itself. However, a list of attendees to these events will be published on the website, but, during the enrollment process, individuals have the possibility to choose for anonymous publication on the website (only city and country will be mentioned).
How will we use the stored data?
ECBE collects your data in order to:
- Organize various events that you attend
- Keep the ECBE membership database up to date
- Coordinate ECBE Reviews
- Email you to inform you of upcoming events, opportunities and calls for vacancies
ECBE sometimes sends information about upcoming events, new programs or services we are offering, or important updates. Your information is never shared with third party organizations, and you will always receive your updates directly from ECBE (sometimes using third party applications like Mailchimp).
Third party consultants
Your information may be shared with third party consultants or suppliers if this is necessary for ECBE's operations. This includes, but is not limited to, organizing events, Review Visits, Accounting, (legal) advisors, other ECBE activities, etc.
What are your data protection rights?
If you would like to exercise any of these rights, please contact ECBE, using the option 10: "I want to exercise my data protection rights". I can take up to 1 month to react to your request.
The right to access
You have the right to request copies of your personal data that we keep.
The right to rectification
You have the right to request ECBE to correct any information you believe is inaccurate or incomplete.
The right to erasure
You have the right to request ECBE to erase your personal data, under certain conditions.
The right to restrict processing
You have the right to request ECBE to restrict the processing of your personal data, under certain conditions.
The right to object to processing
You have the right to object to ECBE's processing of your personal data, under certain conditions.
The right to data portability
You have the right to request that ECBE transfers the data collected to another organisation, or directly to you, under certain conditions.
What are Cookies?
What are Cookies?
Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our website, we collect information from you automatically through cookies or similar technology. You agree to this during your first visit to our website. Cookies are managed by the Content Management System we are using (Joomla 4). Most of the Cookies are for your convenience so that you do not have to fill in your details again when you leave another comment.
For further information, visit www.allaboutcookies.org.
What kind of Cookies do we use?
ECBE uses the Cookies installed and managed by the Content Management System we are using (Joomla 4).
In the future, also Cookies issued by Google Analytics might be implemented. Google utilizes the data collected to track and examine the use of this application, to prepare reports on its activities and share them with other Google services. Google may use the data collected to contextualize and personalize the ads of its own advertising network.
How do you manage your Cookies?
You can set your browser not to accept Cookies, and the website www.allaboutcookies.org tells you how to remove Cookies from your browser. However, in a few cases, some of our website features may not function anymore as a result.
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
Any other remarks?
ECBE reserves the right to update its Privacy and GDPR policy and include any update to the current page without prior notice. This page was last updated on December 14th, 2022.
Registering the usage of this website
To better understand how visitors are using this website, ECBE preforms an analysis of the way the different pages of this website are accessed. This activity contains a registration of the IP address of the visitor, and a registration of the flow of pages viewed, including the time the visitor has accessed the page. This information is primarily used to fine-tune this website, and to optimize the access of the information.
Contact ECBE about this policy
If you have any futher questions, or if you like to contact us about this matter, please use the ECBE contact form, and select the option 07: "I have a question about your Privacy, GDPR and use of this website policy".
The information on this website is gathered with a lot of care.
The information is supplied "as is", without any guarantee of correctness, with all reserve.
If you need to get confirmation about the correctness of such information, contact ECBE and select the option 03: "I want to check the correctness of published information".
If you are aware of incorrect information, please contact ECBE; depending on the case, select one of the following: option 08: "I want to update/remove information about a member", option 09: "I want to update/remove my personal information" or option 02: "I want to report an error on the website". We will then immediately make the necessary corrections.
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