Privacy Policy

In view of the new General Data Protection Regulation of the European Union which enters into force on May 25, 2018, EuroScience has reviewed its privacy policy.

EuroScience collects personal data about persons who have expressed the wish to be involved in one of EuroScience’s activities. That may be because individuals have registered for membership, have submitted grant or Award applications, have registered to participate in ESOF or other conferences or have submitted sessions including panel participants who have been invited and who have accepted, have signed up to EuroScientist or the EuroScience Newsletter. In addition EuroScience collects contact data of European (and some global) science organisations and media. An overview of all data EuroScience collects can be found at the bottom of this page.

EuroScience will collect only such data as are relevant for managing its activities in line with its objectives.

EuroScience collects data through three main means:

  1. EuroScience Conferences and Members Platform (ESCMP): When creating an account on the platform, users must agree to give EuroScience access to the data they provide. They can at any time delete their account and all the associated data.
  2. MailChimp: EuroScience uses this system to send mass mailings, including newsletters.It is used to inform its members and others on the lists on its activities, including ESOF conferences, other conferences and workshops, policy statements, advocacy actions in line with the objectives of EuroScience, and so on. It also asks them for responses or cooperation. Membership data are exported into MailChimp. Registrants to EuroScience mailing lists must give their agreement about the use of their data, processed by MailChimp. They can unsubscribe at any time by clicking the link present at the end of each mass email and can contact EuroScience office for the complete deletion of all their data. Click here to read MailChimp’s privacy policy.
  3. Websites: EuroScience is owner of the following websites: https://www.euroscience.org/, https://openletter.euroscience.org/, https://edinburgh.euroscience.org/, https://www.euroscientist.com/, https://newhorrizon.eu/, https://www.esof.eu/ and https://escmp.euroscience.org/. Cookies are used to collect data on the use of these websites (IP address, date and time of connection to the website, time spent, links clicked, etc.). This is collected by Google Analytics and used for analytical purposes only. Users must give consent to the use of these cookies by clicking the pop-up appearing on each of these websites.

EuroScience will never share personal data with third parties with the exception of organisations with which EuroScience has directly or indirectly a formal relation to organize one of EuroScience’s activities. In such cases contracts will stipulate the integrity of the data and the return or destruction of shared data after the activity has been concluded. In no cases will EuroScience use or make available for use by others personal data it has for commercial or political purposes.

EuroScience will ensure that members can easily cancel their membership and that subscribers to any type of information can easily unsubscribe.

EuroScience will ensure that third parties who on its behalf act as operators for storing and maintaining personal data comply with the General Data Protection Regulation.

EuroScience will on a regular basis review and where necessary update its privacy policy.

Overview of the personal data EuroScience collects

ESCMP

EuroScience distinguishes a number of categories. Common to all registered users are the following data (when users supply this information):

  1. Email (compulsory if users create an account)
  2. Gender
  3. Portrait
  4. First name
  5. Last name
  6. Country
  7. Organisation
  8. Position
  9. Phone number
  10. Age range
  11. Academic level

Members

  1. Title (Mr, Mrs, Prof, etc.)
  2. Start date of membership
  3. End date of membership
  4. Amount of membership
  5. Entitled to a reduce fee?
  6. Subscribed to Nature?
  7. Scientific area
  8. Local sections of interest
  9. Workgroups of interest
  10. Scientific interests
  11. Year of birth
  12. Postal address
  13. Website
  14. ESOF editions attended

ESOF session submitters or speakers (for ESOF 2016 and onwards)

For each session title, forma and abstract are provided, and for each speaker or moderator who have been invited or accepted to speak in the session:

  1. Title
  2. First name
  3. Last name
  4. Picture
  5. Country of present occupation
  6. Gender
  7. Nationality
  8. Position
  9. Organization
  10. Role
  11. Status (e.g. confirmed)
  12. Reason for inviting
  13. Phone
  14. Email

Grants or Awards applicants (grants to participate in ESOF, applications for EYRA Awards, or others; all as of 2016)

  1. Motivation letter
  2. CV
  3. From which medium they heard about the grant/award
  4. Recommendation letter(s)
  5. Any other supporting document they wish or need to upload (media accreditation, student ID, etc.)
  6. And in addition, and depending on the specific grant or award:
    1. First name
    2. Last name
    3. Gender
    4. Date of birth
    5. Nationality
    6. Institution/organisation/university
    7. Country
    8. Email
    9. Scientific field
    10. Description of research activity
    11. Expected contribution to career development

MailChimp

EuroScience uses Mailchimp to send newsletters, press releases and other communications to our members. There are currently three lists which contain personal data (in many cases it is only the email address).

When registering as a member, data provided on the ESCMP are transferred to MailChimp. If not member, only email address, first and last name are collected by EuroScience on MailChimp. MailChimp also collects other data such as statistics of use (percentage of emails opened, linked clicked, etc.). Please refer to MailChimp’s privacy policy to know more about those.

Websites

EuroScience manages a number of websites which are either directly related to EuroScience or related to projects for which EuroScience is responsible for dissemination and communication. These are: https://www.euroscience.org/, https://openletter.euroscience.org/, https://edinburgh.euroscience.org/, https://www.euroscientist.com/, https://newhorrizon.eu/, https://www.esof.eu/ and https://escmp.euroscience.org/. Several data on users (IP address, date and time of connection to the website, time spent, links clicked, etc.) is collected by Google Analytics (for analytical purposes only).

Some of the data mentioned under ESCMP and Mailchimp have been exported in the form of Excel sheets and stored in the Shared Folder accessible to Office staff only.

EuroScience, 25 May 2018