European Board of Urology (EBU) Privacy and Data Security Policy
This document provides an outline of the way that the EBU collects, processes and manages your personal data, as submitted by you or a third party.
1. Definitions and identity of the data controller
‘Data Subject’ refers to a natural person. Examples of a data subject can be an individual, a customer, a prospect, an employee, a contact person, etc.
‘Personal Data’ is any information relating to an identified/identifiable natural person (= data subject), whether it relates to his or her private, professional, or public life. Personal data can be anything from a name, photo, e-mail address, bank details, posts on social networking sites, medical information, IP address, or a combination of the data that directly or indirectly identifies the person. Some information such as health, racial or ethnic origin, genetic or biometric data (among others) are considered to be “sensitive data” and are subject to a special level of protection.
2. Data collected and processed by the EBU
The Personal data collected by EBU are:
Nominative Information - Title, First Name(s), Family Name(s): Needed to properly identify you, to communicate with you, to provide you with the services you have requested and to ensure that items are properly labelled as yours (e.g. Certificate of attendance, etc.).
E-mail address: Used to communicate with you for all EBU activities (document approbation, registration, information about new developments, etc…).
Full Postal Address: Needed when items will be sent to you by post (e.g. exam diplomas, documents, etc.). It also helps to correctly verify your identity (where other persons have the same/similar name).
Copy of passport/ID: The names stated on your passport/ID are used to correctly identify you, avoid duplicate records, and issue a unique Certificate of Completion or Diploma.
Date of Birth: Used to correctly identify you and avoid duplicate records.
Start and end year of your Training in Urology: Used to correctly identify you and avoid duplicate records.
Gender, Nationality: Used to correctly identify you and avoid duplicate records.
Telephone number: Enables the EBU to contact you rapidly in case of need.
Hospital statistics: Used to assess eligibility for EBU Certification.
Curriculum vitae, surgical logbook, list of publications and other information: Used to define whether you are a suitable candidate for an EBU position or if you are eligible to an EBU Examination.
Credit Card details: Credit card information, along with other information that is required to process financial transactions, is collected at the time of your order, request or application, and is used only for the purposes of that particular transaction. For your protection, the credit card information is not retained in the EBU system for later use for any other transactions.
The types of Personal Data that we collect will depend on the communication, application or service that you apply for or receive. If you choose not to provide the requested information we will be unable to provide the communication, application or service you request. The EBU makes sure to collect and process data that are strictly necessary to the purpose of its activities.
3. How the EBU collects data
The sources of personal information collected by EBU are:
The individuals themselves: You register your personal details on EBU Website or contact the EBU office.
Third parties acting on behalf of individuals: Hospital, Agent, Sponsor, Member Organisation.
4. Why the EBU collects and processes Personal data
The EBU pursues the objective of reaching the highest level of medical care in Europe through the following activities: the definition of high standards of care, training and practice; the promotion of Continuing Medical Education and Professional Development ; the development of quality assurance in specialist practice, offering examinations. While working on these goals, the EBU combines a wide range of activities in the field of medical training and continuing medical education, such as:
- Communication related to EBU activities.
- Enabling individual communications with the individual about specific matters - e.g. sending confirmations, receipts, requesting further information to solve queries, etc.
- Accreditation of medical events (EACCME): Provision of other products and services such as EBU examinations and accreditation of training centres.
- Handling specific processes for EBU leadership and volunteers representing the EBU, including hotel accommodation, expense claims and Declarations of Interest.
When disclosing your personal information to us by using the EBU website or by completing and submitting paper or electronic forms to us, you consent to the collection, storage and processing of your personal information as stated in this policy.
5. E-mail addresses
Electronic communication is the EBU’s preferred method of communication for most purposes because it is generally convenient, rapid, and effective. In order to be able to communicate with you directly electronically, we need your e-mail address. The EBU respects the privacy of personal e-mail addresses and complies with European Privacy legislation on e-mail communication. The objective is to not send you unwanted messages, and your e-mail details will not be passed on to any other individual or organization without your permission. We kindly ask you to provide us an e-mail address which is properly secured and which only you can access.
6. How long we keep Personal data
Nominative information (only) is kept indefinitely for the following persons:
- EBU Delegates, Board and Committee Members.
- Fellows of the EBU (FEBU). The nominative information is kept to reference it and to prevent fraud and false diplomas.
- Candidates EBU examinations/assessments.
- Applicants, e.g. Programme Director.
Your information will be kept in the EBU system unless expressly requested otherwise by you. The EBU wishes to keep your information to facilitate future communication and for archiving reasons.
7. Transfer of Personal Data
The EBU does not sell, trade, or rent your personal information to others. The EBU may supply your information to its contractors to perform specific services (such as event organisation). Otherwise, the EBU does not disclose personal information to any other person or organisation without your consent. In this context, your personal data may be disclosed to the following external partners in the circumstances described below:
- A Professional Congress Organizer handling the event registration: Where your registration is handled by someone other than yourself, your confirmations, badges or vouchers may be sent to this third party. These contain nominative details about you.
- Agencies handling examination registrations, and statistical analysis related to an examination.
- Agencies handling flight and hotel bookings on behalf of the EBU: Nominative information is provided to local agencies where the EBU handles hotel bookings for a particular event.
- Members of an EBU Committee: Application requires the submission of a CV, publication list and, sometimes, other elements to support the application. This information, together with nominative information concerning the applicant, is assessed by a leading specialist or committee of specialists, prior to acceptance or refusal of the application.
As Data Subject, you have several rights regarding your data which are listed below .
8. How your Personal Data is protected
We maintain industry-standard physical, electronic, standard security practices, including encryption, passwords and physical security measures, and managerial procedures to protect the security and confidentiality of Personal Data. Only a limited number of persons within the EBU are authorized to access, delete or modify your data.
9. Your rights
You have several rights concerning the processing of your data:
- You have the right to access your data which means that the EBU will confirm whether personal data concerning you has been processed as well as provide you with all the relevant information regarding your personal data and, if you wish, a copy of said data.
- You have the right to rectify your data if it’s inaccurate or to complete your data if it’s incomplete.
When the processing is based on your consent, you have the right to withdraw your consent at any time.
- You may have the right to obtain the erasure or the restriction of processing of your personal data or to object to its processing in certain circumstances.
- When the processing is carried out by automated means and based on either your consent or a contract, you have the right to data portability which means you shall receive your personal data or have it transferred to another controller in a structured, commonly used and machine-readable format.
For information about how to get access to Personal Data and for exercising your rights, please contact us in writing at:
European Board of Urology
Mr. E.N. van Kleffensstraat 5
6842 CV Arnhem
The EBU wishes to bring to your attention its obligation to use all reasonable measures to verify the identity of a data subject who requests to exercise his or her rights. The EBU will not collect more data to verify your identity than what is already in its possession. However, please beware of the e-mail address you provide us and make sure you are the only person able to access it and that it is secure. The EBU reserves the right to take further reasonable measures to verify your identity if it seems necessary.
11. External Links
If there should be a problem regarding the processing of your data contact us at firstname.lastname@example.org