Privacy notice
This Privacy Policy 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 Policy, 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 either directly from you or your National Society. 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 events 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
- Payment companies for the events and publications
What data do we collect?
We will collect personal data 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 events 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?
A
Any information collected about you as an individual will be used in accordance with the General Data Protection Regulation EU 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 member state laws and regulations.
We collect and process your personal data under the lawful grounds of Legitimate Interest, Consent, Contract and Legal Obligation so that we can:
- Process any orders and manage your account - contract & legitimate interest
- Email you with details of and updates about events and services - legitimate interest and consent
- Enter into and process any contracts with you or your organisation - contract
If we use your email address to send information about our events and 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 events or services you have, or on your behalf, your National Society has requested.
The third parties with whom your personal data is shared with are:
- EFP Employees & self-employed
- Mailchimp - Newsletters
- Liquid Light - Website
- Mondial - Conferences & webinars
- Wiley - Publishers
- Unzer - Payment company
- Briz Juridico Tributario - Internal payroll
- MAD Sistemas - IT supplier
- Paul Davis - Social media
- Jackie Partarrieu - Communications provider
- Fernando Gonzalez - Designer
- Gonzalo Herrero - Designer
- Santiago Quinones - Communication coordinator
For the purposes of EFP events including EuroPerio, EFP and Mondial are joint data controllers in common to allow the sharing of personal data. This arranged is managed through a Data Controller to Data Controller Agreement. Mondial’s Privacy Policy which includes their contact details can be found here: Privacy Policy Mondial Congress
Some of our suppliers are based outside of the European Economic Area ("EEA"). If this is the case and your details are being transferred to a third country that does not have an EU approved adequacy decision, then Standard Contractual Clauses or other internationally recognised documentation will be used to protect your personal data.
EFP’s service providers are not allowed to use your personal information for their own purposes. We will only pass your personal data to the parties listed in this Privacy Policy unless we are required to do so by common law or statutory obligations.
EFP also works with the following Partners:
- Dentaid
- Oral-B
- Sunstar
- Colgate
- Haleon (GSK)
- Straumann
- Philips
- Curasept
EFP never shares your personal data with its Partners.
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 Policy.
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 data to a third party as part of a merger of some or all of our organisation and assets or as part of 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 Policy.
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 Policy and any changes will be placed on our website. This Privacy Policy was last updated on May 2023.
How to contact us
If you have any questions about our Privacy Policy, 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
