Data Protection Declaration

ISDMS Privacy Policy

The ISDM Society respects your privacy and is committed to protecting the confidentiality of your personal information. This document explains how the ISDMS collects and uses personal data, and how the ISDMS protects your privacy. It also explains how you can manage your own personal information held in the ISDMS system through ‘My Account’ on www.isdmsociety.org

Personal Information

The ISDMS is an association that combines a range of activities in the field of shared decision making, including:

  • Provision of Membership Services
  • Collection and dissemination of research information and tools
  • Provision of Products and Services

This may require the handling of personal information of the individuals involved in these activities and hence the ISDMS collects personal information in a number of ways from a number of sources. The sources of personal information received by the ISDMS are:

  • The individuals themselves;
  • Third parties acting on behalf of individuals (e.g. a host a ISDM conference);

The ways in which the ISDMS collects personal information are:

  • When you register personal details when creating or updating your membership on the ISDMS Web Site;
  • When you, or an agent on your behalf, enter personal details on a form requesting an ISDMS product or service (e.g. when registering for an ISDMS seminar or online education activity);
  • When you, or someone on your behalf, submits personal details in connection with a Special Interest Group associated with the ISDMS);
  • When you subscribe to ISDMS newsletters per email

What personal information is collected by the ISDMS

This policy applies to personal information held about individuals. It does not apply to information the ISDMS holds about companies and other organisations.

Mandatory personal information
As a general rule, to enable the ISDMS to correctly identify you, to provide you with the products and services you have requested and to communicate with you, the following minimum information must be provided in order for your order, request, application, etc. to be processed:

  • Salutation, first name(s), surname(s), title(s) 
  • Date of birth
  • Position, Institution
  • Profession/background
  • Research focus/interest
  • Address (home address or business address)
  • Valid email address
  • Phone number (land-line and/or mobile)
  • ·    Information that is necessary to assert or defend your rights in the context of the
    assignment

Other personal information may be requested to help identification (e.g. date of birth), to contact you in case of need (telephone), or to enable the ISDMS to understand
your profile so you can be provided with better and more appropriate products and services (e.g. Professional Activities and Fields of Interest).

Email address
In order to be able to communicate with you directly, the ISDMS needs your email address. You are therefore required to supply your email address when you create your membership account on the ISDMS website, which enables you to access a variety of services online.

Credit card information
Credit card information, along with other information required to process financial transactions, will be collected in connection with your membership, either if you give us a direct debit authorization or if we receive the sending bank account details together with the credit transfer when you independently transfer the money.

Because such collection is also necessary for the execution and processing of your membership (e.g. issue of the donation receipt) the legislative basis is also Art. 6 Abs. 1 lit. b)
DSGVO.

The credit card information is not retained in the ISDMS system, but it is held by a third party financial gateway platform (Stripe) for the purpose of automatically renewing your membership each year. 

 

How the ISDMS uses personal information

Personal information is needed by the ISDMS to enable it to properly fulfil its role in providing a wide range of services to its Members, contributors and customers.

Your personal information may be used to:

  • Enable the ISDMS to provide you with the products or services you request;
  • Enable the ISDMS to communicate about your membership;
  • Enable the ISDMS to send you information about ISDMS activities which are of interest to you

How long is my personal information kept?
As a general rule, personal information is kept a reasonable period of time, dependent upon the nature of the information and its intended use. If you aren’t an ISDMS Member, your information will be kept in the ISDMS system even if you do not use ISDMS products or services during that time.

Unique email address
For your convenience and security, your email address is unique to you in the system. You are strongly recommended to use an email address which is personal to you and that is not shared with others. This is to ensure that communications which are sent to you personally are not read by others, and that others do not gain access to the information in your account.

Additionally, the unique email permits automated retrieval of your log-in details, which are sent to your personal email address.

Email privacy
The ISDMS respects the privacy of personal email addresses and complies with the current legislation on email communication. The objective is to not send you unwanted messages, and your email details will not be passed on to any other individual or organisation without your explicit permission.

The ISDMS may send you emails concerning:

  • Products and services in your field of interest
  • If you are a member or have subscribed to our mailing list, updates of the organisation and of shared decision making in general (call for application for scholarships, abstracts, grants and more)

All mailings sent to you offer the possibility to unsubscribe.

If you indicate that you do not wish to receive emails from the ISDMS, you will only receive emails directly related to the transactions you have with the ISDMS (e.g. confirmations of registrations, etc.) and other necessary individual communications.

This general policy is in addition to any specific policies concerning specific products or services. It may be amended at any time.

 

Right to access your personal information

You have the absolute right to access, amend, and oppose the use of your personal data. When you visit your account profile you have direct control over the information in your personal profile. You can access and change this information at any time.

If you want to know exactly what personal information the ISDMS keeps on file, you can obtain it. If it transpires that the information is inaccurate, or you wish to oppose its use in future, the ISDMS will make the necessary amendments and confirm that these have been made. Please contact the ISDMS in either of the following ways:

Online through our ‘Contact Us’ page.

By email to: info@isdmsociety.org

 

Disclosure of Information

The ISDMS complies with European Commission’s (EC) directives and is registered under the laws of Germany and takes all reasonable care to prevent any unauthorised access to your personal data. The ISDMS staff and contractors have a responsibility to keep your information confidential.

The ISDMS does not sell, trade, or rent out your personal information to others. The ISDMS may supply your information to its contractors to perform specific services (such as to our
payment processing suppliers to process refunds or corrections). Otherwise, the ISDMS does not disclose personal information to any other person or organisation without your consent.

 

Data Security

To protect your information, the ISDMS uses an industry standard security protocol called Secure Sockets Layer (SSL) to encrypt the transmission of sensitive information between you and our website.

SSL is used, for example, when you register for meetings or make a credit card payment. To know if transmissions are encrypted, look for the lock on your web browser or check
that the URL starts with https://.

Cookies
Technologies such as cookies and script tags are used by our website, emails, and analytics. These technologies are used in many ways, including advertising, analyzing trends, administering and improving the website, tracking users’ movements around the website (including point of entry), gathering demographic information about our user
base, verifying login status, measuring the success of a particular marketing campaign, providing improved customer service, proving more relevant content, deterring or detecting fraud, and providing users with a customized experience. Users can control the use of cookies at the individual browser level. If you reject cookies, you may still use our website, but your ability to use some features or areas of our website may be limited.

External Links
The ISDMS website, isdmsociety.org contains links to other websites. Please be aware that the ISDMS is not responsible for the privacy policies of other sites. You are therefore encouraged to read the privacy policies of any other site that collects personally identifiable information. This privacy policy applies solely to information collected by the ISDMS

 

Right to complain

You have the right to complain about our processing of your personal data to a responsible data protection supervisory authority. The supervisory authority
responsible for us is:

Der Hamburgische Beauftragte für Datenschutz und Informationsfreihei
Klosterwall
6 (Block C)
20095
Hamburg

Generally, a complaint is possible also to another data protection authority.

This data protection declaration is actual valid and is on March 2019.

If you any further questions about the ISDMS Privacy and Security Policy or its implementation, or if at any time you believe that the ISDMS has not adhered to the principles stated in this Policy, please contact us or lodge a complaint with a local supervisory authority.