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Data Retention Policy

Last Updated: 8th June 2018
 
Thank you for visiting the European Society for Paediatric Infectious Diseases.
 
Your privacy is important to us. This Retention Policy is where we explain to you how long we may retain personal information that is collected when you visit our site, www.espid.org, when you become a member of our association, or when you communicate with us.
 
This policy should be read together with our Privacy Policy and Cookie Policy which together with this Retention Policy describe the manner in which we handle your personal information when you visit our site.

For convenience, we have divided our data protection policies into three separate pages:

  1. Our Privacy Policy
    You can find our Privacy Policy here which explains generally how we collect, use, store, and protect your personal information.
     
  2. Our Cookie Policy
    Our Cookie Policy is available here and explains more about how we may collect personal information about you via cookies (it also explains what cookies are).
     
  3. Our Retention Policy
    Our retention policy, which is this document, explains how long we may hold onto personal information collected or processed by us.
If you have any questions please do not hesitate to contact our appointed Data Privacy Officers, Fitwise Management Limited, at privacyofficers@fitwise.co.ukor, if you prefer to call or write to us, then you can find our contact details at the bottom of this page.
 
WHO WE ARE

We are theEuropean Society for Paediatric Infectious Diseases. We are a registered society. Our registered number is DE815474421 and our registered office is at Amtsgericht Munchen, Registergericht, Infanteriestrasse 5, 80097 Munchen, Germany.

But, for the purposes of this Privacy Policy, it’s just easier if we refer to ourselves as “we”.

PURPOSE OF THIS DOCUMENT

The purpose of the Retention Policy is to explain what personal information we may collect about you when you visit our site, become a member of our association, communicate with us, or interact with our online services including the purpose of that collection, and how long we store that personal information for.
 
Our Retention Policy is broadly divided into three (3) sections:
  • Our members details;
  • Our events database; and
  • Cookies.

Depending on how you interact with us and our services we may collect different types of personal information about you. The duration that we retain that personal information will vary depending on how you interact with us. For example, we may retain information about you for a longer period of time if you have asked us to keep you updated about developments in the association or if you become a member.

The types of personal information that we collect, its purpose, and retention period is detailed in the tables below.

MEMBERS DETAILS

This table details the personal information that we may collect about you when you register to become a member of our association at www.espid.org.

Type of Personal Information
Purpose
Retention Period
First Name

To ensure we deliver membership services to you and to match your requirements

For the duration of your membership. Lapsed members will be retained for three years and then the data anonymised.

Last Name
Date of Birth
Job Title
Gender
E-Mail Address
Telephone Numbers
Mailing Address
Work Address
Fax
Referee

Areas of expertise

CV

Research Interests

 
COOKIES

You can find more information about the types of cookies that we use and their purpose by visiting our Cookie Policy [HERE].

Cookie Name
Purpose
Expiry

<Name generated at start of browsing session>

 
Session Cookie
Life time of browsing session

Google Analytics Cookies as described below

 

See https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage for further details

 
_ga

Used to distinguish users.

2 years
_gid

Used to distinguish users.

24 hours
_gat

Used to throttle request rate. If Google Analytics is deployed via Google Tag

1 minute
__utma

Used to distinguish users and sessions. The cookie is created when the javascript library executes and no existing __utma cookies exists. The cookie is updated every time data is sent to Google Analytics.

2 years from set/update

__utmt

Used to throttle request rate.

10 minutes

__utmb

Used to determine new sessions/visits. The cookie is created when the javascript library executes and no existing __utmb cookies exists. The cookie is updated every time data is sent to Google Analytics.

30 mins from set/update

__utmc

Not used in ga.js. Set for interoperability with urchin.js. Historically, this cookie operated in conjunction with the __utmb cookie to determine whether the user was in a new session/visit.

End of browser session

__utmz

Stores the traffic source or campaign that explains how the user reached your site. The cookie is created when the javascript library executes and is updated every time data is sent to Google Analytics.

6 months from set/update

__utmv

Used to store visitor-level custom variable data. This cookie is created when a developer uses the _setCustomVar method with a visitor level custom variable. This cookie was also used for the deprecated _setVar method. The cookie is updated every time data is sent to Google Analytics.

2 years from set/update

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site. You may also delete any cookies stored on your computer at any time.

You can find out more about changing cookie settings on your computer by visiting http://www.allaboutcookies.org/manage-cookies/.

Different cookies may be stored for different periods of time. In many cases these cookies are updated automatically each time you visit our site or may expire and be deleted by your device automatically. Each time you visit our site you start a new “session”. When you leave our site the session ends. The expiry period of a cookie will usually run from the date of the most recent session. This means that, each time you visit our site, the expiry period for those cookies may reset.

It is important to understand that when a cookie is placed on your device it will reside on your hard drive until it expires and is deleted or it may reside on your hard drive until you manually delete it – this entirely depends on your individual browser settings and we do not have control over this.

CHANGES TO OUR RETENTION POLICY

We may need to change this Retention Policy if it’s necessary for legal reasons or to reflect changes to our site and services or the purposes for which we may wish to collect and process your personal information. In any case, the provisions of this Retention Policy may be changed without prejudice to your rights. When we change our Retention Policy we will make the updated Retention Policy available on our site and we will also update the “Last Updated” date.

Once we change our Retention Policy, we will use our reasonable efforts to inform you. This may include asking you to agree to the updated Retention Policy before we process further information about you or it may require us to suspend access to parts of our site until you agree to the updated Retention Policy – we will only restrict access to parts of our site where we deem it is necessary for us to collect or process personal information about you. If you have an account on our site then we may reset your login and seek new consent if there is a change in the purpose or duration that we retain your personal information.

You’re welcome to contact us if you have questions about the changes.

CONTACT US

This Retention Policy was prepared with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of our retention of your personal information. However, we are happy to provide additional information or explanation needed.

If you have any questions, comments or requests regarding our Retention Policy then please do not hesitate to get in touch with us. To make things easier for both of us we would appreciate it if your queries were addressed to:

 
Data Privacy Officers
Fitwise Management Limited
Blackburn House
Redhouse Road
Seafield, Bathgate
West Lothian
United Kingdom
 
or 
 
privacyofficers@fitwise.co.uk
or
 
 Telephone: +44 (0)1506 811077