Chancel Limited, trading as the ILAE and IBE Congress Secretariat, (hereinafter referred to as “we”, “our” or “us”) respects your privacy and we are committed to protecting the confidentiality of your personal information in accordance with our data protection obligations. This policy applies to personal information held about individuals. It does not apply to information held about companies and other organizations. This general policy is in addition to any specific policies concerning specific products or services. It may be amended at any time.
The sources of personal information received by us are:
• the individuals themselves to whom the information relates;
• third parties acting on behalf of individuals; and
• affiliated associations providing details of their members.
The ways in which we collect personal information are:
• when you, or someone on your behalf registers personal details when submitting an abstract; and/or
• when you, or someone on your behalf registers personal details when completing a registration form for a congress.
What Personal Information is Collected by Us?
Mandatory Personal Information
As a general rule, to enable us to correctly identify you, to provide you with the products and services you have requested and to communicate with you, the following minimum information must be provided in order for your order, request, application, etc. to be processed:
Title, Given Name(s), Family Name(s)
Full Postal Address
Optional Personal Information
Other information may be requested to help identification (e.g. date of birth), to contact you in case of need (telephone and fax), or as proof of age when reduced registration rates are requested or when applying for a travel bursary.
Email Address Information
Your email address must be supplied when you submit an abstract or register for a congress. For more information concerning emails, please go to the section Email Addresses.
Credit Card Information
Credit card information, along with other information related to specific transactions, is collected at the time of your order, request or application, and is used only for the purposes of that particular transaction. For your protection, the credit card information is not retained by us for later use for other transactions.
For further information about security, please refer to Data Security.
How We Use Personal Information
Personal information is needed by us to enable us to properly manage our delegate files. The personal information which you supply may be specifically used to:
• enable us to provide you with the products or services you request;
• enable us to communicate with you about specific matters relating to those products and services that you request; and/or
• subject to compliance with data protection legislation, enable us to send you information about the International League Against Epilepsy (“ILAE”) and the International Bureau for Epilepsy (“IBE”) activities which we believe may interest you.
Electronic communication is for most purposes our preferred method of communication because it is generally convenient, rapid, effective and efficient. In order to be able to communicate with you electronically we need your email address. You are therefore required to supply your email address when you submit an abstract or register for a congress online.
Unique Email Address
For your convenience and security, your email address is unique to you in the system. (We do not permit two different persons to have the same email address in the system). You are strongly recommended to use an email address which is personal to you and that is not shared with others.
We respect the privacy of personal email addresses and comply with the current legislation on email communication. The objective is not to send you unwanted messages, and your email details will not, unless otherwise stated, be passed on to any other individual or organisation without your explicit permission.
You may receive emails concerning epilepsy congresses organised by us. In addition, when you register for a congress you are asked to indicate whether or not you wish to receive emails from the ILAE and IBE. If you indicate that you do not wish to receive emails from the ILAE and IBE you will only receive emails directly related to the transactions you have with us (e.g. confirmations of registrations, notifications about abstract acceptance etc.) and other necessary individual communications.
Disclosure of Information and Marketing
We take all reasonable care to prevent any unauthorised access to your personal data. Our staff and contractors have a responsibility to keep your information confidential.
We do not sell, trade, or rent your personal information to others. We may supply your information to our contractors to perform specific services on our behalf. Otherwise, we do not disclose personal information to any other person or organisation without your consent.
It may be necessary to transfer your personal information to other companies, organisations or service providers located in countries outside of the European Economic Area (EEA). This may happen where our suppliers and service providers are based outside of the EEA or where you use our services and products while visiting countries outside of the EEA. The data protection and other laws of these countries may not be as comprehensive as those in Ireland or the EU – in these instances we will take steps to ensure that your privacy rights are respected.
We take photos and video footage onsite at all events. By registering and/or attending an event or a business meeting organized by us on behalf of ILAE or IBE you grant full rights to use of images resulting from the photography/video filming, and any reproductions or adaptations of the images for marketing, publicity or other purposes to help achieve the Associations’ aims. This might include (but is not limited to), the right to use them in printed and online publicity, social media, and press releases.
Right of Access to your Personal Information
You have a right to access, amend, and oppose the use of, your personal data.
If you wish to know exactly what personal information we hold on you, you can request a copy of it. We reserve the right to charge a small fee for processing any such request.
If it transpires that the information is inaccurate, or you wish to oppose its use in future, we will make the necessary amendments and confirm that these have been made. Please contact us in either of the following ways:
• By email to firstname.lastname@example.org
• In writing to ILAE/IBE Congress Secretariat, 7 Priory Office Park, Stillorgan Road, Blackrock, Co. Dublin, A94 FN26, Ireland.
To protect your information, we use an industry standard security protocol called Secure Sockets Layer (SSL) to encrypt the transmission of certain personal information between you and our website. SSL is used, for example, when you make a credit card payment. To know if transmissions are encrypted, look for the lock on your web browser or check that the URL starts with https://.
Cookies are pieces of information that a website transfers to your computer’s hard disk for record keeping purposes. They are small text files that a website can use to recognise repeat users and facilitate their ongoing access to, and use of, the site. They do not pose a threat to your system or files.