Welcome to the European Association for Cancer Research
Connecting cancer researchers together
Privacy Policy
The EACR takes your personal data very seriously. This page describes what we do with any personal data you provide to us, what your rights are in relation to them and how you can exercise those rights. You can contact us by visiting our Contact Us page.
We may process your data in the following situations:
- If you join us as a member directly
- If you join us as a member via one of our affiliated national societies
- If you register for an EACR conference
- If you register for an EACR Congress
- If you submit an application or are nominated for a Grant, Award, Fellowship or other EACR funding
- If you sign up for our email news bulletin
- If you contact us by email
- If you use our website
- If you are a representative of a company or other organisation with whom we conduct business
Your rights
Under the Data Protection Act 2018, which is the UK’s implementation of the General Data Protection Regulation (GDPR), you have the following rights:
- Right to be informed: the right to know what is happening with your personal data. You can find this information on this page, as well as in notices when you give us your personal details, for example when you join as a member.
- The right to access your personal data: you can request a copy of the data we hold about you.
- The right to rectification: you have the right to correct personal data that we hold about you, either by contacting us or by logging in to your member profile on our website.
- The right to erasure: you have the right to request that we delete the personal data we hold about you.
- The right to the restriction of processing: this right entitles you to request a pause on our processing of your data while we resolve a query relating to one of your other rights. We will apply this automatically if you request this whilst exercising one of your other rights.
- The right to data portability: this right grants you the ability to request a portable version of your personal data, i.e. data in an electronic format that you can then use with other service providers. We do not fit the criteria for this right, as we do not carry out automatic processing.
- The right to object: you have the right to object to the ways in which we process your data as set out in the table below.
- Rights related to automatic decision making: these rights relate to automated profiling, which we do not use.
In addition, where we rely on Consent as our legal basis, you have the right to unconditionally withdraw consent. At this point we will stop processing your data, and delete any personal data that we do not need to hold for other reasons. You can exercise this right by unsubscribing directly from communications, or by contacting us.
If you have concerns about the way we have handled your personal data, please contact us:
If you are based in an EU or EEA state: Please contact our EU GDPR Representative, lutz.wehner@privacy-partner.com. Our EU GDPR Representative is PP Privacy Consulting GmbH (Blumenstraße 3, 85646 Anzing bei München). PP Privacy Consulting GmbH is authorised to act on our behalf regarding our EU GDPR compliance.
If you are NOT based in an EU or EEA state: please contact jane.smith@eacr.org or Jane Smith, Chief Executive Officer, EACR, Sir Colin Campbell Building, Triumph Road, Nottingham NG& 2TU, UK.
What data does the EACR process and why?
Please refer to the sections below that are relevant to you.
If you join us as a member directly
How we obtain your data
We collect your personal details from you when you join the EACR, and we store them in a secure database. You can see the details we hold about you by logging in to your member account.
What we will do with your data
By paying a membership fee, you enter into a contract with the EACR to be provided with the benefits of membership as set out on our website and marketing materials. These benefits include: email news bulletins, information about relevant conferences and funding schemes, and invitations to complete surveys relevant to membership.
We use your contact details to send information relevant to membership, including information about renewal. All mass communications include the option to opt-out of future contact.
How long we will retain your data
Member data is stored while you are a member and for two years after your membership lapses. After two years as a lapsed (suspended) member, your records will be deleted.
Lawful basis for us processing this data
Contract
If you join us as a member via one of our affiliated national societies
How we obtain your data
The affiliated National Society of which you are a member collects your personal details when you join.
They send us these details in order for us to provide you with EACR membership, and we store them in a secure database.
You can see the details we hold about you by logging in to your EACR member account.
What we will do with your data
By joining your National Society, you enter into a contract with them to be provided with the benefits of membership of that Society. This includes access to EACR membership and its benefits, at no additional cost to you.
We use your data to provide you the benefits of EACR membership as set out on our website and marketing materials. These benefits include: email news bulletins, information about relevant conferences and funding schemes, and invitations to complete surveys relevant to membership.
We use your contact details to send information relevant to membership. All mass communications include the option to opt-out of future contact.
How long we will retain your data
Member data is stored while you are a member of your National Society and for two years after your membership lapses. After two years as a lapsed (suspended) member, your records will be deleted.
Lawful basis for us processing this data
Legitimate Interests
If you register for an EACR conference
How we obtain your data
There are three ways to register for an EACR conference, depending on the type of event:
- EACR members can register using their EACR member account
- Non-members can create a non-member ‘meetings account’ on our website in order to register for an EACR conference
- For virtual events and webinars, registration may be directly via the virtual event platform (such as Zoom).
We collect your personal details from you when you create a meetings account or register for a virtual event, and we store them in a secure database.
For in-person events both members and non-member account holders can see the details we hold about them by logging in to their online account.
What we will do with your data
By registering to attend an EACR conference, a contract is created. We use your contact details to send you information about the conferences you register for.
If you attend an in-person event, we will include your name and country in the programme book unless you request to be removed.
You will be given the option to opt in to having your email address published in the programme book which is given to participants and sponsors. If you do not opt in, we will not include your email address.
We will also contact you about future conferences. All communications will contain the option to opt out.
How long we will retain your data
- All conference registrants
If you register to attend a conference, we will retain your details indefinitely in a database of participants of that conference, unless you request to be removed.
- Meetings account holders
If you create a meetings account, we will contact you by email about our conferences. You can opt out at any time. If you do not log in to your account for three years, we will delete your account and all associated data.
Lawful basis for us processing this data
Legitimate interests
If you register for an EACR Congress
How we obtain your data
We collect your personal details from you when you create an account on the congress portal in order to submit an abstract or register for an EACR Congress.
What we will do with your data
We share your data with our contractor Anderes Fourdy Events, who operate the congress portal, and our contracted conference organiser New Way Management.
We use your contact details to send you information about the congress you register or submit an abstract for.
We will not share your details with congress sponsors or exhibitors. However, if you consent to have your badge scanned at the event, then your details (name, address and email address) will be shared with that organisation who may contact you after the event. If you do not wish for your details to be shared, then do not allow your badge to be scanned.
We will contact you about future EACR congresses and all communications will contain the option to opt out.
How long we will retain your data
- All congress registrants
If you register and pay to attend a congress, we will retain your details indefinitely in a database of participants of that congress, unless you request to be removed. We will also contact you about future congresses. All communications will contain the option to opt out.
- If you create a congress portal account
If you create an account for the congress portal in order to submit an abstract and/or register, we will retain your submitted data in the congress portal. If you do not log in to your account for three years, we will delete your account and all associated data from the congress portal.
Lawful basis for us processing this data
Legitimate interests
If you submit an application or are nominated for a Grant, Award, Fellowship or other EACR funding
How we obtain your data
We collect your personal and application details from you when you (or the person nominating you with your permission) fill in an application either through our website or by sending your application by email, and we store them in a secure database.
What we will do with your data
Your data will be held and used by the EACR and its funding partners for the purpose of administering and evaluating your application, funding it if it is successful and managing the performance of the programme.
The EACR and its funding partners may publish relevant details of awarded funding and its recipients on its website and in promotional materials.
How long we will retain your data
Application data is stored while your application is being reviewed, and for four years after submission.
Anonymised application data will be stored indefinitely for statistics and managing the performance of the programme including audits and evaluations.
If you are awarded funding then your name, contact details and key award details will be stored indefinitely.
Lawful basis for us processing this data
Legitimate interests
If you sign up for our email news bulletin
How we obtain your data
Anyone can sign up via our website to receive our email news bulletin, which we usually send every two weeks.
What we will do with your data
We will send you our email news bulletin, and occasional other updates from the EACR, using the email platform Mailchimp. We won’t pass your details on to anyone else.
Every email includes the option to see and update your details and opt-out of future contact.
How long we will retain your data
We will retain your details as long as you are opted-in to receive our emails.
Lawful basis for us processing this data
Consent
If you contact us by email
How we obtain your data
When you contact us by email, your email address, as well as the contents of your email, will be stored on our server.
What we will do with your data
We keep emails we receive so that we can provide a well-functioning service to our members and other interested parties. We will use your details to follow up on your enquiry and any future enquiries.
How long we will retain your data
Your email address and email will be preserved indefinitely, unless you request that it be deleted.
Lawful basis for us processing this data
Legitimate interests
If you use our website
How we obtain your data
We use cookies to enhance the online experience of our visitors and to better understand how our sites are used. Cookies may tell us, for example, whether you have visited our site before or whether you are a new visitor.
Cookies are small text files that web sites often store on the computer hard drives of visitors to their sites. They are widely used in order to make web sites work, or work better, as well as to provide information to the owners of the site. A cookie often contains a unique number, which can be used to recognise your computer when a user of your computer returns to a website that it visited previously.
How does the EACR use cookies?
You can find out more about cookies in our Website Privacy Policy.
- Measuring website usage (Google Analytics)
We use Google Analytics to collect information about how people use this site. We do this to make sure it’s meeting its users’ needs and to understand how we could do it better.
Google Analytics stores information about what pages you visit, how long you are on the site, how you got here and what you click on. We do not collect or store your personal information (e.g. your name or address) so this information cannot be used to identify who you are. We do not allow Google to use or share our analytics data with third parties.
- Highlighting menus and logging onto the website
If you log into this website (to update your details, carry out a purchase etc.) then we store any details that we need to on our server. To link your "session" data on our server with your browser session a small cookie is placed in your browser - containing an anonymised link to the session. As soon as you close your browser this session cookie is deleted.
We determine that both these types of cookies are essential to the running of the website.
- Facebook pixel
This cookie is placed by Facebook. It enables the EACR to measure, optimise and build audiences for advertising campaigns we serve on Facebook. In particular it enables us to ensure that our Facebook advertising is seen by users most likely to be interested in such advertising by analysing which content a user has viewed and interacted with on the EACR website.
To opt-out please see https://www.facebook.com/adpreferences
Lawful basis for us processing this data
Legitimate interests
If you are a representative of a company or other organisation with whom we conduct business:
Existing business customers
How we obtain your data
If we have an existing business relationship, we store your details (such as name, email address, company and a history of our correspondence) in a database.
What we will do with your data
Previous customers can be assumed to have an interest in EACR activities. The EACR will legitimately contact you about future opportunities such as advertising, sponsorship and exhibition at our meetings.
All mass communications include the option to opt-out of future contact.
How long we will retain your data
Your details will be retained indefinitely if you do not opt out of future contact.
If you opt out, your details will be retained so that we have a record that you opted out, but we will not contact you.
Lawful basis for us processing this data
Legitimate interests
Prospective business customers
1. When we have already been in contact
How we obtain your data
If you indicate an interest in working with the EACR (for example by giving us your business card after talking at a conference, or by emailing us to enquire about opportunities), we store your details (such as name, email address, company and a history of our correspondence) in a database.
What we will do with your data
When we meet representatives of a company at conferences, we know that they have an interest in cancer research or closely related fields. We inform them of the EACR and they express an interest in hearing from us by providing business cards/contact details. The EACR will legitimately contact them about future opportunities. All communications will have opportunity to opt out of future contact.
How long we will retain your data
Your details will be retained indefinitely if you do not opt out of future contact.
If you opt out, your details will be retained so that we have a record that you opted out, but we will not contact you.
Lawful basis for us processing this data
Legitimate interests
2. When we have not already been in contact
How we obtain your data
We may find companies we think may be interested in working with us, and find contact details for them online. In this instance we will not store their information.
What we will do with your data
When we have not already had contact with a company we have less certainty that they want to hear from us. We will make one contact and will not record your details unless you opt in to hear from us again in the future.
How long we will retain your data
After our initial contact we will not store your details unless you indicate an interest in working together, or opt in to hear from us again.
Lawful basis for us processing this data
Legitimate interests
Suppliers
How we obtain your data
If you are a supplier to the EACR, for example of goods or services, we will retain your contact details, bank account details and invoices.
What we will do with your data
A contract exists between the EACR and its suppliers, and this data is needed to fulfil the contract.
Data may be shared with the EACR’s auditors and accountants.
How long we will retain your data
We will retain supplier contact details indefinitely, unless you request to be removed from our records.
We will retain supplier invoices for 7 years.
Lawful basis for us processing this data
Contract
For invoices: Legal obligation
Policy Changes
Any changes to this policy made by the EACR will be posted here and will take effect immediately. This policy was last updated on 03 May 2022.
