Policy key definitions:
Key principles of GDPR:
Processing of your personal data:
Under the GDPR (General Data Protection Regulation) we control and / or process any personal information about you electronically using the following lawful basis.
Lawful basis: Legitimate interests
Where our purpose for processing is: to maintain relationship between the representatives of the Members; to share meeting information, business data and industry updates with the Members; to manage registration and participation in events; to facilitate Member-to-Member discussions.
Which is necessary because: it is the mandate of the Berne Union to collect business information on Members’ activities and provide them with industry trends and analysis, to exchange information and furnish the Union with the information necessary for the accomplishment of its tasks; to consult together on a continuing basis, carry out studies and participate in agreed projects; to co-operate closely and where appropriate take coordinated action.
We process your information in the following ways:
(i) Registration Data and Member Directory
Registration for the BU Web Platform requires you to supply some personal information, including: name, job title, company name, country of residence and email address. Some of this information (excluding email address) is displayed on the Berne Union Web Platform under the section "Member Directory".
Additional information is optionally collected during various modes of interaction with the Web Platform, including dietary requirements, headshot photo and names of any ‘accompanying persons’ to social events (for event registration) and text input for a professional biography (under user settings). If you choose to add this information, some of it will also be visible to other users attending events and browsing the directory.
Your email address, personal dietary requirements and names of accompanying persons will never be visible to other users, but will be visible to the Berne Union Secretariat, for administration purposes.
(ii) Personal Information in Website Communications
The Berne Union Web Platform enables you to communicate with other staff of Berne Union members, or to post information to be accessed by others. When you do so, other Users may read or collect your data. We are not responsible for the personally identifiable information you choose to submit in these forums. Access to the Berne Union Web Platform is not permitted for external or third parties.
If you opt in to the Web Platform’s ‘Direct Messaging System’ other users will be able to send a message directly to your email inbox. This is a service provided through the Berne Union Web server, and at no point is your email address visible to other users. The content of messages delivered through this system is not visible to other users or the Berne Union Secretariat.
A cookie is a small text file that is stored on a user’s computer for record-keeping purposes. A session ID cookie is used on the Berne Union Web Platform which expires when you close your browser. If you reject cookies, you will not be able to use the Berne Union Web Platform. We do not link the information we store in cookies to any personally identifiable information you submit while on the site. Please consult the full cookies policy for access to our website, here: https://www.berneunion.org/cookie-policy
The Berne Union Web Platform contains links to other sites that are not owned or controlled by Berne Union. The Berne Union is not responsible for the privacy practices of such other sites. We do not endorse, approve or sanction (unless otherwise stated) nor are we responsible for any third party products, services, acts or omissions. You are encouraged to read the privacy statements of each and every web site that collects personally identifiable information on you. This privacy statement applies only to information collected by the Berne Union Web Platform.
Your individual rights
Under the GDPR your rights are as follows:. You can read more about your rights in details here;
You also have the right to complain to the ICO [www.ico.org.uk] if you feel there is a problem with the way we are handling your data.
Access to the personal data we may hold about you
We handle subject access requests in accordance with the GDPR. You can view the personal information other members can view about you under the “Member Directory” section of the Berne Union Web Platform. If your personally identifiable information changes, or if you no longer require access to the Berne Union Web Platform, you may correct, update, delete or deactivate your account, either by contacting firstname.lastname@example.org via email or by following instructions in the ‘Website Features and Company Admin Tools Guide’, under the ‘publications’ section of the Web Platform.
Data security and protection
The Berne Union makes efforts to ensure your details remain within the Berne Union community. This is done by following accepted industry standards to protect the personal information. No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, while the Berne Union strives to use acceptable means to protect your personal information, absolute security cannot be guaranteed. Our methods meet the GDPR compliance requirement.
Sharing your information:
We do not share your information with third parties unless required by law and when it is believed that disclosure is necessary to protect the rights of the Berne Union community and/or to comply with a judicial proceeding, court order, or legal process served on the Berne Union Web Platform.
If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis used is no longer relevant.
Data retention period:
We will continue to process your information under this basis until you withdraw consent or it is determined your consent no longer exists.
All personal information of users will be deleted under the following circumstances: