Privacy Policy and Terms of Use

(This Privacy Terms and Conditions has been amended on August 20, 2018 to comply with the EU General Data Protection Regulation)
  1. Definitions
    1. Association” means European Society of Gynaecological Oncology;
    2. Association Global Account” means the account created for the Users of the Association which links all of the platforms through which the Association renders Services;
    3. Data Subject” means both the Users and the Members of the Association where it is used in relation to the protection of Personal Data;
    4. GDPR” means EU General Data Protection Regulation 2016/679;
    5. Member” means, without regard to his/her previous status as a User, a natural person who is accepted by the Association as a Member;
    6. MLG” means MultiLearning Group Inc.;
    7. MLG Software” means MULTIREGISTRATION developed, powered and owned by MLG to register, browse users and purchase services and goods from organizations;
    8. Personal Data” means any information relating to an identified or identifiable natural person;
    9. Services” mean all of the services provided by the Association to its Users and/or Members;
    10. User” means a natural person who registers as a user of the Association’s without being a Member of the Association.
  2. Categories of Personal Data Collected
    1. In order to create an account for the User and for future communication, the Association collects the following categories of Personal Data at the time when the User registers for the Services:
      1. First and last name
      2. Email address
      3. Country
      4. Institution/Organization
    2. In order to improve and customize the Services, the Association collects the following personal data at the User’s discretion at the time when the User registers for the Services:
      1. Gender
      2. Area of expertise
    3. In order to improve and customize the Services, to ensure the credibility of the Association's membership base, to verify the identities and credentials of prospective Members and to contact with the Members for promotional, educational or commercial reasons, the Association collects or may collect the following personal data at the time when the Member registers for the Services:
      1. First and last name
      2. E-Mail address
      3. Title
      4. Gender
      5. Date of Birth
      6. Organisation/Institution
      7. Organisation Address and Telephone Number
      8. Area of Expertise
      9. Specialty
      10. Professional position
      11. Proof of age (for some membership categories)
      12. Proof of current status (for some membership categories)
    4. In order to facilitate delivery of the hard-copy materials requested by the Member, the Association collects the following personal data at the Member’s discretion at the time when the Member registers for the Services:
      1. Address and Telephone Number
    5. The Association stores the password information of the Users and Members in a secure and encrypted form.
    6. The Association does not collect information related to the payment for its Services, such as credit/debit card numbers, security codes, expiry dates etc.
    7. The Services provided by the Association rely on cookies to identify Users, User devices and User sessions, and these cookies are essential for the Association’s platforms to function properly. If the User chooses to disable cookies, a large subset of the functionality provided by the Association’s platforms will either be unavailable or cease to work as expected. By using the Services, the User or the Member consents the use of cookies by the Association in line with the terms of the Privacy Terms and Conditions.
    8. The Association represents and warrants that all of the Personal Data collected from the Data Subjects will be processed in a confidential and secure manner. The Association acknowledges that all of the necessary legal and technical measures have been taken to ensure the confidentiality and security of the Personal Data processed.
  3. Purposes for Processing of Personal Data
    1. The Association processes the Personal Data of the User’s for registration, to provide Services and account-keeping purposes. The Association may also extract and use the Personal Data to invite Users and Members to participate and contribute in its activities and/or enhance its understanding of its Users and Members, such as statistical breakdowns and market analysis. 
    2. By creating an Association Global Account on MULTIREGISTRATION, The Data Subject agrees that the Personal Data previously provided on MULTIREGISTRATION will be shared with platforms run by MLG for the provision of education at the request/service of the Association, which will enable the User to access these educational platforms.
    3. Given that the Member requests to receive electronic and/or hard-copy materials, the Member consents that his/her full name, personal address and telephone number as described under Section 2.4 will be shared with the publisher and/or distributor of the electronic and/or hard-copy materials in question.
    4. The Data Subject consents to receive e-mails from the Association in relation to the services allowing the Association to fulfil its mission and its functioning such as membership related services (membership approval process, any payment dues, confirmation or non-confirmation of payments, renewal of membership, voting processes), other end-users registration and submission processes, grants applications and mailings related to contributions to educational and scientific activities of the Association. 
    5. Data Subjects have the right to object to processing of their Personal Data for informational, promotional and direct marketing purposes and the right to revoke this objection at any time. The ability to set email preferences will therefore be made available at any time to all Data Subjects and also at emails received from the Association. Direct marketing emails will be sent according to the following: 
      1. As informational and promotional emails are part of the Association Services offered to Members, members and past members consent that the Association may use their name and email address to send promotional and direct marketing emails as well as informational emails about the products, services and benefits that are directly linked with his/her membership status and that are part of the membership package. However Members may opt-out any time by ways made available to them by the Association. 
      2. As direct marketing emails are part of the Association Services offered to events participants and eAcademy registered users, Data subjects who have registered and participated to an Association’s educational activity or to the ESGO eAcademy consent that the Association may use their name and email address to send promotional emails regarding the Association educational activities and events. However, they may opt-out by ways made available to them by the Association. 
      3. All other Data subjects will have the option to opt-in or opt-out to receive direct marketing emails by ways made available to them by the Association.
  4. Transfer of Data to Third Parties
    1. The Data Subject agrees and acknowledges that the Association may use the online platforms provided by MLG (MULTIREGISTRATION, MULTISUBMISSION, MULTILEARNING Apps, MULTIEPORTAL etc.) for the purposes of registration and performance of Services.  
    2. The Data Subject agrees and acknowledges that the Personal Data provided on the platforms of the MLG are stored on MLG databases for security, backup and archiving purposes, as well as facilitation of the performance of Services provided by the Association. As of May 25th, 2018, the archive and backup retention period will be between 6 months and 1 year. Archives and archived backups will use encryption to protect the data both in transit and at rest.
    3. The Data Subject agrees and acknowledges that the Association may share his/her email address with third-party email automation service providers for sending emails specified in 3.4 and or promotional email provided that the Data Subject agrees to receive promotional emails.
    4. In the instances where the provision of other Services provided by third-parties is required (such as the Association website, Conference registration, Abstract Submission, Association Journal, CRM), the Data Subject will have the option to consent to the processing of their Personal Data by the said third party or the Data Subject may need to log-in to the third-party system with their Association Global Account stored on MULTIREGISTRATION. In such cases, the Data Subject will be clearly informed by MULTIREGISTRATION that their data is about to be transferred to another system, and will be given the option to either proceed with the transfer or cancel it.
  5. Data Subject’s Rights
    1. The Data Subject has the following rights:
      1. The right to confirm as the whether or not the Association processed his/her Personal Data and if so, the right to access that Personal Data (‘the right to access”);
      2. The right to have any inaccurate Personal Data rectified and any incomplete Personal Data completed (“the right to rectification”);
      3. Except for the occasions in which the Personal Data is needed for compliance with a legal obligation or exercise or defence of legal claims, the right to request erasure of his/her Personal Data (“the right to erasure” or “the right to be forgotten”) provided that the Data Subject is an EEA resident and that:
        1. The Personal Data is no longer necessary for the processing purposes;
        2. The Data Subject withdraws consent;
        3. The Data Subject has the right to object to the processing under the applicable data protection laws;
        4. The processing is for direct marketing purposes;
        5. The Personal Data has been unlawfully processed;
      4. The right to restrict the processing of your personal data provided that:
        1. The Data Subject contests the accuracy of the personal data;
        2. The processing is unlawful however the Data Subject opposes the erasure;
        3. The Personal Data is no longer necessary for the processing purposes however the Data Subject requires personal data for the establishment, exercise or defence of legal claims;
        4. The Data Subject have objected to processing, however the verification of the grounds for objection is pending;
        5. The right to object to our processing of your personal data to except the situations where such processing is necessary for:
          1. The performance of a task carried out in the public interest or in the exercise of any official authority vested in the Association;
          2. The legitimate interests pursued by the Association or by a third party.
      5. The right to receive his/her Personal Data in a structured, commonly used and machine-readable format (“the right to data portability”), given that the Personal Data has been provided by the Data Subject based on consent or for the performance of a contract and that such processing is carried out by automated means and unless doing so will infringe the rights and freedoms of others;
      6. The right to lodge a complaint with a supervisory authority responsible for data protection;
      7. The right to withdraw consent at any time, without affecting the lawfulness of processing before the withdrawal.
  6. Use of MLG Software
    1. User and/or Member of MLG Software ; agrees to the following:
      1. The use of MLG Software, their trademarks, as well as their "look and feel" are the exclusive property of MLG and are protected under intellectual property laws. User and/or Member are authorized to use the MLG Software solely for personal, non-commercial purposes. The rights to use the MLG Software is inalienable and non-transferable and is reserved to Users and/or Members who have accepted these terms and conditions. User and/or Member shall not reproduce, translate, alter, reverse engineer, transmit or communicate MLG Software in whole or in part, and/or its source code without prior written authorization from MLG, nor give access to the MLG Software to any unauthorized users. Users and/or Members are not authorized to distribute, sell, rent or otherwise transfer the use of MLG Software.
      2. MLG provides only the means to manage Users and/or Members and allow them to register, obtain extra services and purchase services and goods. MLG does not access end-users’ profile other than to resolve technical issues or provide assistance and statistics.
      3. MLG will not be liable to you for any misuse of your data outside MLG Software. Users and/or Member agree that MLG cannot be held liable for infringements on Personal Data not processed through MLG Software. MLG will not be responsible for any loss or damages (notably, direct, indirect, incidental, special or consequential damages) or loss of profit that may result from the use of MLG Software.
      4. Interruption of service and interoperability registered Users and/or Members and Users r of the MLG Software are responsible for the interoperability and capacity of hardware used with the MLG Software. MLG declines any responsibility for defects, incompatibilities, interruption of service or non-compliance of the product. The MLG Software and the service of MLG are provided to Users and/or Members "as is". MLG does not provide any guarantee on the MLG Software with regard to its downloading, its streaming, its security defects and/or errors which it may contain. MLG cannot be held responsible for damages which may affect Users and/or Members computer system and/or for loss of data which may result from the downloading or use of the MLG Software.
      5. MLG reserves the right to deny access to User and/or Member accounts, without prior notice and at MLG's sole discretion, when such accounts have been manually or automatically flagged for behaviour which can be interpreted as an attempt to damage the integrity of the systems, to tamper with the systems' data, to bypass the system's security safeguards, or to breach any of the terms covered in this section. Should a User and/or Member be dissatisfied with MLG's decision, that User and/or Member may request termination of their access to MLG Software themselves.
      6. This section “Use of "MLG Software" is governed by the laws of the Province of Quebec and the laws of Canada applicable therein without reference to any conflict of law principles. If any provision of these terms and conditions shall be unlawful, void, or for any reason unenforceable, then that provision shall be deemed severable from these terms and conditions and shall not affect the validity of any remaining provisions. These terms and conditions constitute the entire agreement between User and/or Member and MLG and may only be modified by MLG at its discretion.
  7. Amendments to Privacy Terms and Conditions
    1. The Association may amend this Privacy Terms and Conditions at any time.
    2. In case of an amendment, the Association will inform the Data Subject by:
      1. On our Privacy Terms and Conditions
      2. And/or when you log in
  8. Contact
For requests of information and to exercise Data Subject’s Rights, please contact
The Association (Data Controller):
ESGO Office
YMCA Palace
Na Porici 12/1041
110 00 Prague, Czech Republic

The Contractor (Data Processor):
8782 Lajeunesse
Montreal, Quebec H2M1R6