VERSION DATE – 10.02.22

EARLI is committed to respecting the privacy of its users, members and conference participants. Below, you can find an overview of the personal data stored by EARLI, as well as why we store it and what its intended use is.

Should you have any further questions about our Privacy Policy, please don’t hesitate to contact us at privacy.office@earli.org.

 

Visitors of EARLI.org

For each visitor of the EARLI.org website, we collect data about your visit. These statistics are useful to us, as we like to know who is visiting our website, how many unique visitors we reach each month, and whether we reach our target audience. This allows us to make strategic decisions in future on how to update and improve our website so we can engage with our audience even better. For this service, we make use of Google Analytics.

The following information is automatically collected and stored:

  • The type of browser and operating system you are using to access our website
  • The date, time and location (country) of your visit
  • Whether you are a new or returning visitor
  • The different webpages you looked at, how long for, which content you engaged with
  • Whether you were referred from another website or social media channel to our website

This information is never shared with external parties. Certain data (such as amount of unique visitors, average time per visit, ..) is included in the quarterly EARLI dashboard which is shared with the EARLI community. However, this information is only ever presented as bulk statistics.

Your Personal Information

If you wish to join EARLI as a member, or if you want to submit a proposal for a conference, act as a reviewer or register for a conference, you are asked to create a personal EARLI account at EARLI-EAPRIL.org. This account is uniquely linked to your e-mail address. Certain personal information is required to create the account, and is stored in your profile: title / position, first name, last name, email, password, nationality, country of employment and institution.You can also enter additional (optional) information: date of birth, invoice address, VAT number, department, fields of interest, other interests and biography.

Your personal information is stored for various purposes:

  • Your personal EARLI account allows you to keep track of your membership history, conference participation and order history. It is a way of creating transparency for each EARLI member about their EARLI history.
     
  • Your e-mail address is used to confirm any action you undertake in the conference tool: submission and order confirmation e-mails, invoices, payment reminders and the like are sent to your e-mail address automatically.
     
  • Your contact details are used for communication. When you join EARLI as a member, one of the membership benefits entails that you are informed about EARLI activities, job opportunities, calls and special announcements. You can unsubscribe from our e-mails at any point, by clicking the unsubscribe link at the bottom of the e-mail.
     
  • The information you provide may also be used for understanding the diversity of the EARLI membership and to guide policy decisions for future activities that will benefit the membership of EARLI. Your personal data will never be publicly identified.
     
  • If you intend to attend or present at one of our conferences, your name, institute and nationality are displayed in the EARLI conference programme as well as on your nametag. As such, we can accredit your scientific work and support our networking activities at the conference.


You can also update and change your communication preferences through your account at EARLI-EAPRIL.org, by selecting which content you would like to receive (under "tags").

At all times, you can update or change your personal data in our database, through your EARLI account. You can also request to have your account entirely deactivated in our database by contacting the EARLI Office at privacy.office@earli.org. Some information – such as membership and order history – is stored for legal and accountancy purposes for the legally required term of seven years. At regular intervals, outdated and expired information is deleted from our systems and archive.

Your personal information is never shared with third parties for commercial ends.

EARLI does not provide, sell or rent members’ information to anyone outside the organisation. We make every reasonable effort to prevent any loss, misuse, disclosure or modification of personal information, as well as any unauthorised access to personal information.

Your Scientific Content

When you submit a scientific proposal for an EARLI, JURE or SIG conference, you retain ownership of any intellectual property rights that you hold in that content. Scientific content is never updated, altered or changed by EARLI and always remains linked to your personal profile. Anyone acting as a reviewer for any of the EARLI, JURE or SIG conferences is obliged to protect the confidentiality of any information supplied by the author. No confidential or scientific content may be copied or disseminated.

Your Payments

When placing an order through our membership and conference tool, you can opt to pay online via VISA and MasterCard, or via bank transfer. For each option, payment information is processed by EARLI as well as our online payment provider (Ingenico) and our bank (Europabank). Both financial providers meet all required security standards (3Dsecure, Verified by VISA and MasterCard SecureCode).

Partial Admins

EARLI allows certain representatives of the EARLI community, such as SIG coordinators and EARLI / JURE Conference organisers, access to parts of its database and/or website. The use of this information has been contractually agreed with the parties involved.

A SIG Coordinator has access to the following information:

  • Personal information of their SIG members (including title / position, name, e-mail address, institute and country of each member)
  • The membership status of each SIG member (FULL, JURE or Longstanding member)
  • The scientific content of their SIG conference (including submission and review information)
  • The order details of their SIG conference registration (not including payment details)

Access to these details allows the SIG Coordinator to monitor its SIG activities, as well as contact its SIG members.
 

A Conference Organiser has access to the following information:

  • The scientific content of their SIG conference (including submission and review information)
  • The order details of their SIG conference registration (not including payment details)

Access to these details allows the Conference Organiser to monitor its activities.