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PRIVACY POLICY FOR EHMA MEMBERS
Introduction
At the European Health Management Association (EHMA) ASBL, we are committed to protecting and respecting your privacy.
Who are we?
The European Health Management Association (EHMA) ASBL is a non-profit membership organisation that focusses on enhancing the capacity and capability of health management to deliver high quality healthcare. EHMA is a registered ASBL under Belgian law. The registered address is Avenue Cortenbergh 89, B-1000 Brussels, Belgium.
Purpose of this policy
The purpose of this privacy policy is to explain to EHMA Members, both organisational and individual, what information is collected, why it is collected, how it is treated, where it can be transferred and how it can be updated and deleted by users. Our services, processes and communication systems aim to ensure the highest possible degree of compliance with the applicable law: Regulation (EU) 2016/679, The General Data Protection Regulation (GDPR).
By becoming an EHMA Member, you agree to be bound by this Policy.
Any questions regarding this Policy and our privacy practices should be sent by email to governance@ehma.org or by writing to European Health Management Association asbl, Avenue de Cortenbergh 89, B-1000 Brussels, Belgium. Alternatively, you can telephone at + 32 (0)2 502 65 25.
Data collection, processing and storage
How we collect your data
The information that concerns you and your personal data is collected through our website and Membership Portal as follows.
- When you apply to become a member of EHMA through the subscription form on our website, the following data is collected: name, address, phone number, email address, country, job title, place of employment, and similar information of the additional contact persons from your organisation.
- When you pay your membership fee on our website or you purchase a paid service for us, we collect financial information, such as your billing address. Your credit card information is not held by EHMA, but it is collected by a third-party payment processor who specialise in the secure online capture and processing of credit/debit card transactions.
- When you contact us through the contact form or by sending an e-mail, the following data are collected: email address, name, subject of the contact and the message you are sending. We store the emails received for follow-up and archive purposes.
- When you visit and browse our website and the membership portal, user information is collected from every visit to the platform. This collected information is described and explained in the section below on the use of cookies.
How we use your data
We may use your information to:
- Carry out our obligations arising from your membership subscription. This may include informing you of our services, benefits you are entitled to, activities you signed up for, etc.
- Send you communications which you have requested and that may be of interest to you. These may include information about events, updates, research opportunities, promotion of third organisations’ services, and news.
- Seek your views or comments on the services we provide.
- Process a payment that you have made.
- Notify you of changes to our services.
How we store your data
Your personal data will be kept for the period of time necessary for the purposes described above, and/or as long as is set out in your membership subscription, and/or for compliance with legal obligations. Shall EHMA cease its operations, your data will be permanently removed from our database.
How we share your data
Members of the EHMA Secretariat have access to your data to perform any and all services connected to your membership subscription.
By becoming a Member of EHMA, you agree to share information such as your name, your email address, your job title and place of employment with other EHMA Members.
We may share your information with third parties who are not EHMA Members only upon your explicit consent, and only for the specific purpose that is agreed upon.
We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.
Your information will be shared on request by the police or supervisory authorities when there is suspicion that an illegal act is being/has been committed or if this disclosure would allow an illegal act to be prevented; or as required or authorised by law.
Third party service providers working on our behalf – We may pass your information to our third-party service providers, agents subcontractors, and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process payments and send you mailings). When we use third-party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.
When you are using our secure online payment pages, your payment is processed by a third-party payment processor, who specialises in the secure online capture and processing of credit/debit card transactions. If you have any questions regarding secure transactions, please contact us.
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it is treated securely.
We do not hold any sensitive information (such as credit or debit card details). Non-sensitive details (your name, email address, etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
What rights you have over your data
You have full rights to request to erase any personal data that we hold. This does not include any data we are obliged to keep for administrative, legal, or security purposes. In addition, you can request to i) access to your personal data, ii) alter your personal information, iii) apply limitations in the treatment of your personal data, and iv) access your personal data in a readable format.
If you wish to make one or more of the aforementioned requests, you can contact EHMA via email at info@ehma.org or via post at
European Health Management Association (EHMA) ASBL
Avenue Cortenbergh 89
B-1000 Brussels, Belgium.
Your requests will be treated with care, so that we can ensure the effectiveness of your rights. You will be asked to prove your identity, so to ensure that personal data are shared only with the owner. Please note that, in certain cases and in accordance with applicable law, your request may not be satisfied immediately or in full. In all cases, you will be informed of the measures taken, within 30 days from the time the request is received by EHMA.
Other activities
Profiling
We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively.
Registration forms
GDPR policies for the collection, use and storage of data collected for event registrations are clearly indicated on each form.
Embedded content from other websites
Content on the EHMA website and Membership Portal may include embedded contents (e.g. videos, images, articles, etc.). Embedded content from other websites behave in the exact same way as if the visitor has visited the other website. These websites may collect data about you, use cookies, embed additional third-party tracking and monitor your interaction with the embedded content, including tracking your interaction when you are logged in to that website.
Use of ‘cookies’
Like many other websites, our website and the Membership Portal use cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store your country preference. This helps us to improve our website and deliver a more personalised service.
It is possible to switch off cookies by setting your browser preferences. Turning cookies off may result in a loss of functionality when using our website and the Membership Portal.
18 or Under
Underage children are not allowed to become a EHMA Member or use its Membership Portal.
Published in April 2018
Reviewed in January 2024