Privacy Policy

We, the European Hereditary Tumour Group aim to wholly comply with EU General Data Protection Regulation (GDPR); that along with our values and principles support our willingness of good practice. Therefore, your consent for us to handle your personal and business information is crucial to ensure transparent and accountable practices.

Details of what information we collect from you, what we do with it and who it might be shared are given below:

What information do we collect from you?

We collect information about you (name, email address, employment information, location, educational and professional training and history, etc.) when you voluntarily complete the form to register for events with us, or subscribe to EHTG membership, and we process your details in order to deliver our services.

Why do we collect this information?

We use the personal information you supply in our membership and event registration databases to be able to offer you our services in a number of ways, such as:

  • EHTG membership subscription
  • EHTG delegate registration
    • Abstract submission (if applicable)
    • Flight and/or accommodation bookings (if applicable)
    • Visa letter (if applicable)
    • Expenses payments
  • Conference/meeting or event planning
  • Fellowship application process
  • EHTG e-newsletter subscription

Who might we share your information with?

If you agree, we shall pass on your personal information only and exclusively to the companies that we are working with, to arrange the services that you require such as event registration, membership, venue logistics, catering, etc. Sharing information with airlines, hotels, venues, caterers, publishers, printers, website editors, etc. will help us process the relevant bookings and are necessary for the delivery of our services.

We will not disclose any information for marketing purposes to any company outside the ones related to the planning of the event; except to help prevent fraud, or if required to do so by law.

Photographing or videoing

We might take photographs and/or videos on-site during the event, conference, meeting, etc. that might be used on our website, printed material, just to be kept in our records, etc. If your image is captured in our photographs/video that is circulated for marketing purposes (mentioned above), you have the right to request for that photo/video to be removed/deleted by contact us to the email, phone or address provided at the end of this notice.

What do we do with your information?

EHTG and the EHTG Secretariat have the appropriate physical and technical security measures, policies and procedures in place to prevent your personal data from being accidentally or deliberately compromised. If you required further information regarding this, please read our document EHTG IT Security Measures.

How long do we keep hold of your information?

We will retain your information for the period of membership or event registration that you have chosen, until immediately after the event has been finalised or until the financial requirements that are established by law have been complied with. You have the right to withdraw consent at any time, to request to be forgotten or have deleted your individual data from our records.

How can I access the information you hold about me?

You have the right to make a subject access request (SAR) for information that we hold about you at any time. EHTG wants to follow best practice information-handling, and should you require a SAR, please follow the instructions in our document Subject Access Request and we will respond within one month of receiving a written subject access request (SAR).

If you need further information on how your individual information is used, or how we maintain the security of your data, please contact us (see contact information).

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information that you think is inaccurate.

If you require this form to be translated into another language or have difficulties reading this privacy notice, please let us know.

Contact Information

European Hereditary Tumour Group
Gabriele Sponholz

+49 (0)160 84 59 502

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