Last updated: 15 November 2021
We understand that your trust is our most important asset. As such, your privacy is essential for us, the European Society of Human Reproduction and Embryology (hereinafter referred to as “ESHRE®”, “we” or “us”). This privacy declaration (hereinafter referred to as “Privacy Declaration”) is applicable, inter alia, to (i) our website https://www.eshre.eu and its related web links and mobile apps (hereinafter referred to as the “Website and Mobile Apps”) and (ii) all relations between ESHRE® and its members, Participants of Events, Applicants for ESHRE® accreditations or certifications, Speakers, Exhibitors, Sponsors and partners.
At all times, ESHRE® strives to be in accordance with the Belgian Privacy Act of 30 July 2018 regarding the protection of natural persons in relation to the processing of personal data (including any Belgian legislation repealing the Belgian Privacy Law) and/or the General Data Protection Regulation of 27 April 2016 (‘the Regulation of the European Parliament and of the Council 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/EC”). This Privacy Declaration includes information about the personal data collected by ESHRE®, as well as the manner in which ESHRE® uses and processes this personal data.
When spoken about “you”, “your registration”, “your identification”, etc., this includes (i) you as an ESHRE® member, (ii) you as a Sponsor, (iii) you as a Speaker, (iv) you as an Exhibitor, (v) you as an Applicant for ESHRE® accreditation and certification (vi) when a registration for an Event is done by you as a Registrant and you will attend the Event yourself as a Participant, and (vii) when a registration for an Event is done by a Registrant for and on behalf of (a) third party/ies who will attend the Event as Participant(s), and whereby this Privacy Declaration is applicable to both the Registrant and the Attendee(s)
Visiting the Website and Mobile Apps, creating an ESHRE® membership account, registering for an Event, filling out a quiz form, registering for ESHRE® accreditation or certification, scanning of your badge at an Event, completing a booking form and exchanging business cards implies your express approval (through disclosure of your personal information or opt-in) of the Privacy Declaration and consequently how we collect, use and process your personal data.
- Types of personal data
ESHRE® can collect and process the following personal data:
- Methods of personal data collection
Your personal data are collected in the context of:
The personal data collected by ESHRE® are therefore expressly and voluntarily provided by you.
- Use of personal data
ESHRE® may use your personal information:
Processing takes place on the following legal grounds, as the case may be:
- Disclosure of personal data to third parties
ESHRE® shall not disclose your personal data to third parties, unless it is necessary in the context of providing ESHRE® services and optimising them (including but not limited to database management, maintenance works and sub-contractors). In this respect, your personal data may be disclosed to software providers, cloud partners, payment partners and business partners such as accommodation partners, venue partners, related non-profit organizations, diploma validation organizations, inspectors-assessors and examination organizers. If it is necessary that ESHRE® discloses your personal data to third parties in this context, the third party in question is required to use your personal data in accordance with the provisions of this Privacy Declaration.
Notwithstanding the foregoing, it is however possible that ESHRE® discloses your personal data to the competent authorities (i) if ESHRE® is obliged to do so under the law or under legal or future legal proceedings and (ii) to safeguard and defend our rights.
In all other cases, ESHRE® will not sell, hire out or pass on your personal data to third parties, except when it (i) has obtained your permission to this end and (ii) has completed a data processing agreement with the third party in question, which contains the necessary guarantees regarding confidentiality and privacy compliance of your personal data.
- Storage of personal data
Unless a longer storage period is required or justified (i) by law or (ii) through compliance with another legal obligation, ESHRE® will store your personal data for the period necessary to achieve and fulfil the purpose in question, as specified in this Privacy Declaration under ‘use of personal data’.
Software and/or computer interactions, screen captures, recorded events and video recordings taken and/or recorded before, during and after an ESHRE® virtual examination, as well as any detected suspicious behavior and/or patterns in particular, will be stored for a minimum of sixty (60) days. After sixty (60) days video recordings will be deleted, but any other exam data and periodic images related to the ESHRE® virtual exam will be stored by ESHRE® and/or the third party organizer of the virtual examination, for a maximum period of two (2) years.
- Your privacy rights
If you wish to invoke your privacy rights please contact firstname.lastname@example.org and ask to receive the form to exercise your privacy rights and deliver it back to ESHRE® by e-mail or post.
In principle, you can exercise these rights free of charge via the above-mentioned form. In addition, you can always, via your personal account, update, modify and/or verify your personal data, which you were required to submit when creating your ESHRE® account.
If you no longer wish to receive newsletters or information about our services, you can unsubscribe at any time by clicking the “unsubscribe” button underneath each of the ESHRE® e-mails.
- Securing your data
ESHRE® undertakes to take reasonable, physical, technological and organisational precautions in order to avoid (i) unauthorised access to your personal information, and (ii) loss, abuse or alteration of your personal data.
ESHRE® shall store all the personal data, which it has collected, through a combination of SaaS cloud applications and an IaaS remote and secured server infrastructure in the European Union. Back-ups are made on a daily basis and are stored on before mentioned combination of SaaS cloud applications and an IaaS remote and secured server in the European Union.
Notwithstanding the ESHRE® security policy, the checks it carries out and the actions it proposes in this context, an infallible level of security cannot be guaranteed. Since no method of transmission or forwarding over the internet, or any method of electronic storage is 100% secure. ESHRE® is, in this context, not in a position to guarantee absolute security.
Finally, the security of your account will also partly depend on the confidentiality of your password in obtaining access to your account. ESHRE® will never ask for your password, meaning that you will never be required to communicate it personally.
- Cross-border processing of personal data
Any transfer of personal data outside the European Economic Area (‘EEA’) to a recipient whose domicile or registered office is in a country which does not fall under the adequacy decision enacted by the European Commission, shall be subject of one or more of the listed EU-approved safeguards:
- Update Privacy Declaration
ESHRE® may update this Privacy Declaration by posting a new version on the Website and Mobile Apps. As such, it is strongly recommended to regularly consult the Website and Mobile Apps and more specifically the page explaining the Privacy Declaration, to make sure that you are aware of any changes.
- Other websites
The ESHRE® Website and Mobile App may contains links to other websites or Mobile Apps. In no event, ESHRE® is responsible for the privacy policies or practices of any third party.
- Contact ESHRE®
If you have any questions about this Privacy Declaration or the manner in which ESHRE® collects, uses or processes your personal data, please write:
In case you are not satisfied with the way ESHRE® handled your question and/or remark or have any complaints about the way ESHRE® collects, uses and/or processes your personal data, note that you have the right to lodge a complaint with the Data Protection Authority.