DATA PROTECTION NOTICE
Last modified: 13th December 2022
1. Introduction
The organisors of the E&E Congress 2024, EAPA and Eurobitume, (“Organisors”, “we”, “our” or “us”) are committed to protecting your privacy. This notice (the “Notice”) describes the data processing activities in connection with your use of any of the websites available at https://www.eecongress2024.org and https://onlineforms.eecongress2024.org (the “Websites”) and the services, features or content we offer (the “Services”) both online and offline, whether you are a member of our association or a general website user. Please read this Notice carefully to understand which categories of personal data we process, the purposes for which we process it and your rights with respect to our use of your personal data.
Personal data as used in this Notice means any information relating to an identified or identifiable natural person; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic mental, economic, cultural or social identify of that natural person (“Personal Data”).
This Notice may change from time to time (for more information see below Section 11).
2. Who is responsible for the data processing?
For the purpose of this Notice, the entity responsible for the processing of your Personal Data is:
EAPA - European Asphalt Pavement Association AISBL
Rue du Commerce 77
1000 Brussels
Belgium
Telephone: +32 2 502 58 88
Email: info@eapa.org
and
Eurobitume AISBL
Boulevard du Souverain 165
1160 Brussels
Belgium
Telephone: +32 2 566 91 40
Email: info@eurobitume.eu
3. Personal Data we collect about you and how we collect it
The specific categories of personal data we collect about you depend on how you interact with our websites and services, as described below.
3.1. Personal Data you provide to us
When using our website and services you have the possibility of making your Personal Data available to us (i) by subscribing to our newsletter, (ii) by contacting us either electronically, via postal mail, by phone or fax, (iii) by submitting a scientific paper, (iv) by reviewing a scientific paper, or (v) by registration to the congress.
3.1.1 If you are a general user on the public Websites
When using our website and services you have the possibility of making your Personal Data available to us (i) by subscribing to our newsletter, (ii) by contacting us either electronically, via postal mail, by phone or fax, we process the following categories of personal data:
- Contact details you provide us with (such as first and last name, title, email address, phone number, mailing address, country);
- Information you include in your original and any follow-up messages;
- The company you work for; and
- Any other information you decide to provide us with.
The provision of certain categories of Personal Data is a requirement necessary for us to process your newsletter subscription and queries. The obligatory fields to process online requests submitted via our Websites, including for the newsletter subscription, are marked as such.
3.1.2 If you are submitting a scientific paper
When using our website and services by submitting a scientific paper as author or as corresponding author on behalf of all co-authors, we process the following categories of personal data of authors and co-authors:
- Contact details you provide us with (such as first and last name, title, email address, phone number, mailing address, country);
- Information you include in your original and any follow-up messages;
- The company you work for; and
- Any other information you decide to provide us with.
The provision of certain categories of Personal Data is a requirement necessary for us to process your paper submission. The obligatory fields to process paper submission are marked as such.
3.1.3 If you are reviewing scientific papers
When using our website and services by reviewing a scientific paper, we process the following categories of personal data:
- Contact details you provide us with (such as first and last name, title, email address, phone number, mailing address, country);
- Information you include in your original and any follow-up messages;
- The company you work for; and
- Any other information you decide to provide us with.
The provision of certain categories of Personal Data is a requirement necessary for us to process your activities when reviewing scientific papers. The obligatory fields to process paper review are marked as such.
3.1.4 If you are registering as congress participant or exhibitor
When using our website and services by registration to the congress, we process the following categories of personal data:
- Contact details you provide us with (such as first and last name, title, email address, phone number, mailing address, country);
- Billing details you provide us with (such as first and last name, title, email address, phone number, mailing address, country, tax number);
- Information you include in your original and any follow-up messages;
- The company you work for; and
- Any other information you decide to provide us with.
The provision of certain categories of Personal Data is a requirement necessary for us to process your registration. The obligatory fields to process registration are marked as such.
3.2. Personal Data collected automatically
We use automatic data collection technologies which collect Personal Data about you when you access and navigate through our website or when interacting with our services. This includes information about your device, your browsing activity and log details.
Specifically, we process the following categories of Personal Data:
- Data about your device and internet connection, device’s unique ID, web browser type and version; hardware and software, IP address, operating system, host domain, language settings, web pages you viewed on our website and search terms, geolocation, where permitted;
- Referrer URL and web pages you visited prior to ours; and
- Log usage data consisting of traffic and location data, date and time of access and frequency, and technical session and connection information
In addition, when you subscribe to our newsletter we automatically collect information about your interactions with it to determine if a newsletter message has been opened and which links you have clicked on, as well as technical information such as time of retrieval, your IP address, browser type and operating system of the device used. The Personal Data collected is automatically aggregated and therefore anonymous.
3.3. Cookies we use
Our website use cookies. Cookies are small data files that are stored on your computer and saved by your browser. Cookies help make our website more user-friendly, efficient, and secure.
Cookies are typically categorized as so-called "session cookies" or “persistent cookies”. Session cookies are stored in a temporary memory and erased when the browser is closed. Persistent cookies, on the other hand, store user preferences for current and successive visits. They remain valid when you restart your browser. Our Websites only use persistent cookies.
You can configure your browser to inform you about the use of cookies so that you can decide on a case-by-case basis whether to accept or reject a cookie. Alternatively, your browser can be configured to automatically accept cookies under certain conditions, to always reject them, or to automatically delete cookies when closing your browser.
Cookies can be further categorized as follows based on their functions: strictly necessary cookies, performance cookies, functional cookies and advertising cookies. Below you will find a detailed list of the cookies used on our Websites categorized by their function:
- Strictly necessary cookies are essential to navigate through are Websites and use our Services. They ensure the functionality of our Websites and can therefore not be deactivated.
We use the following strictly necessary cookies on our Websites: