EHNS
Privacy & General Data Security Policy

Introduction
This Data Privacy and Security Policy is a dynamic document, which will reflect our continuing vigilance to properly handle and secure information that we are trusted to maintain. This privacy policy informs you about the information we collect and how we may share it and your choices regarding the sharing of your personal information. This policy applies to the EHNS.org website, Social Media pages, Mobiles Applications, Contact form, registration form, Membership Application form, newsletter registration and other places where we may collect personal information.

By registering under EHNS.org, you are accepting the practices described in this “Privacy & General Data Security Policy”.

The “Website” includes, without limitation the EHNS Website, statistics collections, and any other online platforms and/or mobiles applications used by EHNS which could require your personal data.

This policy is also designed to establish processes for ensuring the security and confidentiality of confidential information and to establish administrative, technical, and physical safeguards to protect against unauthorized access or use of this information.

Privacy
EHNS respects your privacy and is committed to protecting the confidentiality of your personal information. This policy explains how EHNS collects and uses members and site visitors’ information, and how it protects your privacy. It also explains how you can manage your own personal information held by EHNS in the ‘Membership area’ of the EHNS website.

This policy applies to personal information held about individuals. It does not apply to information EHNS holds about companies and other organizations. It is in addition to any specific policies concerning specific products or services. EHNS reserves the right to amend this privacy policy at its sole discretion, without prior notice, at any time, with the proviso that details of the amendments are published on the EHNS Website. They become effective from the time of publication. EHNS is the sole owner of the Website and as such is the sole owner of any information collected through the Website.

No information and data about Members and statistics will be distributed or sold to other organizations.

Website and Registration
Some features on the Website may require you to register as a user and to receive our authorization before you can use those particular features. Whether you are an individual or a corporation, partnership, or other form of commercial enterprise, in order for you to obtain our authorization to use those features and to be considered as a registered user, you may be required to provide us with certain information about you or your business and affiliation (e.g. names, addresses, e-mail addresses, telephone numbers, and other personally identifiable information of each individual who will use the Website). Once we have authorized you as a registered user and/or EHNS Members, we may provide you with customer identification number (Membership Number) and a password. As an EHNS Members you will have access to the private area dedicated to the EHNS Members.

Generally (depending on the program), you will be able to change your password and any personal data you have given to us. Please note that submitting information to us is not a guarantee or assurance that we will grant authorization to you or permit you, or anyone you designate, to use any or all of the services of the Website. If for any reason you are not granted authorization we will retain the information you submit to us only in order to communicate with you regarding your application; we may, however, request additional or follow-up information as may be required by law or regulation.

How EHNS collects personal information, how we use it and how you can access it?
EHNS is a professional non-profit Association which combines a wide range of activities in the field of medical head and neck and oncology, including :

• Provision of Membership Services
• Collection and dissemination of scientific information
• Provision of Products and Services
• Newsletters
• Awards

The sources of personal information received by EHNS are:

• The individuals themselves
• Third parties acting on behalf of individuals (eg. an agent or secretary arranging registration for an EHNS organized meeting or event; the submission of abstracts for events by third parties, etc)
• National Societies Association that provides Members data: First Name, Last Name and email address, all other data are provided by the member itself to receive his Membership Certificate.

EHNS may collect personal information in the following ways:

• When you register personal details when creating or updating your account on EHNS Website
• When you, or an agent or secretary on your behalf, enter personal details on a form (electronic or paper) requesting an EHNS product or service (eg when registering for an EHNS organized meeting or event or to become a member)
• When you, or someone on your behalf, submits proposals or content in connection with scientific sessions at an EHNS organized meeting or event (eg Abstract submission)
• When you enter personal details on a form applying to become an EHNS member or to apply for affiliate membership through an affiliate Society
• When you subscribe to an EHNS newsletter or other electronic communication
• When you participate in a survey, questionnaire or forum discussion
• When you fill in the contact form

What personal information is collected by EHNS?

Mandatory Personal Information
As a general rule, to enable EHNS to correctly identify you, to provide you with the products and services you have requested, to communicate with you and to become an EHNS Members, the following minimum information must be provided in order for your order, request, application, etc. to be processed:

• Title
• First Name(s)
• Last Name(s)
• Full Postal Address (work) and affiliation
• Email address
• Gender
• Diploma
• Date of Birth

Credit Card and payment Information
Credit Card information, along with other information related to specific transactions, is collected at the time of your order, request or application, and is used only for the purposes of that particular transaction through third party like PayPal. For your protection, the Credit Card information is not retained in EHNS system for later use for other transactions. The record of the transaction (without Credit Card information) is kept for 10 years for legal reasons.
EHNS takes every precaution to ensure that this information is stored in a safe location and that it cannot be accessed by unauthorized parties. For further information about security, please refer to Data Security.

Email address information
Your email address is mandatory when you use EHNS electronic services.
Electronic communication is for most purposes EHNS’s preferred method of communication because it is generally convenient, rapid, environmentally friendly and efficient.
You are required to supply your email address when you create your EHNS account, which enables you to access a variety of online services.

Data from surveys and questionnaires
EHNS can conduct a number of surveys or questionnaires whereby we collect data from volunteer respondents about a certain number of topics that are of interest to us as a society or to the practice of oncology and/or head and neck. The respondent data remains completely anonymous, unless the respondents specifically choose to share their contact data. Upon completion of the survey or questionnaire, to ensure confidentiality, information is transmitted via Secure Socket Layer (SSL) to the survey tool platform. Data entered are stored on the survey tool server, which is accessible through a dedicated EHNS account only. When exported, data are stored on EHNS's internal server. To ensure the complete anonymity of all respondents, all data collected are kept confidential and no individual respondent’s answers will be disclosed at any time by EHNS.

How EHNS uses personal information?
Personal information is needed by EHNS to enable it to properly manage its member files. These files are used to enable EHNS to fulfil its role in providing a wide range of services to its members or contributors.
The personal information which you supply may be specifically used to enable EHNS to:

• provide you with the products or services you request
• communicate with you about specific matters regarding your transaction, eg. Registration for a meeting or event, abstract submission, grading, membership...
• send you information about EHNS activities which it believes may interest you

Listed below are some of the security procedures that EHNS uses to protect your privacy:

• A personal username and a password is required in order for users to access their personal data
• Uses firewalls to protect information held in our servers.
• Closely monitors the limited number of EHNS employees who have access to your data
• Requires all EHNS employees to abide by our Privacy Policy and be subject to disciplinary action if they violate it.
• Backs-up our systems to protect the integrity of your data.
• Keep all your data private and not sell it or distribute it to others

Accessing your personal information
You may at any time manage your personal information held by EHNS by accessing the private area. If you are an EHNS Member, or have used EHNS products and services in the last three years, a record will already exist for you which you can potentially access by logging in online through:

• use of your existing login details (username and password)
• the ‘Retrieve your Login’ and/or ‘Retrieve your Password’ feature which, if your email address is recognized, will automatically send details of your username and a newly generated password (for your protection) to the email address given
• the password is encrypted in the database, it then impossible to retrieve it

Managing your personal information
You have the absolute right to access, amend, and oppose the use of your personal data. By accessing the Private area, you have direct control over the information in your personal profile. You can access and change this information at any time from your Private Membership homepage. Once logged in to your account, you can easily view and update your personal details, email address and password. Usernames are unique and cannot be updated.

Right of access to your EHNS information
If you would like to know exactly what personal information EHNS holds about you, you are entitled to obtain it. If it transpires that the information is inaccurate, or you wish to oppose its use in future, EHNS will make the necessary amendments and confirm that these have been made. Please contact EHNS in either of the following ways:

• By contacting us by email: contact form.
• By Writing to EHNS, see Legal Information

Data security
To protect your information, EHNS uses an industry standard security protocol called Secure Sockets Layer (SSL) to encrypt the transmission of sensitive information between you and our website.

Despite EHNS’s efforts to protect your personal data, there is always some risk that an unauthorized third party may find a way around our security systems or that transmissions of information over the Internet will be intercepted. EHNS is not responsible or liable for any loss or damage of any sort arising from or relating to any breach of our security or interception of your transmissions (see Terms of Use).

Conclusion
If you have any further questions about the EHNS Privacy and Security Policy or its implementation, or if at any time you believe that EHNS has not adhered to the principles stated in this Policy, please contact us by email: Contact Form.

Cookies

By using this website, you agree to the use of cookies.

Our website makes use of so-called cookies. Cookies are not harmful to your computer and contain no viruses. Cookies are small piece of text used to make the use of our website more user-friendly, effective and safer. Cookies are stored on your computer and saved by your browser.
Most of the cookies we use are so-called "session cookies". They are automatically deleted after your visit. Other cookies remain on your device memory until you delete them. These cookies allow us to recognize your browser the next time you visit.
You can set your browser so that you are informed about the use of cookies, and you can allow cookies only in individual cases. You can reject cookies in certain cases or general rule. You can enable the automatic deletion of cookies when you close the browser (depending of your browser, see in option or configuration settings). Upon deactivation of cookies, the functionality of this site may be limited: for example, you need to provide again your login and password. Anyway, for security reason we recommend you to log off, especially if you use a public computer.

Are there different types of cookies?

There are a number of different cookie types. Each has a specific function and helps to improve how the website works.

• Strictly necessary
  This type of cookie is essential to recognise you as an existing user and enable you to log in to your account.
• Performance
  This type of cookie provides useful information about how you’re using the site, the length of time you’re on there and how you found your way to website. They help us to understand user behaviour more effectively with a view to improving how the site works for existing users.
• Functional
  This type of cookie remembers choices that you’ve made on previous visits.

Should I be worried about use of cookies?

Although cookies can be used to track movements across and between websites, they do so without identifying any personal or confidential information. As stated previously, our use of cookies is purely based on enhancing our user’s online experience.
And remember most of the cookies we use on our website are what’s known as ‘session cookies’. Some expire as soon as you leave the site, most expire within 30 days of your visit.

How do we protect your information?
Protecting your personal information is a priority for us. To view our Privacy Policy in full, please take a look at the information contained here.

Terms and conditions of use

1 Terms and Conditions of Use

These website “terms and conditions of use” apply to the use of the website operated by The European Head and Neck Society (EHNS), a Belgian-based non-profit organisation and (AISBL) -any and all ‘content’ from the website such as scientific, technical, contractual, product, programme, pricing information; news, educational materials, publications, guides, presentations, abstracts; other information available on the website such as data, text, software, music, sound, photographs, graphics, video, messages, and other materials.
EHNS reserves the right to amend these terms & conditions at its sole discretion, without prior notice, or condition that details of the amendments are published on the EHNS website. They become effective from the time of posting. Use of the website after the posting constitutes acceptance of the modified terms & conditions.
Please read the terms carefully. The terms are entered into by and between the user and EHNS, and the user accepts them by using the website in any manner and/or by otherwise acknowledging his/her agreement with the terms. If the user doesn’t agree to all of the terms, he/she should not use the website.
Should you require further information or have comments on EHNS terms & conditions, please contact us using the contact form.

2. Copyright - Intellectual Property

1. The EHNS website is owned by EHNS. All content owned by EHNS on the EHNS website is copyrighted under Belgian and International law. All rights in content of the EHNS website (including without limitation all articles, statements, texts, images, logos and design) are owned by or licensed to the EHNS exclusively. All rights are expressly reserved by EHNS.
2. Use of and access to any content licensed to EHNS by third parties is subject to any additional terms or conditions of use which may apply. Any additional terms will usually be made available at the point at which one obtains or registers to access such content. By accessing such content, one agrees to comply with such additional terms of use, if any. Such licensed content may only be used in accordance with those additional terms as well as in accordance with these terms. If you have any questions regarding the ownership or use of content on the website, please contact EHNS with the Contact Form.
3. Any content may be copied and distributed on a limited basis for non-commercial purposes only, provided that any material copied remains intact and that all copies include the following notice in a clearly visible position: “Copyright © European Head and Neck Society. All rights reserved”, as well as links to www.EHNS.org where appropriate. These materials may only be used for personal use.
4. Copy, modification or use of any content included on the EHNS website for any commercial purpose without the authorisation of EHNS is a violation of patent, copyright and other proprietary rights including intellectual property rights owned by EHNS and/or its contributors. Any copying or redistribution for commercial purposes or for compensation of any kind requires prior written permission from EHNS.
5. The use of the EHNS Logo and EHNS corporate visuals (including, but not limited to, graphics, images, videos...) is subject to written authorisation by EHNS. Any unapproved use may result in actions being taken by EHNS to require removal of material concerned from display/distribution and possible legal action.
6. Contents in Private Membership Area cannot be copied or distributed by the Members.

3. General Conditions

Content, products and services
Access to certain content is available only to users who have registered to the Private Area, the secured and personalised account that EHNS offers. Similarly, access to certain other content is conditional upon subscription to a particular product or service.

User registration
User registration, via the registration form, is required to access personal services online and certain online content. The user is responsible for maintaining the confidentiality of his/her account login details.
The user registration is unique and personal. It should not be shared with anyone.
EHNS shall not be held responsible for unauthorised use of the user’s account by a third party to whom the user may have, intentionally or not, disclosed his/her account login details.

Products & Services
It is possible to acquire certain products and services such as membership services or registration for congresses and courses organised by EHNS or in conjunction with EHNS via the private area. EHNS reserves the right to change or remove particular ordering methods without prior notice. Changes in the ordering procedure will be posted on the product or service page.

Unavailability/Force Majeure
EHNS disclaims all responsibilities for the unavailability of the EHNS website and services caused by conditions beyond its control including and/or any other cause beyond the reasonable control of EHNS.

Liability
Under no circumstances will EHNS or any affiliated staff or partners or website contributors, be liable to you, as a website visitor or any other person or body, for any decision taken or acted upon as a result of reliance on the information or philosophies contained or expressed within the EHNS website. You agree that neither EHNS nor any affiliated staff or partners or website contributors, will be responsible for any loss or damage (including, without limitation, direct, indirect, incidental, special or consequential damages), or loss of data or loss of profit, even if the EHNS or any affiliated staff or website contributors, has been advised of the possibility of such loss. No agency, partnership, joint venture, employee - employer or franchiser - franchisee relationship between the member and EHNS is intended or created by these terms and conditions.