Effective as of May 25, 2018
ESA, the European Seed Association, is an international, non-profit association (AISBL) registered according to Belgian law. Today, ESA has more than 35 national member associations, from EU Members States and beyond, representing several thousand seed businesses, as well as more than 70 direct company members, including from seed related industries. As an industry association, ESA’s main focus is to represent the interests of those active in research, breeding, production and marketing of seeds of agricultural, horticultural and ornamental plant species.
Within the framework of its activities ESA collects, stores and/or uses personal information:
- from visitors of the ESA website;
- from registered users of the Members’ area of the ESA website;
- from other data subjects who have provided their contact information to ESA.
1. What information is collected by ESA and how such information is used?
1.1. Visitors of the ESA website:
1.1.1 Browsing statistics and log information
It is important for ESA to know what information on its website is most interesting and relevant for visitors and how such information could be even further improved. For this reason, the ESA website collects data such as browser information, date and time of browsing, demographic data, page views, location by using the tool Google Analytics and cookies.
1.2 Registered users of the Members’ area
1.3 ESA contacts
2. Who can access your personal data?
2.1 Visitors of the ESA website
The information collected through Cookies and the Google Analytics tool is accessible to those employees of ESA who are responsible for the maintenance and content of the ESA website.
2.2 Registered users of the Members’ area
Employees of the ESA Secretariat who are responsible for managing access to and the content of the Members’ area part of the ESA website will have access to parts of the information that you provide when creating your account.
Your name, e-mail address and username are stored by the company Globule Bleu, which is hosting the ESA website. Your password is accessible exclusively to you and to ESA employees who are responsible for the Members’ Area of the website.
2.3 ESA contacts
All employees of the ESA Secretariat have access to the ESA contacts database since keeping contact with members and other partners of ESA is a regular part of their daily work.
2.4 Third-party access
- If you register to participate at the ESA Annual Meeting or any other ESA event, your name, surname, e-mail address and company affiliation will be shared with all other participants of the Annual Meeting or other event you are participating to. This is done in order to allow participants to connect with each other easily even after an event and further construct their professional relationships. Such participants lists are also kept on record for statistical and professional reasons.
- If you are an ESA member and also a member of one of ESA’s working bodies, your name, surname and e-mail address will be shared with other members of the same working body as part of the mailing list. This is necessary for the working bodies to be able to function properly.
Should any further access be requested to personal information by any third party, the ESA Secretariat will contact you directly and request your explicit consent to such third-party access.
3. How long does ESA store your personal data?
3.1 Visitors of the ESA website
The information that is possibly collected through Google Analytics about the use of the ESA website is stored for a period of 26 months. Depending on the type of Cookie used by the ESA website, the information collected through Cookies is stored for a period ranging from one minute to two years (as described under point 1.1.2.)
3.2 Registered users of the Member’s area
If you become a registered user of the Members’ area of the ESA website, the personal information that you provided when creating your account is stored by the ESA website (and its back-up) as long as your account is valid. The validity of your account is in principle controlled by you. If you do not wish to maintain your account, you can always delete it by using the “Delete my account” function. If you are not using your account for more than one year, your account becomes inactive and after two years your account will be automatically deleted from the ESA website, together with all the personal information linked to it.
3.3 ESA contacts
If your contact details are stored in ESA’s contacts database, your personal information (as specified under point 1.3.) will be stored until ESA has regular or occasional professional contact or collaboration with you, or until you request the deletion of your contact details from the ESA database. You can request the deletion of your personal data at any time by sending a request to the ESA Secretariat at email@example.com.
4. How does ESA protect you against unlawful access to and use of your personal information?
5. What are your rights?
Under data protection legislation you have a number of rights that allow you to have control over your privacy. ESA respects these rights and wishes to ensure that by contacting the ESA Secretariat via e-mail at firstname.lastname@example.org, you may exercise your rights. These rights are as follows:
- your right to have access to your personal data;
- your right to ask for the rectification of your personal data;
- your right to ask for the erasure of your personal data;
- your right to withdraw your consent to the processing of your personal data, where applicable;
- your right to lodge a complaint.