IVZW EUROPEAN PAIN FEDERATION EFIC,
with registered office at 1831 Diegem (Belgium), Grensstraat 7, with company number 011-1815933-11, https://www.europeanpainfederation.eu/, as well as its affiliated companies (hereinafter referred to as “EFIC”), considers the careful handling of personal data of high importance. This policy specifies which personal data are collected by EFIC, the purposes for which the collected personal data are used and how efforts are made to ensure adequate protection of these data.
EFIC follows in this respect the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EU, hereinafter referred to as ‘GDPR’. Furthermore, EFIC will ensure that it confirms as far as possible to the provisions of the implementing decisions taken as a result of the aforementioned legislation.
1. Personal Data
Personal data includes all information relating to an identified or identifiable person. A person is considered ‘identifiable’ if he or she can be identified, directly or indirectly, in particular by reference to an identification number or to one or more factors specific to his or her physical, physiological, mental, economic, cultural or social identity.The personal data that EFIC collects, mainly relates to contact details, such as your title, surname, first name, address, telephone number(s) and e-mail address.In circumstances where fees have been paid or an invoice has been issued, EFIC may hold personal data such as your bank account number and company number.In circumstances where a registration or application process has required it, EFIC may hold personal data such as your CV, proof of medical qualifications, your medical discipline, institutional affiliation, and professional interests. EFIC may use data such as your address, medical discipline and professional interests to ensure its communication to you is as relevant as possible.
2. Data management
EFIC ensures a high level of security for the personal data stored and processed. Both EFIC and its employees shall take the necessary technical and organizational measures to ensure the security of the processing to be carried out. EFIC shall ensure, to the extent possible and reasonable, that data are kept up to date and that incorrect, incomplete and irrelevant data are corrected or deleted. Furthermore, EFIC shall ensure, to the extent possible and reasonable, that its employees and/or trusted service providers have only limited access to data and processing facilities. In particular, they shall be restricted to persons who need them to carry out their duties or to what is necessary for the needs of the service. In this way, EFIC seeks to provide an appropriate level of security for these personal data and their processing.The data subject will be obliged to provide EFIC with the requested personal data as this is a necessary condition for the conclusion and execution of the agreement. If the data subject does not provide the requested data, EFIC will not be able to provide the requested services.
3. Purpose of the processing
EFIC processes personal data for various purposes. Each processing operation shall only process the data which are necessary for the purpose for which they are intended. The aims of EFIC are to advance the understanding and knowledge of pain and its treatment, through activities in the fields of education, research and advocacy. The processing of personal data is only done for the purpose of achieving these aims.
In more concrete terms, personal data is processed for the following reasons:
- The organisation of a biennial scientific congress, ‘Pain in Europe’, showcasing the latest research in the field of pain medicine
- The organisation of post-graduate examinations for clinicians
- The organisation of educational opportunities via ‘Pain Schools’ and fellowships
- Managing and distributing a scientific journal; the European Journal of Pain
- Co-organising the ‘Societal Impact of Pain’ advocacy campaign
- Co-organising awards for pain research, such as the E-G-G
- Collaborative projects with other medical societies and consortia
- Oversight of employees, service providers, Executive Board members and Councillors
- Management of volunteers
- Administrative management of the Federation e.g. financial, legal
- Use of communications and social media channels
4. Legal basis of the processing
The processing of personal data by EFIC is therefore carried out on the basis of the following legal grounds:
- when we have obtained your active consent:
- when you register directly for an educational activity such as the congress, an examination, a pain school our own online educational platform
- when you subscribe directly for a publication such as the European Journal of Pain or our newsletter
- when you apply directly to volunteer for the Federation
- in the context of the performance of a contract or the taking of pre-contractual measures, or
- from a need to protect the legitimate interests of EFIC, in particular to adequately represent the community of clinicians and researchers involved in pain medicine in Europe, and to update them on activities of relevance to their professional interest in pain.
- in order to comply with all legal or regulatory provisions to which EFIC is subject.
5. Data sharing
The personal data concerned will necessarily also be shared with partners who assist EFIC in achieving the objectives mentioned above. For example, registrants for the biennial congress will register via a service provider and their specific registration platform.
EFIC advises that users on its various social media platforms are familiar with the privacy policies of those platforms.
6. Data retention
EFIC will store, keep and process the personal data concerned for the entire period of time during which the data subject calls upon EFIC’s services. After the data subject has indicated to EFIC that he or she no longer wishes to use the services of EFIC, for example by unsubscribing to the newsletters, or when the data subject uses his/her right to delete the personal data, the personal data will be deleted, unless other legal limitation or retention periods would require a longer period. This period should enable EFIC to meet its legal obligations, enforce requirements, resolve disputes, maintain security, prevent fraud or misuse, etc. Where there has been no involvement of a data subject in the activities listed in article 3 for a period of 5 years, EFIC will delete all personal data on the data subject, unless legal or ethical obligations require a permanent retention of data.
7. Rights of natural persons
EFIC will facilitate the exercise of the following rights:
- The right to access his/her personal data;
- The right to rectification of his/her inaccurate personal data;
- The right to erasure of his/her personal data;
- The right to limitation of the processing of his/her personal data;
- The right to transferability of his/her data;
- The right to object to automated individual decision-making.
In addition, the data subject shall have the right at any time to withdraw his/her consent to the processing of his/her personal data. Such withdrawal shall not, however, affect the lawfulness of processing on the basis of the consent prior to the withdrawal
In order to exercise the rights mentioned above, you can send a request to EFIC by e-mail to the following e-mail address: firstname.lastname@example.org. In order to be sure of the identity of the person asking the question, he or she must enclose a copy of his or her identity document with this application. EFIC will respond to the customer’s request promptly and in any event within one month.
9. Final provisions