Membership Terms and Conditions
You are joining ESMAC voluntarily and knowing that the ESMAC membership is subject to a subscription fee, as defined by the ESMAC.
ESMAC Membership is not valid until fully paid. By joining ESMAC the ESMAC member agrees that the information completed in the registration forms (except the personal address) may be visible and circulated to all members of ESMAC by way of a membership list. ESMAC declares that the membership information is confidential and is not to be used in a manner likely to breach members' privacy.
ESMAC Membership is floating and its duration is 1 year (e.g. 12 months that don’t need to coincide with a calendar year). I.e. a person that becomes a member in the first part of the month (1st-14th day) will have his/her membership started on the first day of the month. If a person registers in the second half of the month (15th-30th/31st), the membership will start the first day of the next month. E.g. if you become a member February 4, your membership start date will be February 1 and will be valid until January 31 of the consecutive year.
Online payments by Credit/Debit cards
Online payments service provider: GP webpay; Accepted Credit/Debit cards: Visa, MasterCard.
All online payments are processed via GP webpay secure connection. GP webpay conforms to international standards and it meets the strictest safety requirements of the MasterCard SecureCode and Verified by VISA standards as defined by the MasterCard and VISA card associations. These standards are designated as 3D Secure and they ensure maximum payment security.
All ESMAC members are entitled to get a payment confirmation. The payment confirmation will be send to each member automatically after the payment is received. The final invoice will be provided to members only upon request, the ESPD Secretariat will not send this document automatically. Please contact us (at email@example.com) to ask for your receipt.
In case of cancellation of the membership by the member itself, no refund will be made notwithstanding the duration of the membership consumed.
This Privacy Notice describes the way in which we deal with the information and data you share with us in order to become the member of a Society and/or the Congress you would like to attend, you will be speaking at or you are helping to organise.
We will process your personal data provided to us (whether in person, via our website, the mobile application form or any other means) or otherwise held by us in the manner and for the purposes set out in this Privacy Notice. Collection and processing of your personal data is conducted in accordance with the applicable data protection legislation, in particular, the Act No. 101/2000 Coll., on Protection of Personal Data or legislation that will amend or replace it in the future, e.g. the General Data Protection Regulation.
1. Who is the data controller?
The controller of your personal data is CZECH-IN s.r.o., having its registered seat at 5. května 1640/65, Postal Code 140 21, Prague 4, Czech Republic, Identification No.: 485 82 387 ("C-IN" or "we").
In case of any requests relating to processing of your personal data or in case of exercising your rights set out in the Clause 4 below, please contact us at +420261174301 or send us an e-mail at firstname.lastname@example.org.
2. What personal data do we collect about you? For what purpose and for how long do we collect it?
We process your personal data (as member of a Society, attendee at the Congress, speaker at the Congress) only to the extent determined by the particular services we provide to you or other purposes of processing, namely:2.1 For the purpose of your registration as a member of a Society, we process your personal data in the extent of name, surname, contact details such as address, mobile phone or e-mail, birth date, citizenship (country of origin), bank account details, achieved degree, work setting, main background of your current profession, membership in other societies, relation to the professional objective and aims of the Society. Legal basis for such processing is performance of a contract to which you are a party. The personal data will be processed for the period of the duration of the contractual relationship
2.2 For the purpose of your registration to and attendance at the Congress (including accommodation) as a attendee, we process your personal data in the extent of name, surname, contact details such as address, mobile phone or e-mail, birth date, citizenship, bank account details. You have the option to participate in the Congress we are organising but your prior registration is required for your participation and further coordination. Legal basis for such processing is performance of a contract to which you are a party. The personal data will be processed for the period of the duration of the contractual relationship.
2.3 For the purpose of your attendance and active participation in the Congress (including accommodation) as a speaker, we process your personal data in the extent of name, surname, contact details such as address, mobile phone or e-mail, birth date, education or professional career details, citizenship, bank account details. You have the option to participate in the Congress we are organising but provision of your above mentioned personal data is required for your participation and further coordination. Legal basis for such processing is performance of a contract to which you are a party. The personal data will be processed for the period of the duration of the contractual relationship.
2.4 For the purpose of our cooperation during which you are helping us to organise and coordinate the Society and/or the Congress as a coordinator/partner or its employee/co-worker, we process your personal data in the extent of name, surname, phone number and e-mail. Your personal data are required for our cooperation. Legal basis for such processing is performance of a contract to which you or your employer is a party. The personal data will be processed for the period of the duration of the contractual relationship.
2.5 For the purpose of compliance with obligations laid down by relevant legislation such as Accounting Act or Tax Code (e.g. for financial and invoicing purposes), we process your personal data in the extent of name, surname, address, citizenship, e-mail and phone number, payment method details. The processing is based on compliance with legal obligations to which we are subject. The personal data will be processed for a period specified by the particular legislation but no longer than 10 years.
2.6 According to Section 7(3) of the Act No. 480/2004 Coll., on Certain Information Services Society, we may contact you by e-mail or telephone for the purposes of promotion of our products and services even without your prior consent. You may however refuse receiving this kind of marketing communications at any time (i.e. you may opt-out from the database). Details of your electronic contact will be processed for the period of the duration of the contractual relationship unless you opt-out from it.
2.7 For the purpose of ensuring functionality of registration form and our websites, we may process your personal data in the extent of technical cookies and related technical data. Legal basis for such processing is performance of the contract (i.e. provision of the registration or membership services) to which you are a party. The personal data will be processed and stored for a period that is necessary for ensuring functionality of the website (i.e. in a matter of days or weeks, eventually for duration of contractual relationship, if necessary).
2.8 In addition, we need to process and store your personal data in the extent of name, surname, contact details such as address, mobile phone or e-mail, birth date, citizenship, bank account details for the purpose of potential claims in the future. This processing is based on our legitimate interest or of a third party. The personal data will be processed for the period necessary to fulfil this purpose, however, no longer than for the period of 10 years from the commencement of the statutory limitation period in each particular case.
3. Who do we share your personal data with?
Your personal data may be disclosed to reliable third parties that provide us with administrative or technical support, ensures marketing business activity for us, or provide data management services, i.e. to the data processors.
We may also share your personal data with payment institutions in order to process your payment of the Membership and/or Congress fees, with travel and accommodation providers in order to ensure you safe travel and appropriate accommodation during your stay, or with other reliable third parties helping us to organise the Congress.
If required by law, we may share your personal data with government (or municipal) authorities or law enforcement bodies, with external advisors and with other personnel who is subject to confidentiality obligation.
4. What are your rights in relation to the processing?
If you grant us your consent to the processing of your personal data, you do so entirely voluntarily and you have the right to revoke or restrict the consent at any time through email addressed to email@example.com. If your personal data is processed for the purposes of direct marketing (including profiling) or on the basis of a legitimate interest, you also have the right to object to such processing at any time.
Under certain conditions and circumstances, your other rights include: right to access your personal data, right to have your personal data rectified or erased, right to restrict the processing, right to data portability and right to lodge a complaint against us, as a data controller, with the Data Protection Authority.
5. For how long do we keep your personal data?
We retain your personal data for no longer than is necessary to fulfil the purpose of the processing in question, i.e. typically for the period of performance of the contractual relationship or for the period explicitly required by the applicable legislation. Where we process your personal data based on your consent, such personal data will only be processed for the duration of the consent which you may revoke or restrict at any time. If you do so, we will stop processing the personal data concerned for the purposes you consented to.
6. How do we implement the social media networks features?
Our website may include social media features, such as the Facebook or Twitter buttons. These features may collect certain information about visitors of our website, such as IP address or browsing history and may implement cookies to the browser of the visitors. Please note that processing of the collected data is governed by policies adopted by operators of the social media networks and, therefore, this Privacy Notice does not apply.
7. Mobile application
During the Congress, you may decide to use a mobile application. The purpose of this application is to provide you with all information in more concise way and always up to date. All users of the application can also communicate together and, if they arrange their settings, they can be even contacted via the app. For downloading the app, you need to provide us with your name and e-mail.
8. What if there are any changes to the processing?
Any changes we may make to this Privacy Notice in the future will be notified to you through the agreed communication channels. You are however advised to periodically review this Privacy Notice for any changes that might have been made.