1. How data is collected
ICAS may collect personal data from multiple sources:
- when you visit the site;
- when you subscribe to email alerts via this website;
- when you register for one of ICAS’ events;
- when you ask to access and visit the ICAS Members Area (extranet restricted to ICAS members);
- when you participate in a survey managed by ICAS;
- when you provide an ICAS representative with your business card;
- when you write or otherwise communicate with ICAS;
- when you provide ICAS with information orally; or
- via websites and public records where your data is given to allow for contacts.
ICAS may occasionally work with third parties which may collect personal information from you. Where this is the case, the third party is responsible for obtaining the relevant consents from you to ensure you are happy with the ways in which your personal data is used.
2. What data is collected
ICAS shall ensure that the personal data it collects and holds is adequate, relevant and limited to what is necessary in relation to the purposes for which data is processed.
The following personal data may be collected: first and last name, email address, postal address, job title, organization, phone number(s), social media profiles, billing details, photographs and any other information necessary for particular events or projects such as passport number (e.g. for Visa requests or access to official buildings where ICAS meetings may take place) and dietary requirements.
We may also automatically collect technical information when you visit or otherwise use our site, such as your IP address and the pages that you viewed (see below for more information on cookies). IP addresses are collected for system administration and statistical purposes in order to optimize the user experience of this site.
3. How data is used
In the context of its activities, ICAS may use the personal data it collects for the following purposes:
- Communicating on ICAS activities: If you have consented, in a course of a direct business relation, or if we are otherwise entitled to do so, your contact information may be used to send you information about ICAS or any of its associated third parties’ activities or services. Such communications include phone, email, online and written messages such as email alerts, newsletters, ad hoc information messages, press announcements, and invitations to events. You may opt out of receiving communications from ICAS or any of its associated third parties by sending us an email or by clicking on the “unsubscribe” link in the relevant communication, where available.
- Managing your access to the ICAS Members Area (for ICAS members and authorized users): Personal data such as your email address may be used to generate or recover a password allowing you to access the ICAS Members Area. The information you provide us (such as job title and organization) may also be used to help ICAS identify the type of user that you are, i.e. whether you are a representative of an ICAS member organization or a non-member.
- Providing services and responding to enquiries: Personal data may be required to provide you with information and access to services that you have requested from ICAS or which ICAS feels may be of interest to you, where you have consented to be contacted for such purposes. The legal basis for such processing is the contractual necessity yet you may opt-out for some of the communications.
- Managing participation in ICAS events: When you register for an ICAS event, your personal data may be used to ensure the proper organisation of the event, including for logistical purposes and to notify you of relevant information around the event;
- Job applications: Applying for a job at ICAS means that the personal data you provide in your application can be used in the context of the recruitment process.
- Compliance with Laws and Regulations: ICAS or an associated third-party service provider may disclose personal data to comply with applicable laws and regulations, and to otherwise cooperate with law enforcement or relevant involved authorities.
4. How data is stored and maintained
ICAS maintains records of your personal data in its information technology system and takes appropriate security measures to prevent unauthorized access, disclosure, modification, or destruction of this data. ICAS also maintains personal data in various documents such as attendee lists and meeting minutes.
ICAS shall take reasonable steps to ensure that the personal data it holds is accurate and up to date. Please assist us in keeping your information as accurate as possible by informing us, ideally by email, whenever changes in your personal data need to be reflected in our records.
The ICAS Secretariat and relevant partners who may have access to your data in order to provide services to ICAS (e.g. web hosting and software providers, external auditor) are contractually obliged to keep such information in confidence and may not use these data for any other purpose than performing their contractual missions for ICAS.
ICAS takes steps to protect your information from unauthorized access and against unlawful processing, accidental loss, destruction and damage. We will only keep your information for as long as we reasonably require and, in any event, only for as long as Data Protection Legislation allows.
We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Policy and the applicable Data Protection Legislation. This means that we will only transfer your information to third parties that:
- are in countries that have been confirmed by the European Commission to provide adequate protection to personal information; or
- have agreed to provide all protections to your personal information as set out in the Data Protection Legislation.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk.
6. Password Security
Access to the ICAS Members Area may involve you giving a password and account designation. You are responsible for maintaining the confidentiality of the password and account ICAS provided you with and are fully responsible for all activities that occur under your password or account. You agree to:
1) immediately notify ICAS of any unauthorised use of your password or account and any other breach of security;
2) ensure that you exit from your account at the end of each session. ICAS cannot and will not be liable for any loss or damage arising from your failure to comply with this obligation.
To make this site work properly, we sometimes place small data files called cookies on your device.
A. What are cookies?
A cookie is a small text file that a website saves on your computer or mobile device when you visit the site. It enables the website to remember your actions and preferences (such as login, language, font size and other display preferences) over a period of time, so you don’t have to keep re-entering them whenever you come back to the site or browse from one page to another.
Our cookies help us:
- Remember your settings during and between visits (e.g. login information, display preferences);
- Improve the speed and security of the site;
- Collect visitor statistics via Google Analytics;
- Continuously improve our website.
- Collect any personally identifiable or sensitive information (without your express permission);
Pass personally identifiable data to third parties.
- Enabling these cookies is not strictly necessary for the website to work but it will provide you with a better browsing experience. You can delete or block these cookies, but if you do that some features of this site may not work as intended.
Cookie-related information is stored under the domain icas.global. Some cookies expire as soon as you close your web browser, whereas others remain valid for one or two years.
C. How to control cookies
You can control and/or delete cookies as you wish – for details, see aboutcookies.org. You can delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed. If you do this, however, you may have to manually adjust some preferences every time you visit a site and some services and functionalities may not work.
8. Your rights
ICAS will usually inform you before collecting personal data if it intends to disclose your information to any third party. You can exercise your right to prevent such processing at any time by sending an email to the ICAS Secretariat.
You have the right to:
- see the personal data that ICAS holds about you;
- requests changes to the personal data ICAS holds about you to ensure that it is accurate and up to date;
- request the deletion of any personal data that ICAS holds about you where there is no longer a legal ground for ICAS to hold it;
- object to or request restricting to the processing of your personal data;
- in some cases, transfer any information ICAS holds about you to a specified third party. This may involve ICAS sending you a file in a usable electronic format containing your personal data for transmission to a third party (right to “data portability”).
If you wish to exercise any of the rights above, please contact the ICAS Secretariat.
In case of any complaint or concerns about your privacy, ICAS is committed to working with you to obtain a fair resolution. If, however, you believe that ICAS has not been able to assist with your complaint or concern, you have the right to make a complaint with the competent authority. In Belgium, a complaint can be addressed to the Privacy Commission.
Last updated: 18/06/2018