Information pursuant to articles 13-14 of EU Regulation 2016/679 (European General Data Protection Regulation - GDPR) and Italian Legislative Decrees 196/2003 and 101/2018
We take your privacy very seriously and we confirm that all data processing is done in compliance with the EU General Data Protection Regulation (2016/679) and the relevant updates as well as with the laws of Italy on this same topic.
1. Data Controller and contact details
ERA (European Renal Association)
c/o PKF Littlejohn, 2nd Floor
1 Westferry Circus, Canary Wharf
London E14 4HD 4B – United Kingdom
ERA – Operative Headquarters
Strada dei Mercati,16/A- 43126 Parma – Italy
Tel: +39 0521 989078
Fax: +39 0521 959242
2. Additional Specifications
ERA manages any personal data provided as External Data Processors only for the purposes set forth in points 6 and 7 of this disclosure, in compliance with the policies laid out herein.
“Data Subject” is a natural person.
“Personal Data” means any information relating to an identified, or identifiable, natural person (the “Data Subject”). An identifiable natural person is a person who can be identified, directly or indirectly by reference of an identifier such as: a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
“Non-Personal Data” is data which can be recorded/kept automatically for statistical purposes. This data cannot be tracked back to the Data Subject.
“Processing” means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
“Restriction of Processing” means the marking of stored personal data with the aim of limiting their processing in the future.
“Profiling” means any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a natural person, in particular to analyse or predict aspects concerning that natural person’s performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements.
“Pseudonymisation” means the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organisational measures to ensure that the personal data are not attributed to an identified or identifiable natural person.
“Filing System” means any structured set of personal data which are accessible according to specific criteria, whether centralised, decentralised or dispersed on a functional or geographical basis.
“Controller” means the natural or legal person, public authority, agency or any other entity which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law.
“Processor” means a natural or legal person, public authority, agency or other body which processes personal data on behalf of the Controller.
“Recipient” means a natural or legal person, public authority, agency or another body to which the personal data are disclosed, whether a third party or not. However, public authorities which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients; the processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing.
“Third Party” means a natural or legal person, public authority, agency or body not already identified as a Data Subject, Controller, Processor and persons who, under the direct authority of the controller or processor, are authorized to process personal data.
“Consent of the Data Subject” means any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.
“Personal Data Breach” means any breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access to, personal data transmitted, stored or otherwise processed.
4. Processed data
For the purposes of the indicated processing, ERA will collect, process and store various categories of data. Please find below an indicative, non-exhaustive list of general and specific examples of personal data collected by ERA:
– Title and Full Name
– Email address
– Postal Address
– Telephone and Fax number
– Date and place of birth and/or age range
– CV data
– Fields of scientific/educational interest/expertise
– Academic degree
– Declaration of interest (DoI)
– Identity card details (in order to receive discounts/grants)
– Affiliation information (institution/university) necessary for those who wish to submit an abstract/apply for a grant
– Professional status (prescriber/non-prescriber)
– Training certificates and/or list of publications (for receiving FERA/grants/awards).
If you enter data relating to third parties, you must have already received explicit authorization from these individuals in order to enter their personal data in our websites. You shall be exclusively accountable and responsible for providing this privacy information beforehand to such parties who wish to have you register them.
6. Purpose, legal basis for data processing
The processing of personal data supplied by you is aimed solely at performing contractual obligations and complying with specific requests, as well as complying with regulatory obligations, also concerning accounting matters. The processing is necessary for the contractual or precontractual purposes or purposes of the legitimate interests pursued by ERA in the meaning of Article 6, paragraph 1 (b) and (f) of the GDPR.
7. Data processed and purpose of the processing
- Data sent through our website to request information: when you visit the ERA website and use the services available on the website, when you contact one of the ERA offices, or when you wish to receive personalized information, we process these data in order to provide the best response. These data may be processed by us as well as by external parties responsible for the maintenance of the association’s IT systems and by external parties that participate in providing the service requested. All of the external parties listed operate as properly appointed External Data Processors. The processing of your personal data is legitimate as it is necessary to provide you with the service you specifically requested from us pursuant to Article 6, paragraph 1 (b) and (f) of the GDPR. If you do not consent to this processing, we will not be able to provide you with the product / service requested. Therefore, it is impossible to send the form without your consent.
- Data sent by registering to take advantage of the services offered: these are necessary data due to the nature and performance of the contract between the parties. The services in question may include: creating a personal account on the ERA website (i.e. members’ log in section); performing a payment through the website (i.e. membership fees); becoming a member of ERA; registering for the annual ERA Congress and/or for an educational/scientific meeting organized by ERA and/or one of ERA’s committees/working groups; submitting an abstract for the annual ERA Congress; asking to become a candidate for one of the ERA Committees, Working Groups, Council; applying for an ERA Fellowship/Grant/Award/FERA; registering to ENP (European Nephrology Portal) and using the services available on ENP; registering to receive an invitation letter to attend one of our scientific/educational events in order to obtain a visa to take part in the event itself; receiving information related to your ERA membership status (i.e. annual reports, candidates for Governing Council, membership renewals); registering to our APPs and using the services included in them; accepting to be an abstract reviewer; accepting an invitation as a speaker at one of our events.
- These data may be processed by ERA as well as by third-party companies specialising in the management of credit information (such as data processing centres, banks, financial and credit intermediaries, etc.), carriers, companies and/or independent contractors in charge of contractual management or the management of managing / administrative / logistics / accounting services, relied on to fulfil legal or contractual obligations or to provide the requested service, other parties (businesses, companies, natural persons) helping to provide contractual services or associated support services, also referred to as providers (e.g., sector specialists, IT consultants, etc.). All of the external parties listed operate as properly appointed External Data Processors. The processing of your personal data is legitimate as it is necessary to provide you with the product / service you specifically requested from us pursuant to Article 6, paragraph 1 (b) and (f) of the GDPR. If you do not consent to this processing, we will not be able to provide you with the product / service requested. Therefore, it is impossible to send the form without your consent.
- Conventions and seminars in person: If you decide to register for an ERA congress or educational/scientific meeting, due to the nature of this event, it will be filmed and photographed. The videos and images will also include participants, speakers and everyone present in the room. For similar events of this size, the use of audio/visual materials is necessary for the purposes of the event in question; thus, this type of processing is legitimate and refusal will mean that you cannot participate in the event. ERA will remind you of this processing at the start of each event.
- Conventions and seminars online: If you decide to register for a congress or educational/scientific meeting organised by ERA via web and in virtual mode, because of the actual nature of the event itself, it will be recorded. The participants in the event will also be filmed, as well as the speakers. For events of this size, the use of audio/visual materials is necessary for the purposes of the event in question; thus, this type of processing is legitimate and refusal will mean that you cannot participate in the event. ERA will remind you of this processing at the start of each event.
- Please note that the data relating to registrations on our websites are disclosed and made visible to other members of ERA, due to the collegial nature of our services.
- Newsletters and notices relating to ERA’s activities, member opportunities and information relating to the existing contractual relationship are activities conducted for the best performance of the contract existing between the parties or, depending on their nature, for the legitimate interests of the parties pursuant to Article 6, paragraph 1 (b) and (f) of the GDPR.
8. Personal data processing tools and logic
With respect to the purposes referred to herein, processing takes place with the help of manual, IT and electronic instruments with logics strictly correlated with the above-mentioned purposes and, in any event, in such a manner so as to guarantee the security and confidentiality of said data.
9. Use of websites and creation of an account
At any time, you can update your account details by logging in on the ERA websites and clicking on the appropriate link; for the ERA membership for example this is the “Sign in” button. If you want to delete your entire account, please contact us (firstname.lastname@example.org).
The ERA databases are appropriately protected against theft, unauthorized access and loss of your personal data. Our data are stored on a professionally maintained, externally hosted server that is regularly backed up and updated to prevent security breaches.
Although we have used all reasonable measures to prevent security breaches, please note that no website can be 100% protected against targeted hacking attacks. Therefore, we recommend changing your password periodically, choosing one with more than eight alphanumerical characters which includes upper-case as well as lower-case letters.
Your account on the ERA websites is protected by a combination of a unique personal user name and password. You must not share this user name or password with third parties, as this may expose your personal data (such as contact details and previous payments) and allows these third parties to access some personal data of other ERA members. You are personally responsible for keeping this user name and password secure.
Should your user name and/or password be compromised at any time, you can change it by logging in and following the instructions provided. You can also contact the appropriate ERA office in such case for assistance.
10. How long do we store your data?
Personal data are kept for 10 years from the date of termination of the relationship or, in case of regulatory changes or judicial orders, as may be necessary for exercising a legal right by both parties.
Notwithstanding the following mentioned retention periods, certain personal data may be deleted or otherwise disposed of prior to the expiry of their mentioned retention period where a decision is made within ERA to do so or in response to a request by a data subject.
The data is periodically checked for obsolescence.
11. What are your rights?
You have the right to request access to your personal data from the data controller using the data controller contact information provided at the top of the page.
You have the right to request the modification / erasure / restriction of your personal data from the data controller using the data controller contact information provided at the beginning of this document.
You have the right to submit your objection to the processing of your personal data to the data controller using the data controller contact information provided at the beginning of this document.
You have the right to receive the full list of Data Processors (internal and external) using the data controller contact information provided at the beginning of this document.
You have the right to lodge a complaint with a supervisory authority like the Italian Data Protection Authority (Garante per la Privacy – http://www.garanteprivacy.it/).
Please note that there is no automated decision-making process, including the profiling pursuant to Article 22, paragraphs 1 and 4 of the European General Data Protection Regulation 2016/679.
12. Links to other websites
13. Transfer of data abroad
Data are transferred abroad on the basis of an adequacy decision (Article 45 of EU Regulation 2016/679 on data protection), in particular:
– The personal data of the data subject are transferred to the USA on the basis of the verification that the recipient of the data presented suitable guarantees according to Article 46 of European Regulation 2016/679.
– Personal data are transferred to Swiss companies on the basis of the European Commission Decision no. 2000/518/EC as amended by European Commission Implementing Decision (EU) 2016/2295 of 16 December 2016.
– The transfer of personal data to British companies takes place based on the decision of the European Commission of 28/06/2021.
This policy may be amended and supplemented over time. Therefore, we suggest that you check it periodically. The valid version will be the one published on our home page (www.era-online.org).
Latest update: 14/02/2022