Cookies & Privacy Policy

Privacy notice

This Privacy Notice relates to:

• How we handle information received or collected about you as an individual
• How we communicate with you; and
• Your rights as an individual in respect of such information and communications

Who we are

In this Privacy Notice, references to:

• "we", "us" or "our" are to European Federation of Periodontology ("EFP") whose registered office is at: Rue de la Presse 4, Brussels 1000, Belgium 
• and the trading office at:
• Cink Coworking, EFP office no 17, Calle Henri Dunant 15-17, 28036 Madrid, Spain 
• "Website" is to www.efp.org and any other website owned or operated by us

We are the data controller.

You can contact our Data Protection Officer (DPO), Sharon Legendre, by email at slegendre@efp.org or DataProtection@efp.org or by post at Cink Coworking, EFP office no 17, Calle Henri Dunant 15-17, 28036 Madrid, Spain.

How do we collect your data?

Your personal data is collected directly from either your National Society or yourselves. We collect and process data when:

• Your details are provided by your National Society as a member of EFP
• You register online for any of our products or services, including completing a registration form for any of our congresses, workshops or webinars or subscribe to our newsletters or publications
• You use or view our website via your browser's cookies
• You contact us via email
• You interact with our social media platforms

We may also receive your data indirectly from other companies or individuals ("third parties") and we will inform you when we do so, including:

• Congress, Workshop and Webinar organisers
• Publishers of the Journal of Clinical Periodontology
• Newsletter mailing company

What data do we collect?

We will collect personal details about you as an individual, which is provided to us through: 

• Your full name
• Your postal address
• Your telephone number
• Your job title
• Your email address
• Your payment details (if you are attending an event or subscribing to a publication)
• Your preferences and use of email updates as recorded by emails that we send you (if you elect to receive email updates on our products and services)
• Your IP address, a string of numbers unique to your computer that is recorded by our web server when you request any page or component of our website.  This information may be used to monitor your usage of the website

How do we use your data?

Any information collected about you as an individual will be used in accordance with the General Data Protection Regulation ("GDPR"), the UK GDPR, the Data Protection Act 2018 ("DPA 2018"), the Privacy and Electronics Communications (EC Directive) Regulations 2003 (as amended from time to time) ("PECR") and any other applicable laws and regulations.

We collect and process your personal data under the lawful grounds of Legitimate Interest, Consent and Contract so that we can:

• Process any orders and manage your account - contract & legitimate interest
• Email you with details of and updates on our products and services - legitimate interest and consent
• Enter into and process any contracts with you or your company - contract

If we use your email address to send information about our products or services you will be offered the option to opt out of receiving such emails.  

Should you request digital or postal communications to cease there will be a time period of up to 30 days before contact stops.

Who do we share your data with?

In certain circumstances we will need to pass your personal data to appropriate third parties for administrative purposes to carry out certain activities, such as processing and sorting data, monitoring how our website is used and issuing our emails in order to supply or deliver the products or services you or your company have purchased.

The third parties with whom your personal data is shared with are:

• EFP Employees & self-employed 
• Mailchimp (Newsletters) (USA) 
• Liquid Light (Website - access to CMS) (UK) 
• Mondial (Conferences & Webinars) (Austria) 
• Sub-processors of Mondial (local Professional Conference Organisers PCO) (International) 
• Wiley (Publishers) (Denmark) 
• Stripe (Payment company - for Workshops & Webinars) (Dublin & San Francisco - International offices) 
• Unzer (Payment company - for Congress) (Germany) 
• Briz Juridico Tributario (Payroll) (Spain) 
• MAD Sistemas (new IT supplier) (Spain) 
• David Plaza (IT) (Spain) 
• Steve Disleris (IT - Google Accounts) (UK) 
• Paul Davis (Social Media) 
• EFP Partners: 
  • Dentaid (Spain)
  • Oral-B (USA)
  • Sunstar (Switzerland)
  • Colgate (USA)
  • GSK (UK)
  • Straumann (Switzerland)
  • Curasept (Switzerland)

Third parties are not allowed to use your personal information for their own purposes.

This may mean your details are transferred outside of the European Economic Area ("EEA"). If this is the case and your details are being transferred to a country that does not have an EU approved adequacy decision then specific Standard Contract Clauses will be used to protect your data.

We will not sell your personal information to any other person or company.

We will only pass your personal data to those third parties noted in this Privacy Notice unless we are required to do so by common law or statutory obligations.

We will not hold any payment details such as your card number, expiry date and security code. Where payments are handled through an accredited payment bureau, you should visit their website or contact them to view their Privacy Notice.

In order to effectively process credit or debit card transactions it may be necessary for the bank or card processing agency to verify your personal information for authorisation with an entity outside the EEA or a country with an EU approved adequacy decision. Such information will not be transferred outside those jurisdictions for any other purpose.

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets or as part of any business restructuring or reorganisation. In these circumstances we will take steps to ensure that your privacy rights continue to be protected.

How do we store your data?

We securely store your personal data on the EFP Contact Management System which is accessed through our website. It is also stored within your National Society database which will be covered by their Privacy Notice.

Information that you share on the website is kept strictly confidential and fully secure.  Your encrypted information is protected using SSL (Secure Socket Layers) as it passes between your browser and our website. We follow generally accepted industry standards to protect the personal data submitted to us both during transmission and once we receive it.

However, no method of transmission over the internet or electronic storage is 100% secure. Therefore, whilst we have taken appropriate technical and organisational measures to ensure we have protected your data against risks such as loss, unauthorised access, destruction, use, modification or disclosure, we cannot guarantee its absolute security. Only authorised personnel are permitted to access your personal data and they abide by security, privacy and confidentiality agreements, rules and laws.

We will hold your personal data for no longer than necessary. The length of time we retain it will depend on any legal obligations we have (such as tax recording purposes) and the nature of any contracts we have in place with you.  

We will, however, keep your personal data for a period of 7 years (see our Data Processing Agreement) from your last membership renewal date in order to verify your member status to third parties or to allow you to re-join as a member.

What are your data protection rights?

We would like to ensure you are fully aware of all your data protection rights. Subject to certain limitations you are entitled to:

• Request a copy of the information we hold about you and be told how we use it
• Request that your personal data is deleted
• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete
• Right to object – you have the right to object to certain types of processing such as direct marketing
• Restrict processing if you have concerns about your information's accuracy, deletion or fair and lawful use or do not wish your data to be processed for marketing, research or statistical purposes
• Withdraw consent to the use of your personal data
• Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling
• Receive your personal data in a commonly used, machine readable format to transfer to another data controller

If you exercise any of your rights, we will respond within 30 days.

To access personal data that is being held, identification will be required. We will accept the following forms of ID when information on your personal data is requested: a copy of your ID Card, driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If we are dissatisfied with the quality, further information may be sought before personal data can be released.

Changes to our Privacy Notice

We regularly review our Privacy Notice and any changes will be placed on our website. This Privacy Notice was last updated on 11 October 2021.

How to contact us

If you have any questions about our Privacy Notice, the data we hold on you or you would like to exercise one of your data protection rights, please do not hesitate to contact us at:

Email: DataProtection@efp.org

Post: Cink Coworking, EFP office no 17, Calle Henri Dunant 15-17, 28036 Madrid, Spain

Telephone: +34 660276017

How to contact the appropriate authority

Should you wish to report a complaint or if you feel that we have not addressed your concern in a satisfactory manner you may contact:

Agencia Española Protección Datos

C/Jorge Juan, 6. 28001 Madrid, Spain

91 266 35 17

Cookies

This is the Cookies Notice for the European Federation of Periodontology ("EFP") whose registered office is at:  Rue de la Presse 4, Brussels 1000, Belgium and the trading office at: Cink Coworking, EFP office no 17, Calle Henri Dunant 15-17, 28036 Madrid, Spain.

Our use of Cookies

We use cookies on our website for a number of reasons. They help us provide you with a good experience when you browse our website and allow us to improve it.

Cookies are safe to be stored on your computer and almost all web browsers have cookie storing enabled as default. No personal data is stored in our cookie data.

Cookies may be used by the website to allow us to recognise you, and your preferred settings, which are stored for future use. This saves you from re-entering information when returning to the website.  You have the option not to use this feature, in which case, no cookies will be retained on your computer.

The rules on cookies are covered by the Privacy and Electronic Communications Regulations 2003 (as amended from time to time) (‘PECR’).

By continuing to use our website, you are agreeing to our use of cookies.

What are Cookies and why we use them

Cookies are text files with small pieces of data, like an ID and password, that are used to identify your computer as you use a computer network. Data stored in a cookie is created by the server upon your connection. This data is labelled with an ID unique to you and your computer.

We use the following cookies:

• Strictly necessary cookies - these are required for the operation of the website and include, for example, to log into secure areas of our website
• Analytical / Performance cookies - these allow us to recognise and count the number of visitors and to see how they move around the website when using it. This helps us improve the way our website works
• Functional cookies - these are used to recognise you when you return to our website and remember your preferences for example your choice of language or region
• Targeting cookies - these record your visit to our website, the pages you have visited and the links you have followed. This information is used to make our website more relevant to your interests. This information may be shared with third parties

Where the website has a secure login for our registered users, it may use a temporary ‘session cookie’ in order to perform the secure login to the website. This cookie does not contain personal data, just a long random number, and is deleted from your web browser when you exit the website.

Temporary cookies are used in the transactional part of the website to authenticate you as an authorised user after you have logged in.

Your browser may be capable of being programmed to reject cookies or to warn you before downloading and information regarding this may be found in your browser's help facility.

First Party Cookies

Our website will set some cookies that are essential for it to operate correctly. These cookies, none of which capture personal data, are as follows:

• Visitor ID - is a numeric value providing visitors with a unique ID and is usually set when a reliable means of identification is used, such as registering
• Page Number - identifies the page you are on
• Session ID - identifies your website session
• Test - checks whether or not your browser supports cookies
• Order - ensures that your ‘shopping basket’ works correctly

Third Party Cookies

These are cookies set by websites of other companies we use to gather information that helps us to improve our website.

Below is a table of all cookies on this website. (This cookie report has been provided by Cookiebot on 09 August 2021).

Category - Necessary

Necessary cookies help make a website usable by enabling basic functions such as page navigation and access to secure areas of the website. The website cannot function properly without these cookies.

Category - Statistics

Statistic cookies help website owners to understand how visitors interact with websites by collecting and reporting information anonymously.

Category - Marketing

Marketing cookies are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third-party advertisers.

Category - Unclassified

Unclassified cookies are cookies that we are in the process of classifying, together with the providers of individual cookies.

How to change your Cookie settings

Most browsers (Internet Explorer, Firefox, Chrome, etc) are set up to accept cookies. The cookies saved on the hard drive of your computer can be erased or turned off as noted below.

Please note that blocking cookies may compromise viewing of some web pages.

Chrome:

• Click on the Chrome menu in the browser toolbar
• Select "Setting" (top right corner)
• Click on "Show Advanced Setting" (at the bottom)
• In the "Privacy" section click on "Content Settings"
• In the "Cookies" section modify the cookie settings as you wish

Safari:

• Click Safari, then select Preferences
• Click Privacy, you will see a number of options to modify cookie settings

Firefox:

• Click on the '3-line menu' button in the top right and select 'Options'
• Select the 'Privacy & Security' link on the left-hand side
• Scroll to Cookies and Site Data
• Select your preferences from the options available

Explorer:

• Click on the 'Tools' button (top right) and then on 'Internet Options'
• Click on the 'Privacy' tab and then click on 'Settings'
• Select your blocking level at the bottom of the box, click 'close' then 'ok'

Targeting or Advertising Cookies:

• See 'types of cookies' above for a description of what these are
• For a thorough explanation about your on-line choices and to learn how to turn off behavioural advertising, click this link http://www.youronlinechoices.com

This Cookies Notice was last updated on 11 October 2021