Privacy Policy

General Information

The respect of your privacy and personal data is an important matter to EuroScience. In the following information we will provide you an overview with the treatment of your information on our website and the purposes.  

Data Collection on our Website

EuroScience exclusively collects personal data who have clearly expressed the wish to be involved in one or more EuroScience activities. They might have registered for membership, submitted grand or Award applications, registered to participate in ESOF or other conferences or have submitted sessions including panel participants who have been invited and who have accepted, have signed up to EuroScientist or the EuroScience Newsletter. In addition, EuroScience collects contact data of European (and some global) science organisations and media. You will find below an overview of all data EuroScience collects.

EuroScience will collect only such data as are relevant for managing its activities in line with its objectives.

EuroScience collects data through three main means:

• EuroScience Conferences and Members Platform (ESCMP): When the users create an account on the platform, they must agree to give EuroScience access to the data they provide. If they wish, they can delete their account and all the associated data at any time. 
• Regular mailings: EuroScience uses Mailchimp to send mass mailings, including newsletters. It is used to inform its members and others on the lists on its activities, including ESOF conferences, other conferences and workshops, policy statements, advocacy actions in line with the objectives of EuroScience, and so on. It may also ask for responses or cooperation. Membership data are exported into MailChimp. Registrants to EuroScience mailing lists must give their agreement about the use of their data, processed by MailChimp. They can unsubscribe at any time by clicking the link present at the end of each mass email and can contact EuroScience office for the complete deletion of all their data. Click here to read MailChimp’s privacy policy.
• Websites: EuroScience owns the following websites: https://www.euroscience.org/,  https://www.euroscientist.com/, https://newhorrizon.eu/, https://www.esof.eu/ and https://escmp.euroscience.org/. Cookies are used to collect data on the use of these websites (IP address, date and time of connection to the website, time spent, links clicked, etc.). This data is collected by Google Analytics and used for analytical purposes only. Users can agree or disagree to the use of these cookies by clicking the pop-up appearing on each of these websites.

Personal data will never be shared by EuroScience with third parties with the exception of organisations with which EuroScience has directly or indirectly a formal relation to organize one of EuroScience’s activities.

In these cases contracts will stipulate the integrity of the data and the return or destruction of shared data after the activity has been concluded. In no cases, will EuroScience use or make available for use, for commercial or political purposes by others, personal data it has.

Members can easily cancel their membership and subscribers to any type of information can easily unsubscribe. 

Third parties who on EuroScience’s behalf act as operators for storing and maintaining personal data comply with the General Data Protection Regulation.

The EuroScience privacy policy will be reviewed and if necessary updated on a regular basis.

Overview of the personal data EuroScience collects

ESCMP

EuroScience distinguishes a number of categories. Common to all registered users are the following data (when users supply this information):

1. First name, Last name
2. Email (compulsory if users create an account)
3. Phone number
4. Country
5. Organisation
6. Position
7. Academic level
8. Age range
9. Gender
10. Portrait

Members

1. Title (Mr, Mrs, Prof, etc.)
2. Start date of membership
3. End date of membership
4. Amount of membership
5. Entitled to a reduce fee?
6. Subscribed to Nature?
7. Scientific area
8. Local sections of interest
9. Workgroups of interest
10. Scientific interests
11. Year of birth
12. Postal address
13. Website
14. ESOF editions attended

ESOF session submitters or speakers 

For speakers or moderators who have been invited or accepted to speak in the session, for each session title, forma and abstract are provided:

1. Title
2. First name
3. Last name
4. Picture
5. Country of present occupation
6. Gender
7. Nationality
8. Position
9. Organization
10. Role
11. Status (e.g. confirmed)
12. Reason for inviting
13. Phone
14. Email

Grants or Awards applicants (grants to participate in ESOF, applications for EYRA Awards, or others; all as of 2016)

1. Motivation letter
2. CV
3. From which medium they heard about the grant/award
4. Recommendation letter(s)
5. Any other supporting document they wish or need to upload (media accreditation, student ID, etc.)
6. And in addition, and depending on the specific grant or award:
   1. First name
   2. Last name
   3. Gender
   4. Date of birth
   5. Nationality
   6. Institution/organisation/university
   7. Country
   8. Email
   9. Scientific field
   10. Description of research activity
   11. Expected contribution to career development

MailChimp

Mailchimp is a tool used by EuroScience to send newsletters, press releases and other communications to our members. Currently there are three lists which contain personal data (in many cases it is only the email address).

When user register as member, data provided on the ESCMP are transferred to MailChimp. If not member, only email address, first and last name are collected by EuroScience on MailChimp. MailChimp also collects other data such as statistics of use (percentage of emails opened, linked clicked, etc.). Please refer to MailChimp’s privacy policy to know more about those.

Websites

EuroScience runs number of websites which are either directly related to EuroScience or related to projects for which EuroScience is responsible for dissemination and communication. These are: https://www.euroscience.org/, https://www.euroscientist.com/, https://newhorrizon.eu/, https://www.esof.eu/ and https://escmp.euroscience.org/. Several data on users (IP address, date and time of connection to the website, time spent, links clicked, etc.) is collected by Google Analytics for these websites (for analytical purposes only).

of the ESCMP and Mailchimp data mentioned above have been exported in the form of Excel sheets and stored in the Shared Folder accessible to EuroScience Office staff only.

EuroScience, 25 May 2021