EAPL is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you (or someone else) can be identified, then you can be assured that it will only be used in accordance with this privacy statement.
Full name of legal entity: European Association of Psychology and Law
Name or title of data privacy manager: André Koerner: firstname.lastname@example.org (Note: This responsibility may be delegated to another member of the Executive Committee of EAPL – Board).
Email address: email@example.com
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
What information do we collect?
We only collect the information you provide. This may be:
- Name and job title;
- Contact information (telephone number, postal address, email address);
- Date of birth;
- Research interests.
With regard to membership payments we collect the billing details you provide. This may be:
- Billing address.
- How is your personal data collected?
We use different methods to collect data from and about you including through:
Direct interactions: You may give us personal information by filling in forms or by corresponding with us by post, phone, email or otherwise.
EAPL stores emails so we can refer back to them to help resolve your enquiry. We will ensure any personal data is kept to a minimum.
Online services: We will ask you to provide your name and email address. Your IP address will also be collected. The services we currently provide online are:
You can use your member account to opt in and out of receiving email communications from the Association and to update your personal information.
If you would like to delete your member account, please go to your membership page. In case of help, please contact us. Your account is automatically deleted after membership is ended (by withdrawal, removal, death or nonpayment of membership fees for three years in succession).
Purchases through the website
We will need your billing address if you make any purchases, in order to take payment and perform refunds if necessary. Order confirmations will be sent by email.
Automated technologies or interactions: As you interact with our website, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, [server logs] and other similar technologies.
Third parties or publicly available sources: We may receive contact, financial and transaction data from providers of technical, payment and delivery services such as Paypal based outside the EU.
- What do we do with the information we gather?
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform any contract we are about to enter into or have entered into with you;
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;
- Where we need to comply with a legal or regulatory obligation.
We will use your email address to provide you with information relevant to your membership (member benefits, Association news, services, surveys, elections), including membership renewal information.
If you send us enquiries via the contact form, your details will be taken from the enquiry form including the contact details provided by you for the purpose of processing the request and in case of follow-up questions stored with us. We will not share this information without your consent.
The processing of the data entered into the contact form is thus carried out exclusively on basis of your consent (Article 6 (1) (a) GDPR). You can withdraw this consent at any time by sending us an e-mail.
- Disclosures of your personal data
We will only share data with companies or other organisations that are an essential part of providing services to you. These can include, but is not limited to, the following categories of organisations:
- ICT Support Services (Companies that support and develop our ICT Systems, such as our database and website)
- Other Operational Services (Payment service providers)
- Volunteers (Members of the Society that carry out work on behalf of the Association.)
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We will not share your personal data with any company for marketing purposes.
- International transfers
We may transfer your personal data outside the European Economic Area (EEA). In those cases, paragraph 2 and 3 do apply.
Our website uses SSL or TLS encryption, to protect the transmission of confidential content, e.g. orders or requests. You can recognize an encrypted connection by changing the address line of the browser from “http: //” to “https: //” and the lock symbol in your browser line. If SSL or TLS encryption is enabled, the data you submit to us can not be read by third parties.
Our website also uses server log files. The provider of the pages automatically collects and stores information in so-called server log files, which your browser automatically transmits to us. These are:
- Browser type and browser version
- used operating system
- Referrer URL
- Host name of the accessing computer
- Time of the server request
- IP address
A merge of this data with other data sources will not be done. The basis for data processing is Art. 6 para. 1 lit. f GDPR, which allows the processing of data for the performance of a contract or pre-contractual measures.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
- Data retention
We will only retain personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
- Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
- Connected website services
If you would like to receive newsletters offered on this website, we require an e-mail address from you, as well as information that allows us to verify that you are the owner of the e-mail address provided and that you agree to receive the newsletter. Further data are not collected or only on a voluntary basis. We use this data exclusively for the delivery of the requested information and do not pass it on to third parties. The processing of the data entered into the newsletter registration form takes place exclusively on the basis of your consent (Art. 6 (1) lit. DSGVO). The granted consent to the storage of the data, the e-mail address and their use for sending the newsletter can be revoked at any time, for example via the “unsubscribe” link in the newsletter. The legality of the already completed data processing operations remains unaffected by the revocation. The data deposited with us for the purpose of obtaining the newsletter will be saved by us from the newsletter until your cancellation and will be deleted after cancellation of the newsletter. Data stored with us for other purposes (e.g., e-mail addresses for the Members area) remain unaffected.
Paid Memberships Pro. Our website uses the plug-in Paid Membership pro to control membership and regarding payments. When registering the registered data will be stored and deleted only upon revocation or termination of the account.
- Your Rights
Under certain circumstances, you have the following rights under data protection laws in relation to your personal data:
- Request access to your personal data (commonly known as a ‘data subject access request’). This enables you to receive a copy of the personal data we hold about you via the membership page on our website and to check that we are lawfully processing it;
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us;
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request;
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms;
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- if you want us to establish the data’s accuracy;
- where our use of the data is unlawful but you do not want us to erase it;
- where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
- you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you;
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.