Privacy statement

This privacy notice explains what personal information EAHIL holds about its members. It explains why we hold this information, what we do with it, how long we keep it for and if we share it with third parties.

What information do we hold and why?

The information you provide in your member record will be used by EAHIL to organise the activities of our Association. This includes managing a membership database to enable effective communication with members, provision of communication tools (such as email distribution lists) to allow members with shared interests to communicate with one another, and to support organisational processes such as elections to officer roles.

The table below describes in full the information we hold, what we need it for, and who has access to it.

We are using information about you because it is the legitimate interest of EAHIL, as a member-based organisation, to be able to manage its member-oriented activities. We do not use profiling or automated decision-making processes.

EAHIL uses external companies to process data. FormDesk is used to host the membership database and election processes. You can view your member record by logging in via https://fd8.formdesk.com/EAHIL/membership Ecompass is used for email distribution lists. You can view the lists that you are on and the lists’ archives by logging in via https://list.ecompass.nl/listserv/cgi-bin/wa?LOGON using the same email address as is used in your EAHIL member record.

Sharing data

If, in your member record, you select to receive printed publicity about products from EAHIL’s affiliate members (these are commercial publishers of resources relevant to health information), then your name and preferred postal address will be shared with with those affiliate members, who are permitted to send a maximum of two mailshots per calendar year. If, in your member record, you select to receive publicity by email, then no names or contact information are shared, because this process is handled by a moderated email distribution list and affiliate members are only provided with the distribution list address.

Data retention

We will hold the personal data you provided us for as long as you remain a member of EAHIL, with some exceptions. If you decide to end your membership of EAHIL, your member record is deleted and your email address is removed from all email distribution lists.

Any emails you sent via the distribution lists you chose to become a member of will remain in the list archives.Names and dates are archived for holders of officer roles, scholarship winners and prize winners, in order that we can ensure we abide by our Association statutes, policies and rules with regard to elections and awards.

Contact

If you have any questions, please contact the EAHIL Secretariat at eahil-secr@list.ecompass.nl

Information that we will process


Data item: Member contact information

Details kept

Name, qualification level, work and/or home address, phone number, email address.

Why kept

To keep members informed of EAHIL activities; to be able to follow our statutes and rules with regard to elected officer positions; to report membership profile in summary to show size of organization and attract sponsors (affiliated members).

How long kept

As long as the person remains a member.

Where kept

Formdesk membership database.

Who has access

Board members; Council members;
Ordinary EAHIL members may access the database (protected by username and password) with limited and restricted read-only rights to look up names, surnames, affiliation, and email of all members;
Affiliated members are supplied with postal address labels of those members who agree to receive publicity by mail.


Data item: Name and email address in all-member email list (EAHIL-MAILING)

Details kept

Name, email address.

Why kept

To communicate EAHIL news and essential operational processes effectively with current members.

How long kept

As long as the person remains a member.

Where kept

Ecompass list-serv

Who has access

EAHIL members may identify individual other members by reviewing names and email addresses of discussion list members of the lists they subscribe to themselves.


Data item: Name and email address in elective member discussion email lists (EAHIL-LIST or SIG lists)

Details kept

Name, email address.

Why kept

To allow exchange of information and support between members; to allow SIG groups to coordinate activities.

How long kept

When a member leaves EAHIL or decides to leave elective lists, their name and email address are removed from the active distribution list, but any emails sent via the distribution lists will remain in the list archives.

Where kept

Ecompass list-serv

Who has access

EAHIL members may identify individual other members by reviewing names and email addresses of discussion list members of the lists they subscribe to themselves. List members may also see the list archives.


Data item: Name and email address in Promo2EAHIL discussion list

Details kept

Name, email address.

Why kept

This is a mediated email list. Affiliated (sponsor) members will be able to send out digital messages to EAHIL members, without having access to email address or any personal/individual data of members.

How long kept

As long as the person remains a member and chooses to remain on this list.

Where kept

Ecompass list-serv

Who has access

EAHIL members may identify individual other members by reviewing names and email addresses of discussion list members of the lists they subscribe to themselves. List members may also see the list archives.


Data item: officers of the Association: Board, Council

Details kept

Name, country of work, years of term.

Why kept

To ensure rules about numbers of consecutive terms may be complied with.

How long kept

In perpetuity.

Where kept

Current Councillors and Board members published on website; Board election outcomes recorded in General Assembly minutes; previous Councillors and Board members recorded in EAHIL archive (currently in Dropbox); all officers are recorded in President’s annual report which is published on website.

Who has access

Board members have access to Archive; President’s report and General Assembly minutes are published openly on website.


Data item: Scholarship winners

Details kept

Name, country of work, year of award.

Why kept

To ensure previous winners are not given new scholarships, according to EAHIL policy.

How long kept

In perpetuity.

Where kept

EAHIL archive (currently in Dropbox); published in JEAHIL; published in President’s report.

Who has access

Board members have access to Archive; JEAHIL and President’s report are published openly on web.


Data item: Best oral/poster presentation winners

Details kept

Name, country of work, year of award.

Why kept

To ensure previous winners are not awarded subsequent scholarships, according to EAHIL policy.

How long kept

In perpetuity.

Where kept

EAHIL archive (currently in Dropbox); published in JEAHIL; published in President’s report.

Who has access

Board members have access to Archive; JEAHIL and President’s report are published openly on web.


Data item: Annual EAHIL Award recipients

Details kept

Name, country of work, year of award.

Why kept

To ensure previous winners are not considered for a new award by the Board.

How long kept

In perpetuity.

Where kept

EAHIL archive (currently in Dropbox); published in JEAHIL; published in President’s report.

Who has access

Board members have access to Archive; JEAHIL and President’s report are published openly on web.


Data item: Photographs

Details kept

Photographs of people.

Why kept

  1. Photographs of Executive Board, Council, Special Interest Group (SIG) members, and Journal of EAHIL Editorial Board: In the interests of transparency, to make officers of the Association more accessible and recognisable to members who may wish to ask questions, seek advice or raise issues; To make SIG officers and members more visible to and recognisable to prospective members; To make Editorial Board members more visible to and recognisable to prospective contributors.
  2. Photographs of other EAHIL members, whether in individual, group, or candid photographs taken during events: To show real members actively participating in the Association with the dual aims of encouraging prospective members to become involved and enabling existing members to feel they are recognised as an important part of the Association.
  3. As a record of the Association and our activities.

How long kept

As long as the person remains in office (1) and indefinitely (2, 3).

Photographs taken at EAHIL events are intended to contribute to the record of the event and the Association. They may be used on the website or any type of publication or report about the Association. If you wish to have an image containing your likeness removed from the website, please, contact eahil-secr[at]list.ecompass.nl. From 2018 it is standard practice to include a statement about photography as part of all our events. If you do not wish to have your likeness in any photographs taken at an event, please be sure to discuss this with the event organisers so they may advise you on where to sit, etc.

Where kept

On the EAHIL website and the EAHIL file server.

Who has access

The EAHIL website is public; EAHIL Board members have access to the EAHIL file server.