Introduction

This privacy policy is subject to :

1. Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) (“GDPR”);
2. The Belgian Data Protection Act of 30th July 2018 on the protection of privacy in relation to the processing of personal data (as amended) (the “Privacy Act”); and/or
3. All other applicable legislation regarding the protection of privacy and the processing of personal data.

(the Privacy legislation)

In this Privacy Policy any use of “OECI”, “we”, “us”, “our” refers to the Organisation of European Cancer Institutes (OECI), a European Economic Interest Grouping headquartered at Rue d’Egmont 11, 1000, Brussels, Belgium, registration number 473647634 under the Crossroads Bank of Enterprises For the purpose of the “Privacy Legislation” OECI acts as data controller of your personal data. This means: The "Organisation of European Cancer Institutes" is a non-governmental, no-profit legal entity established in 1979 to promote greater cooperation among European Cancer Centres and Institutes. The mission of OECI is to create a critical mass of expertise and competence in order to maintain a consensus on the best oncology models, and foster the widest deployment of oncology solutions to improve the quality of life of cancer patients. The Grouping aims at promoting efficient partnership across Europe, notwithstanding its linguistic barriers and heterogeneity in care and research. The OECI network currently regroups Members which collaborate to reduce fragmentation and provide all European cancer patients the possibility to receive the best available care. Additionally, the lobbying activities undertaken by OECI help to create a legal framework within which its Members can better participate to the improving of cancer education, research, care and rehabilitation.

1. What type of personal data does OECI collect?

1. Identity: first name, last name , gender (date of birth, ID and/or passport details only for the Board Members)
2. Picture(s):
3. Professional details: professional title, curriculum-vitae
4. Contact details: e-mail address, postal address, phone number, mobile phone number

The Personal data are obtained:

1. (i) directly from you, or
2. (ii) indirectly through third parties, such as your organisation

2. For which purpose(s) and on which legal basis can OECI process personal data

Members

2.1 Identity details of the legal representative of the applicant institution are used:

1. - to process the membership application of the applicant Centre/Institution to the OECI Membership;
2. - to manage the general administration and OECI membership;
3. - to comply with our obligations related to the OECI governance (e.g. organisation of general assemblies and board meetings).

Such processing is based on the legitimate interest of OECI which commits to strictly limit its collection of data and information to the above-mentioned purposes.

2.2 Identity and professional details of individuals appearing on the organigramme of each Member (General Director, Medical Director, Scientific Director or any other position in each Member Institution) are processed:

1. - to be published on the website and on the annual publication of the OECI;
2. - to be used for communication and dissemination purposes;
3. - to promote and increase the collaboration of the Members in the various OECI activities and scientific events including surveys and their participation to the Working Groups and to the OECI Accreditation&Designation Programme;
4. - to highlight the OECI presence and visibility with worldwide cancer organisations and stakeholder groups in cancer-related matters.

Such processing is based on the free, specific, informed and unambiguous consent given through the consent form to OECI.

2.3 The contact details of each Member-designated contact person are processed:

1. - to facilitate your access to member-only content;
2. - to provide you relevant and updated information about OECI and its activities.

Such processing is based on the free, specific, informed and unambiguous consent given through the consent form to OECI.

Non-members

2.4 OECI also processes personal data of representatives and contact persons of third party entities with which OECI has a contractual relationship (e.g. services providers or consultancies).

2.5 OECI processes contact details of journalists, Members of European Parliament, officials from the European Commission and from EU Member States, academics, consultants and industry experts and European affairs stakeholders, European and International Cancer Organisations in order to carry out its research, advocacy activities, publications and educational events. Such processing is based on the legitimate interest of OECI which commits to strictly limit its data and information collection to the purposes described in this paragraph.

2.6. For event organisation: OECI processes identification details of individuals who register to participate to events and conferences it organises for the purpose of managing the registration and participation to such events under the general terms and conditions that are expressly accepted by the individuals and/or based on consent for certain personal data.

3. Transfer of personal data to third parties

3.1 OECI guarantees that it will not transfer your personal data to third parties, unless:

1. There is a legal obligation to transfer such personal data;
2. It is necessary for the achievement of one of the Purposes described here-above (e.g. subcontractors, partners or contracting parties);
3. OECI has a legitimate interest in doing so

3.2 Third parties to whom OECI may, or is obliged to, transfer personal data on the basis of the above categories, can be located within or outside the European Union. In such case, OECI shall ensure that the personal data will be treated fairly and lawfully. This will include ensuring OECI has a legal ground for sending the personal data outside the European Union and putting in place necessary safeguard for such arrangement.

3.3 OECI cannot be held responsible for the transfer of personal data and cannot be liable for the further processing of the personal data by third parties.

4. Storage period

OECI stores the personal data for as long as it is necessary to achieve the purposes described here-above. After that, the personal data will be deleted or anonymized.

5. Your rights

5.1 The Privacy Legislation provides you with a number of rights related to your personal data. You are entitled to the following rights, free of charge:

• Right of access: you have the right to access and receive a copy of your personal data that OECI holds; Right of correction: you have the right to have your personal data corrected in case errors occur; in this regard please inform the OECI of the changes occurred;
• Right to delete: you have the right to have your personal data deleted in case:
  1. your personal data are no longer necessary to achieve the Purpose;
  2. you withdraw your consent and there is no other legal ground for the processing of the personal data;
  3. you object to the processing of the personal data and there is no other legal ground for the processing of the personal data;
  4. the personal data have been unlawfully processed; i.e. there is a legal obligation to erase the personal data;
• Right to restrict the processing of your personal data; Right to transfer your personal data to a third party; Right to object against the processing of your personal data, in particular the processing related to direct marketing purposes; Right to withdraw your consent pursuant to which OECI is allowed to process your personal data.

5.2 In case you want to exercise the above-mention rights you may send a written request by mail to oeci@oeci.eu and to the OECI DPO privacy@oeci.eu. Such request must be signed and dated and shall be accompanied by a proof of identity.

5.3 You also have the right to lodge a complaint with the Belgian Data Protection authority (https://www.dataprotectionauthority.be/citizen/privacy/what-to-do-in-case-of-abuse) if you believe that the processing of your personal data breaches the Privacy Legislation.

5.4 By agreeing to this privacy policy, if you provide personal data of third parties (e.g. their employees, members, board members, staff, subcontractors, contracting parties) you must guarantee that the afore-mentioned data subjects are informed on the above-mentioned rights and how to exercise these rights.

6. Security measures

OECI commits to take (or have) all reasonable measures (taken) to its best ability to safeguard the protection of the personal data through organisational and technical security measures.

Personal data are stored entirely on a server and on a digital platform managed by a processor through the OECI website restricted area, only reserved to authorised users.

Personal data related to the OECI members that are in the Accreditation Process are stored in the restricted area by the OECI Accreditation and Designation staff.

Please acknowledge and accept that the transfer and storage of personal data is never without risk and consequently, the damage that you may suffer from the unlawful use of your personal data by third parties, can never be referred to OECI.

7. Liability

OECI can solely be held accountable for damage which directly results from the processing of your personal data due to a fault or negligence of OECI.

OECI cannot be held liable:

1. in circumstances of force majeure and/or
2. for any indirect or consequential damage and/or
3. for damages that result from errors, faults or negligence by you or third parties.

OECI’s liability cannot exceed 1,000 euro (one thousand euro) for breaches regarding this privacy policy and/or Privacy Legislation.

8. Applicable law and competent court

8.1 You agree that all disputes between you and OECI regarding personal data and privacy issues are exclusively subject to Belgian law, excluding any conflict of law principles.

8.2 Every dispute regarding personal data and privacy issues belongs to the exclusive jurisdiction of the courts of Brussels, Belgium, and exclude any other court.

9. Changes to the Privacy Policy

OECI can modify this Privacy Policy at any moment. The updated Privacy Policy will take effect as soon as it is updated.

Click here to download the document

Version dated: 31st July 2023