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Data Privacy Policy of the Eurographics Association

The Eurographics Association relies on the tools available on the Internet and on the World Wide Web. This holds both for the day-to-day operations of the Association (management of members, mailing, financial operations, etc) as well as for the announcement of new events, digital library services, etc. It is therefore vital for the Association that your data would be stored in our database, and that you give us your email address.

When we process the personal data that is collected during your visits to our Web site, we always observe the rules laid down in the applicable data protection laws. Your data will not be disclosed publicly by us, nor transferred to any third parties without your consent.

In the following sections, we explain what types of data we record when you visit our Web sites, and precisely how they are used:

  1. Use and transfer of personal data
  2. Recording and processing of data in connection with access over the Internet
  3. Email lists members@eg.org and general@eg.org
  4. Cookies
  5. Web analysis
  6. Security
  7. Links to Web sites operated by other providers
  8. Right to information and contact data
  9. Acceptance, validity, and modification of data protection conditions

Use and transfer of personal data

The Eurographics server services.eg.org manages the EG membership database with possibility to applicate and to renew a membership with an interface to the payment service provider. Members have an own homepage area, where they can edit personal data, set password, and set which info can be seen in public. Membership data are hold in a LDAP server which allows also access to the EG wiki server and the EG Digital Library with user id and password. Your database records can be accessed only by you and those officers of the Association who need to have access to your data (e.g., the Secretary, the EG Support Team, assigned Executive Board Members, etc.). Furthermore, most of these persons have read access only; in general, you are the sole person who can change your own, personal data. Eurographics will not reveal those to any third party. (You will receive information about your login name and how to get an initial password as soon as your membership payment is complete.) Required input data are only firstname, lastname, email-address, address, country. There is a verification channel of EG memberships for events granting registration discounts for EG members.

The EG server srmv2.eg.org is the SRM Submission and Review Management System; required user data are contact email address, firstname, lastname. Data can be seen by support team; authors and reviewers data of a special event (names, email address, organization) can be seen by event chairs and in some cases by senior reviewers.

The EG server events.eg.org provides Event Registration; Data stored for registrants are contact email address, lastname, firstname, affiliation, address, Phone/Fax,  and special data that might be important for event organizer. Data can be seen by support team; by EG Treasurer and Assistant Treasurer; data will be accessible by the event organizers.

The EG Digital Library diglib.eg.org, data stored for users: access to full text via Member Login through LDAP server; stored internally as e-person with  firstname, lastname, email address; access to special pages via user login, stored internally as e-person with firstname, lastname, email address.

All use of your personal data is confined to the purposes stated above, and is only undertaken to the extent necessary for these purposes. Your data is not disclosed to third parties.

The General Data Protection Regulations (GDPR) require that we justify all processing of your data. For the purposes of the GDPR, the data required to apply for membership (firstname, lastname, email-address, address, country) along with membership tracking information (date joined, functions in Eurographics) are necessary for Eurographics to deliver services to its members, and therefore fall under the heading of Contract. All other data is voluntary on the part of the members, and may be edited freely at any time, including deletion: these fall under the heading of Consent.

Although we ask you to provide us with your credit card data for your membership payment, your event registration, these data are notstored as part of your database record.  Payment is done through the credit card service provider (Saferpay - SIX Payment Services). Eurographics is in compliance to the Payment Card Industry Data Security Standard. Pages on the server asking sensitive data operate under a secure web server.

Since Eurographics is registered in Switzerland, details of financial transactions are recorded and held for the current financial year and 10 previous calendar years as required by current Swiss accounting practice. Individuals' credit card data are not stored.

Recording and processing of data in connection with access over the Internet

When you visit our Web sites, our Web servers makes a temporary record of each access and stores it in a log file. The following data are recorded, and stored until an automatic deletion date:

The purpose of recording these data is to allow use of the Web site (connection setup), for system security, for technical administration of the network infrastructure and in order to optimize our Internet service. The IP address is only evaluated in the event of fraudulent access to the network infrastructure of the Eurographics Association.

Apart from the special cases cited above, we do not process personal data without first obtaining your explicit consent to do so. Pseudonymous user profiles can be created as stated under web analysis (see below).

Email lists members@eg.org and general@eg.org

Only on behalf of the professional board of the Association emails will be posted to the email list of members and to the general@eg.org list, where anyone can subscribe. These lists are used for strictly Eurographics matters only: announcement of events organized by, or sponsored by the Association, Executive Committee elections, Job announcements etc. Any mail sent to the mailing list originating by other than members of the operations board will be automatically filtered and deleted without further notice.

Cookies

We don’t normally use cookies on our Web site, but in certain exceptional cases we may use cookies which place technical session-control data in your browser’s memory. These data are automatically erased at the latest when you close your browser. If, exceptionally, one of our applications requires the storage of personal data in a cookie, for instance a user ID, we will point out you to it.

Of course, it is perfectly possible to consult our Web site without the use of cookies. Please note, however, that most browsers are programmed to accept cookies in their default configuration. You can prevent this by changing the appropriate setting in the browser options. If you set the browser to refuse all cookies, this may restrict your use of certain functions on our Web site.

Web analysis

[Text formulation from https://www.datenschutzbeauftragter-info.de/]
The websites www.eg.org and diglib.eg.org uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyze how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. In case of activation of the IP anonymization, Google will truncate/anonymize the last octet of the IP address for Member States of the European Union as well as for other parties to the Agreement on the European Economic Area. Only in exceptional cases, the full IP address is sent to and shortened by Google servers in the USA. On behalf of the website provider Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage to the website provider. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser. However, please note that if you do this, you may not be able to use the full functionality of this website. Furthermore you can prevent Google’s collection and use of data (cookies and IP address) by downloading and installing the browser plug-in available under https://tools.google.com/dlpage/gaoptout?hl=en-GB.

You can refuse the use of Google Analytics by clicking on an opt-out link. An cookie will be set on the computer, which prevents the future collection of your data when visiting the website.

Further information concerning the terms and conditions of use and data privacy can be found at http://www.google.com/analytics/terms/gb.html or at https://www.google.de/intl/en_uk/policies/. Please note that on the websites www.eg.org and diglib.eg.org, Google Analytics code is supplemented by “anonymizeIp” to ensure an anonymized collection of IP addresses (so called IP-masking).

The EG Digital Library which is built on the DSPACE Software use Apache SOLR application underlying the statistics. Solr statistics cannot be accessed publicly, they are used to troubleshoot access problems and to generate usage statistics for the Eurographics Executive Committee. Upon request, organisational members receive the usage statistics of their IP range.

Security

The Eurographics Association implements technical and organizational security measures to safeguard stored personal data against inadvertent or deliberate manipulation, loss or destruction and against access by unauthorized persons. Our security measures are continuously improved in line with technological progress.

Links to Web sites operated by other providers

Our Web pages may contain links to other providers’ Web pages. We would like to point out that this statement of data protection conditions applies exclusively to the Web pages managed by the Eurographics Association. We have no way of influencing the practices of other providers with respect to data protection, nor do we carry out any checks to ensure that they conform with the relevant legislation.

Right to information and contact data

You have a legal right to inspect any stored data concerning your person, and also the right to demand their correction or deletion, and to withdraw your consent for their further use. In some cases, if you are a registered user of certain services provided by Eurographics Association, we offer you the possibility of inspecting these data online, and even of deleting or modifying the data yourself, via a user account. If you wish to obtain information on your personal data, or want us to correct or erase such data, or if you have any other questions concerning the use of personal data held by us, please contact: secretary@eg.org

Acceptance, validity and modification of data protection conditions

By using our Web sites, you implicitly agree to accept the use of your personal data as specified above. This present statement of data protection conditions came into effect on January 1 st, 2018. As our Web site evolves, and new technologies come into use, it may become necessary to amend the statement of data protection conditions. The Eurographics Association reserves the right to modify its data protection conditions at any time, with effect as of a future date. We recommend that you re-read the latest version from time to time.