ELN Privacy Policy (database)
22 May 2018
The European Leadership Network (ELN) is committed to protecting the privacy of the contacts on our database. This policy details the information we collect from you, how it is processed and stored, how it is protected, and how it is used. It also provides information on accessing your data, and options to modify or delete it.
What we collect
We hold a record of your name, contact details, details of your occupation, and your opt-in preferences; we may also keep additional information regarding your areas of expertise and interest and we will register your membership of one of our various networks and working groups where applicable.
When you give consent to the storage and processing of your information on our database so that we can contact you for specific communications, our database records the date and time as well as your opt-in preferences. This will allow us to provide proof (time stamp and agreement in writing) of your assent to be contacted should you request this. Consent is obtained through a signup form on our website and is passed directly to our database, Microsoft Dynamics CRM.
Our contacts’ personal information has been collected in various ways, for example: your contact details are available online; you have a working relationship with the ELN; or you have exchanged business cards with a member of staff.
We will continue to use a variety of approaches to collect the information of new contacts; we will always seek your consent to store your details on our database so as to send you our publications, event invitations and/or media communications.
How we process and store your data
We use external service providers to process and store your personal information. Our database is hosted by Microsoft Dynamics CRM and we rely on Preact Limited, an official Microsoft partner, for maintenance, support and implementation of the software. This database software enables us to keep your data secure, whilst making it easy to modify our records should you wish to do so. Our service providers will have access to your information as reasonably necessary to perform tasks on our behalf and are obligated not to disclose or use it for other purposes. You will never be contacted directly by Microsoft or Preact Limited.
Information on Microsoft’s own privacy policy can be accessed here.
How it is used
Our database is used to store contact details which we can refer to when we want to send you tailored communications regarding our latest publications, public ELN events along with selected information about the activities of trusted partners, and press releases and embargoed content. We make use of your personal information (e.g. information regarding your area of expertise or your field of work) to target our communications.
When we contact you by email we will use Microsoft Outlook where possible. However, sometimes we may use Mailchimp via a CRM integration tool. Mailchimp will record your first name, last name and email address. It should be noted that Mailchimp acts as the processor of our Newsletter mailing list; however, our Newsletter mailing list and contact database are two different entities for which consent is obtained separately.
Microsoft Dynamics CRM and Mailchimp record certain metrics, such as the percentage of mailings opened. Dynamics CRM also allows users to run reports; this feature will only be used sparingly if at all. Your personal data is not linked to such statistics. Email communications may occasionally be tracked in our database when deemed relevant. We ensure that there are measures in place to protect your personal details as well as the confidentiality of your correspondence.
Access to and control over your data
You have the right to request a copy of the data we hold about you. More information about the right of subject access can be found here.
If you wish to request this information, please contact [email protected] and we will provide a copy of your data as soon as possible.
You also have the right to lodge a complaint with the UK’s data protection authority, the Information Commissioner’s Office (ICO). For more information, please visit the ICO’s website: https://ico.org.uk/global/contact-us.
Data retention
When you indicate on our consent form that you would like for us to remove your details from the database, we will do so as soon as possible and in any case within one month of receipt of your request.
If you do not submit the consent form, we will delete your details one month after first sending you this form.
Disclosure of your information to third parties
We do not share our data with third parties unless compelled to do so or in a strictly controlled way to certain service providers working on our behalf as set out above. We will never share your information with other third parties without your consent.
It is possible that we will need to disclose information about you when required by law, warrant, or other legal process or if we have a good faith belief that disclosure is reasonably necessary to (1) investigate, prevent, or take action regarding suspected or actual illegal activities or to assist government enforcement agencies; (2) enforce our agreements with you, (3) investigate and defend ourselves against any third-party claims or allegations, (4) protect the security or integrity of our Service (such as by sharing with companies facing similar threats); or (5) exercise or protect the rights and safety of the ELN.
Modify or delete your data
You can modify your personal information by submitting a request to [email protected]. You may also update your communication preferences.
If you wish your details to be permanently deleted, please inform us via [email protected].
For information on our cookies policy, please click here.
Changes to our Privacy Policy
The ELN is a dynamic organisation and as we continue to grow, develop, and expand, we may update our Privacy Policy. When we do so, the date of the most recent update will be included on this page. If you do not agree to these changes and wish to remove your contact details from our database, please contact us directly at [email protected].
In case of substantial revisions of our Database Privacy Policy or substantial changes to how we use your data, we will notify you and seek your consent for these specific changes.