Privacy Policy

The European Society of Gynaecological Oncology AISBL (ESGO) respects your privacy and is committed to protecting your personal data in accordance with the General Data Protection Regulation (GDPR) (EU) 2016/679 and the Belgian Data Protection Law of 30 July 2018. This policy outlines how we collect, use, store, and protect your personal data, as well as your rights as a data subject.

 

4.1 Personal data we collect and how we use it

We collect personal data that you voluntarily provide to us, as well as data collected automatically when you visit our website or use our services. By personal data, we mean any information relating to an identified or identifiable natural person (e.g. name, email address, professional affiliation).

 

A. Personal data provided voluntarily

Providing personal data is generally voluntary. However, choosing not to provide certain information may limit your access to specific services, membership benefits, or event features.

  • ESGO membership & accounts: When applying for membership or setting up a user account, we collect your name, contact details, date of birth, professional position, and primary interest fields. This information is processed to administer your membership and provide tailored services.
  • Event registrations & abstract submissions: When registering for an ESGO event, conference, or submitting material (such as abstracts or case studies), we collect required contact, professional, and billing details. This data is used for verification, logistics, documentation, and billing. Payment details (such as credit cards) are processed securely and are not stored permanently by ESGO.
  • Contact forms & enquiries: When you request information or support via our contact forms, we process your submitted data solely to address your enquiry. We do not use this data for marketing unless explicitly consented to.
  • Comments & media uploads: If you post comments or upload documents/images (e.g. EXIF metadata), we collect embedded data to facilitate interaction, support ongoing recordkeeping, or prevent spam.

 

B. Personal data collected automatically

Like many organisations, ESGO utilises log files and cookies to improve website functionality and analyse traffic patterns.

  • Log files & analytics: We gather traffic data anonymously (e.g. via Google Analytics) to track performance, page views, and app usage for website optimisation. We do not track individual behaviour or sell traffic data to third parties.
  • Cookies: Cookies help recognise your browser and remember preferences. Non-essential cookies require your prior consent, which you may grant, manage, or withdraw at any time via our Cookie Declaration.

 

4.2 Legal basis for processing

We process your personal data based on explicit legal grounds under the GDPR:

  • Consent: When you subscribe to newsletters, accept non-essential cookies, or opt into communications.
  • Contractual necessity: To fulfil obligations related to your membership, event participation, or service delivery.
  • Legal obligations: To comply with statutory accounting, tax, or regulatory requirements.
  • Legitimate interests: To maintain website security, prevent fraud, and continuously improve our organisational services.

 

4.3 Data sharing & third-party access

ESGO does not sell, rent, or trade your personal data to third parties. We may share your data only in the following contexts:

  • Service providers: We engage trusted third-party vendors (such as event organisers, platform hosting providers, or IT infrastructure partners) to process data on our behalf. These providers are contractually bound to process data strictly under our instructions and maintain appropriate security measures.
  • Embedded content: Website pages may include embedded third-party content (e.g. videos, slides). Interacting with embedded content functions identically to visiting the third-party site directly and may subject you to their respective privacy and tracking policies.
  • Organisational restructuring & transfers: In the event of an organisational restructuring, merger, or transfer of ESGO assets or operational activities, personal data may be transferred to the successor entity. The transferee will be required to process your personal data in a manner consistent with this Privacy Policy.
  • Legal disclosures: We reserve the right to disclose personal data if required by law, court order, or in response to a legitimate request from law enforcement or regulatory authorities.

 

4.4 Data transfers outside the EU

ESGO primarily processes and stores personal data within the European Union. If data must be transferred to or processed by a third party outside the European Economic Area (EEA), we take necessary steps to ensure compliance with applicable protection laws (such as utilising standard contractual clauses or verifying adequacy decisions).

 

4.5 Data retention & security

  • Retention: Personal data is retained only as long as necessary to fulfil the operational, contractual, or legal requirements for which it was gathered. When data is no longer needed, it is deleted, destroyed, or anonymised.
  • Security safeguards: We maintain rigorous technical, physical, and administrative safeguards (including SSL encryption, firewalls, strict role-based access limits, and staff confidentiality agreements) to protect personal data from unauthorised access, loss, alteration, or misuse.

 

4.6 Your rights & choices

Under GDPR and Belgian data protection law, you hold the following rights regarding your personal data:

  • Access & rectification: Request details about the data we hold on you or request corrections to inaccurate or outdated information.
  • Erasure & restriction ("right to be forgotten"): Request the deletion or restricted processing of your personal data, subject to legal retention obligations.
  • Consent withdrawal: Revoke previously granted consent at any time without affecting the lawfulness of processing carried out prior to withdrawal.
  • Objection to processing: Object at any time to the processing of your data based on compelling legitimate grounds or for direct marketing.
  • Data portability: Request an exported copy of the personal data you provided to us.
  • Lodge a complaint: You have the right to lodge a complaint with the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit):

 

4.7 Updates to this policy

We reserve the right to update this Privacy Policy to reflect changing regulatory requirements or operational practices. Revisions will be published on our platform with an updated effective date. In case of significant modifications, a notice will be posted on the homepage prior to the changes taking effect.

 

4.8 How to contact us

For any privacy-related questions, to exercise your data subject rights, or to reach our Data Protection Officer (DPO), please contact us at:

Email: gdpr@esgo.org

 

Mail:
European Society of Gynaecological Oncology AISBL (ESGO)
Avenue Emmanuel Mounier 83/11
1200 Brussels, Belgium