Privacy Policy

FEBS – PRIVACY POLICY

1. INTRODUCTION

1.1  This privacy policy (Privacy Policy) sets out the ways in which we, the Federation of European Biochemical Societies (FEBS, we, us, our), may collect and use your personal data. You should also refer to our Terms of Use.

1.2  In this Privacy Policy:

1.2.1  ‘Account’ means a registered account which enables you to book events, make Contributions and otherwise use those parts of our Platforms restricted to Account holders;

1.2.2  ‘Contribution’ means any submissions, edits, information or data (in any form) you make available via your Account including without limitation uploading of any articles, posters or abstracts;

1.2.3  ‘Platforms’ includes www.febs.org, www.febscongress.org and other websites, desktop and mobile applications owned or operated by us; and

1.2.4  ‘you’ and ‘your’ means you, the person visiting the Platforms, registering for an Account with us or otherwise using services on the Platforms.

1.3  By visiting our Platforms, registering for an Account with us or using our services as may be applicable, you acknowledge that we shall be processing your personal data in accordance with this Privacy Policy. You may have provided your consent to our processing when you have provided your information to us, such as when you requested our newsletter or registered for an Account.  

2.  ABOUT US

2.1  We are a Registered Charity (Number 1149638) and a Company Limited by Guarantee (Number 08239097) registered in England and Wales, whose registered office is at 98 Regent Street, Cambridge CB2 1DP, UK. For more information about us please visit www.febs.org.

2.2  If you have any queries about this Privacy Policy or how we use your personal data, please contact us using the following details:

Address: The Federation of European Biochemical Societies, 98 Regent Street, Cambridge CB2 1DP, UK
Email: info@febs.org

2.3  For all other queries about our Platforms, including technical questions about website functionality, and payment, registration and abstract matters for events, please use the contact form on the relevant part of the Platform.

3.  INFORMATION WE MAY COLLECT ABOUT YOU

3.1  Information that you provide

3.1.1  We will collect any information that you provide to us when you register for or are provided with an Account with us, provide us with your details by post, email or over the phone, or subscribe to our mailing lists. This information might include your name, password, address, email address, phone number, age or date of birth, gender, nationality and research interests and/or position, or similar such information.

3.1.2  If you are applying to attend events such as the FEBS Congress or Advanced Courses, or applying for or receiving FEBS funding (including grants, FEBS Fellowships and bursaries) or prizes, then we may also collect information to enable your application to be assessed or to determine and process payments. Such information may include your academic and work history (or CV), references, ORCID identifier, bank and invoicing details, travel documents, marital status and number of dependants, and any other such similar details as may be required.

3.1.3  From time to time we might also ask if you would be willing to participate in our surveys; if you agree, we will also collect any information that you provide as part of that survey.

3.1.4  You may provide information to us at our events such as the FEBS Congress if, for example, you complete any forms provided to you at such events.

3.2  Information we collect about you

3.2.1  We may collect any information contained in any correspondence between us. For example, if you contact us using a contact form via the Platforms or by email or telephone, we may keep a record of that correspondence.

3.2.2  We will collect information that you upload or post to your Account and/or any correspondence or interactions that you may have with other Account holders via our Platforms.

3.2.3  We will also collect certain information about how you use the Platforms and the device that you use to access the Platforms. This might include your IP address, geographical location, device information (such as your hardware model, mobile network information, unique device identifiers), browser type, referral source, length of visit to the Platforms, number of page views, the search queries you make on the Platforms and similar information. This information may be collected by a third-party website analytics service provider on our behalf and/or may be collected using cookies. For more information on cookies please refer to paragraph 6 below.

3.3  Information we receive from third parties

3.3.1  We may receive information about you from third-party providers. For example, you may choose to register for an Account via third-party social media services such as Facebook or LinkedIn. By registering in this manner you are authorising that third-party service provider to share with us certain information about you.

3.3.2  We may also use third-party providers to verify information provided by you via your Account, including via any Contributions. For example, we may use ORCID and/or any other third-party databases or websites to confirm your CV or publication history.

3.3.3  We may receive information about you from third parties that are referring you to FEBS. For example, your colleague or institutional contact may be required to provide us with information about you if they are registering for an Account or event on your behalf or if they are providing your details as their referee. If you are such a colleague or contact, you warrant that you have obtained the necessary consent to share this information with us.

3.3.4  We might also receive information about you from third parties if you have indicated to such third party that you would like them to share such information.

4.  HOW WE USE INFORMATION ABOUT YOU

4.1  You agree that we may use your information for the following purposes:

4.1.1  to provide you with access to the Platforms as explained in more detail in our Terms of Use;

4.1.2  to provide you with details about your Account;

4.1.3  to enable receipt, review, and processing of event registrations and event submissions such as abstracts, and applications for funding (including for event participation support schemes, course organisation grants, and FEBS Fellowships);

4.1.4  to enable you to be updated with activity on the FEBS Network unless you have opted out of specific communications through your email preferences;

4.1.5  to keep in contact with you about FEBS news, events and new Platform features or services that we believe may interest you, where you have asked us to do so and provided that you don’t opt out of receiving such communications;

4.1.6  to share your information with selected third parties, such as FEBS Congress organisers or Advanced Courses organisers to enable them to contact you with information about the Congress, Advanced Courses or any services you have registered for;

4.1.7  to provide customer service and support, deal with enquiries or complaints about the Platforms and our services;

4.1.8  to improve our Platforms and to ensure that content from our Platforms is presented in the most effective and optimal manner;

4.1.9  to carry out aggregated and anonymised research about general engagement with our Platforms and the products and services it makes available;

4.1.10  protect, investigate, and deter against fraudulent, unauthorised, or illegal activity, including without limitation plagiarism and identity fraud;

4.1.11  to comply with our policies, procedures and legal obligations; and

4.1.12  to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees.

5.  WHO WE MIGHT SHARE YOUR INFORMATION WITH

5.1  You agree that we can share your personal information with:

5.1.1  any affiliates or selected third parties that we work with, where necessary for the purposes of delivering to you the Platforms or any services associated with them (including for example, hosting or operating the Platforms, website analytics, delivering marketing communications where you have requested to receive these, reviewing applications, event (including the FEBS Congress and Advanced Courses) organising, providing fraud and plagiarism detection services and payment services);

5.1.2  other Account holders, where required for the purpose of enabling communication between Account holders;

5.1.3  any selected third party that you consent to our sharing your information with for such third party’s marketing purposes;

5.1.4  any prospective seller or buyer of our business or assets, only in the event that we decide to sell or buy any business or assets; and

5.1.5  any other third parties (including regulatory authorities, courts and government agencies) where necessary to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees or where such disclosure may be permitted or required by law.

5.2  We require third parties to maintain appropriate security to protect your information from unauthorised access or processing.

6.   COOKIES

6.1  We use cookies to ensure that you get the most out of our Platforms. Cookies are small amounts of information in the form of text files which we store on the device you use to access the Platforms. Cookies allow us to monitor your use of the software and simplify your use of the Platforms. For example, a temporary cookie is also used to keep track of your "session". Without that temporary cookie (which is not stored after you quit your browser) you would have to log on every time you access a new page. 

6.2  If you do not wish for cookies to be installed on your device, you can change the settings on your browser or device to reject cookies. For more information about how to reject cookies using your internet browser settings please consult the “Help” section of your internet browser (or alternatively visit http://www.aboutcookies.org). Please note that, if you do set your Internet browser to reject cookies, you may not be able to access all the functions of the Platforms.

6.3  The names of the cookies used by the Platforms and the purposes for which these cookies are used are set out in the Cookies policy of each Platform at the following locations:

Name of platform Platform url Cookie Policy
FEBS website www.febs.org www.febs.org/cookies/
FEBS Advanced Courses application and reporting system courses.febs.org www.febs.org/cookies/
FEBS Fellowships application system fellowships.febs.org fellowships.febs.org/lt_2017/home/cookies/ [page undergoing updates]
 FEBS Network network.febs.org network.febs.org/pages/febs-cookie-policy
 FEBS Congress 2018 website  to be updated to be updated
FEBS Advanced Courses 2018 websites Various subdomains of febsevents.org Example at https://breastcancerres.febsevents.org/cookies


6.4  Our Platforms may contain content and links to other websites that are operated by third parties that may also operate cookies. We don’t control these third-party websites or cookies and this Privacy Policy does not apply to them. Please consult the terms and conditions and privacy policy of the relevant third-party websites to find out how that website collects and uses your information and to establish whether and for what purpose they use cookies. 

7.  HOW WE LOOK AFTER YOUR INFORMATION AND HOW LONG WE KEEP IT FOR

7.1  We use appropriate technological and operational security measures to protect your information against any unauthorised access to or unlawful use.

7.2  We will retain your information for as long as is necessary to provide you with the services that you have requested from us or for as long as the law otherwise permits.

7.3  Unfortunately, the transmission of information over the internet is not always completely secure. Although we do our best to implement measures to protect your information from unauthorised access, you acknowledge that we cannot always guarantee the security of information that you send over the internet to FEBS. Once we have received your information, we will use appropriate and operational measures to protect it in accordance with paragraph 7.1. above.

8.  INTERNATIONAL TRANSFERS OF YOUR INFORMATION

8.1  Our company is located in the UK. We also engage third parties and affiliates around the world to assist us in providing our Platforms and services to you, such as by providing FEBS Congress administration, reviewing funding applications and hosting and IT services and servers.

8.2  In circumstances where your information may be processed outside of the UK or European Economic Area (EEA), we will take all steps necessary to ensure that any of your information is adequately protected and processed in accordance with this Privacy Policy, including but not limited to by using all appropriate cross-border transfer solutions such as the European Commission's Standard Contractual Clauses.

9.  YOUR RIGHTS TO THE INFORMATION WE HOLD ABOUT YOU 

9.1  You have certain rights in respect of the information that we hold about you, including:

9.1.1  the right to ask us not to process your personal data for marketing purposes;

9.1.2  the right to request access to the information that we hold about you; and

9.1.3  in certain circumstances, the right to ask us to stop processing information about you.

9.2  You may exercise your rights above by contacting us using the details in paragraph 2 of this Privacy Policy, or in the case of preventing processing for marketing activities also by checking certain boxes on forms that we use to collect your data or by managing the privacy settings in your Account.

9.3  Please note that we may need to retain certain information for our own record-keeping and research purposes. We may also need to send you service-related communications relating to your Account even when you have requested not to receive marketing communications.

9.4  Note that if you make a request to access information that we hold about you in accordance with paragraph 9.1.2, we have the right to charge you a fee of £10 to assist us with the administration of your request.

10.  CHANGES TO THIS PRIVACY POLICY

We may make changes to this Privacy Policy from time to time. We will post any changes to our Platforms, or notify you of any material changes by e-mail. Any changes will come into effect the next time you engage with us after the changes have been notified.