EAG Privacy Policy

The European Association of Geochemistry (“EAG”, “we”, “us”) is committed to protecting your privacy and the personal information you provide us with. Personal information is defined as any data with which you could be personally identified. We treat your personal data as confidential in accordance with the EU General Data Protection Regulation. This Privacy Policy clearly describes what information we collect, how we use it, how long we keep it, and how you can access it, modify it or request its deletion.

This Privacy Policy applies to data collected through:

What information does EAG collect and how is it collected?

Your personal information is collected directly from you when you:

  1. Become an EAG member: when you become a member, we collect your name, email address, postal address, invoice address, organisation, field of research and if applicable your proof of student status
  2. Make a donation: we collect your name, email address, and country of residence
  3. Subscribe to EAG newsletters: we collect your email address
  4. Subscribe to EAG Blog updates: we collect your email address
  5. Subscribe to Geochemical Perspectives Letters e-alerts: we collect your name and email address
  6. Purchase print copies of Geochemical Perspectives: we collect your name, email address, postal address and invoice address
  7. Post a job advertisement: we collect your name and email address
  8. Submit an application for the Student Sponsorship or Early Career Science Ambassador Programs: we collect your name, email address, EAG membership number, CV, and, if applicable, abstract and proofs of payments to third parties.
  9. Submit an award nomination: we collect the name, email address, institution address, date of birth and CV of the nominee, and the name, email address, institution address of the nominator.
  10. Participate in photo contests: we collect your name and email address
  11. Submit or review manuscripts for Geochemical Perspectives Letters: when you submit or agree to review a manuscript for Geochemical Perspectives Letters, your personal information (name, email address and optionally your organisation) is collected through the web platform PeerTrack/Editorial Manager, provided by Aries Systems Corporation.
  12. Subscribe to Goldschmidt Conference circulars or Register at Goldschmidt Conferences: when you subscribe to the mailing list to receive Goldschmidt Conferences updates or register to attend a Goldschmidt Conference, your personal information is collected through the conference website operated by White Iron Conferences, a company based in the UK and contracted by EAG.

    Data collected to subscribe to the mailing list includes your name and email address.

    Data collected to register at a Goldschmidt Conference includes your name, email address, organisation and postal address, and optionally your photo, twitter account, Facebook ID, URL to personal website and biography. This data appears under ‘My Goldschmidt Profile’ and it remains accessible from all Goldschmidt Conference websites.

    Additional data collected at the time of registration for a specific conference may also include registration category, conference abstracts, purchases, gender and dietary preference. This data appears under ‘My Goldschmidt Purchases’.

When you provide information through one of the mediums described above, we will process the data based on your consent as per Art. 6 (1)(a) of the EU General Data Protection Regulation. You may revoke your consent at any time by making an informal request to the EAG Office.

How does EAG use the information collected?

The use of your personal information is limited to the purposes for which it was collected. This includes delivering the member services described in the membership benefits, conference services or other services you may request. We also use your information to communicate with you.

To fulfil these services, we contract third-party organisations (listed below) and need to share some of your personal information with them. These organisations are committed to protecting the privacy of your data, they do not process it in any way nor disclose it, and use it only for the purpose of the contract we have with them. They are equally committed to complying with data protection regulations.

Administration

To fulfil all services related to the administration of memberships, donations, photo contests, job postings or various purchases, EAG uses a web platform developed and maintained by Erudicio SARL, a company based in France and contracted by EAG. The data you provide is directly entered and stored on this platform, and is only accessible by EAG and Erudicio SARL.

To fulfil services related to the administration of your registration at Goldschmidt Conferences, White Iron Conferences uses a web platform that they have developed and maintain. The data they collect is shared with EAG and the Geochemical Society, who are the official Goldschmidt Conference owners.

Information about delegates who register as members of partner societies (whose members benefit from reduced registration rates) may also be shared directly with the specific partner society to verify the validity of the membership.

It should be noted that to process credit card payments, EAG uses the organisation Payline and White Iron Conferences uses the organisation WorldPay. We do not keep records of any credit card details.

Communication

We use your email address to send you:

  • Information about your membership (welcome message, notice of expiration, etc.). If you are a current member and we receive notification that your email address has changed, we may contact you at your new email address.
  • EAG monthly newsletters, which keep you updated with society news, sponsorship programs, conference deadlines, new EAG publications or job opportunities. To distribute the newsletter, we use the tools SendBlaster operated by Edisplay S.r.l. and TurboSMTP operated by Delivery Tech Corp. Email addresses are imported into these tools for the purposes of mailing the newsletters and gathering statistics about email opening and clicks.
  • Geochemical Perspectives and Geochemical Perspectives Letters e-alerts. To distribute the e-alerts, we use the EAG web platform and SendBlaster (operated by Edisplay S.r.l.).
  • Goldschmidt Conference circulars or surveys. These are managed directly by White Iron Conferences, who use SendGrid for distribution.

Sponsorship applications and award nominations

Personal information submitted to apply for one of the EAG early career sponsorship or award programs is shared with and reviewed by the relevant EAG committees. The information is placed by the EAG Office in a cloud storage, which members of the review committees are given access to.

Publications

To enable online subscription to Elements Magazine and post issues to our members who have opted to receive a print copy, we need to share your information (name, email address, postal address and membership number) with the Elements Office, operated by the Mineralogical Society of America. If you have opted for the online subscription only (no print copies), your postal address is not shared.

To send you print copies of Geochemical Perspectives, we need to share your information (name, postal address and membership number) with our contracted mailer, APC Postal Logistics.

Data entered on PeerTrack/Editorial Manager, the platform for submission and tracking of Geochemical Perspectives Letters manuscripts is used to communicate with authors, reviewers, editors and editorial staff. Communication only takes the form of individual email messages.

How long does EAG keep your information for, and how can you access it, modify it, or request its deletion?

We are only allowed to keep your data for as long as it is strictly necessary or until you request its deletion. The length of time for which we keep the data depends on its nature and purpose.

Data provided for membership purposes

From the moment you register to become an EAG member (whether your membership payment is completed or not), you have access to your information through the EAG member login. Once logged in to your account, you can modify your information.

We store your information as long as your membership is active. If your membership expires, as we are under the legal obligation to keep invoices for ten years, your data will be stored on our servers for ten years from the date of expiration of your membership. If you wish, you may request deletion of your records earlier by contacting the EAG Office.

Data provided for donations

Donations can be made at the time of joining EAG or renewing your membership. In such cases, all donation information is available through the EAG member login and storage of the data follows the same procedure as for the data provided for membership purposes.

Donations can also be made independently of membership. In such cases, data will also be stored for ten years. If you wish, you may request deletion of your records earlier by contacting the EAG Office.

Data provided to subscribe to EAG newsletters

If you subscribe to the EAG newsletters but have never registered as an EAG member, you can request modification of your email address through the ‘Update your details’ link at the bottom of the newsletter.
You may choose to unsubscribe through the ‘unsubscribe’ link at the bottom of the newsletter. In such a case, your email address will be deleted from our records when your unsubscribe request is processed.

If you have registered to become an EAG member (whether your membership payment is completed or not), you can unsubscribe from the newsletters through the ‘unsubscribe’ link at the bottom of the newsletter or by modifying your settings in the EAG member login (click on ‘Modify information’).

Note that even if your membership expires, we will continue to send you EAG newsletters to keep you informed about EAG activities, geochemistry relevant information, and job opportunities, however you can always unsubscribe through the ‘unsubscribe’ link at the bottom of the newsletter or by modifying your settings in EAG member login (click on ‘Modify information’).

Data provided to subscribe to Geochemical Perspectives Letters e-alerts

If you subscribe to Geochemical Perspectives Letters e-alerts, you can request modification of your email address through the ‘change your email address’ link at the bottom of the e-alert.
You may choose to unsubscribe through the ‘unsubscribe from e-alerts’ link at the bottom of the e-alert. In such case, your email address will be deleted from our records when your unsubscribe request is processed.

Data provided to subscribe to EAG Blog updates

If you subscribe to receive new posts published on the EAG Blog, you can request to modify your email address or unsubscribe by contacting the EAG Office. Your email address will be deleted from our records when your unsubscribe request is processed.

Data provided to post job advertisements

If you post a job advertisement, all personal data provided (name and email of the contact person) is deleted about two months after the position has been taken offline. You may request deletion earlier by contacting the EAG Office.

Data provided to purchase print copies of Geochemical Perspectives

If you have purchased print copies of Geochemical Perspectives through the Geochemical Perspectives website, as we have a legal obligation to keep invoices we issue for ten years, your data is kept on record for ten years after the order has been placed. You may request deletion of your data earlier by contacting the EAG Office.

Data provided to apply for the Student Sponsorship or Early Career Science Ambassador Programs

If you apply for the Student Sponsorship or Early Career Science Ambassador Programs, your application is kept on record for one year following the application deadline. You may request deletion earlier by contacting the EAG Office.

Data provided to submit an award nomination

Submitted award nominations are kept on record for one year following the last award cycle they were applicable to.

Data provided to participate in photo contests

The EAG photo contest takes place every two years. Contestants are asked to provide their name and email address, and those records are kept until the following contest, i.e. for two years. You may request deletion earlier by contacting the EAG Office.

Data provided on PeerTrack/Editorial Manager for Geochemical Perspectives Letters

If you have submitted a manuscript for Geochemical Perspectives Letters or have been invited to review a manuscript, your information (name and email address) is registered in PeerTrack/Editorial Manager and is accessible through the platform login page. Information can be modified through the ‘Update my information’ link.
As editors may request registered scientists to provide reviews of manuscripts, information is kept on record indefinitely. However, should you wish for your records to be deleted, you may send your request to the Geochemical Perspectives Office.

Data provided to subscribe to Goldschmidt Conference circulars

If you subscribe to the Goldschmidt Conference mailing list but have never registered for a conference, you may unsubscribe through the ‘unsubscribe’ link at the bottom of the email received. For your profile to be fully deleted from White Iron Conferences records, you may send your request to the Goldschmidt Helpdesk.

Data provided to register for Goldschmidt Conferences

If you have registered for a Goldschmidt Conference, the data entered in your personal profile is kept on record indefinitely so you do not have to re-enter it every time you register for a conference. You can access your information at any time through the link ‘My Goldschmidt -> My Profile’, in the top right-hand corner of the very last or upcoming conference website.
Through this link, you may also modify your settings to receive the Goldschmidt Conference circulars.
To request complete deletion of your records, you may send your request to the Goldschmidt Helpdesk.

The information entered in your purchases is kept on record for two years following a conference. During this time, it is accessible through ‘My Goldschmidt -> My Purchases’. To record deletion of your records earlier, you may send your request to the Goldschmidt Helpdesk.

Note that submitted conference abstracts are considered as scientific publications and are archived on the Goldschmidt Archive website.

Where is your data stored?

The data you provide on EAG websites is stored on EAG servers located in France.
The data you provide on Goldschmidt Conference websites is stored on White Iron Conferences servers located in the USA.
The data you provide on the PeerTrack/Editorial Manager website is stored on Aries Corporation servers in the USA.

We have implemented reasonable physical measures and administrative procedures to safeguard against unauthorised access and help prevent the loss, misuse or alteration of your personal information. However, no data transmission over the internet can be guaranteed to be completely secure. Accordingly, we cannot ensure or warrant the security of any information that you transmit to us; any data transmission is at your own risk.

Website users

When you browse our websites, EAG does not collect any personal information, only statistical data on an aggregated basis. We use cookie technology to analyse traffic to our websites. We gather information such as the number of visits and page views, the popularity of each page, or the location of our visitors. The purpose of this is to help us understand which information is useful to you and how we might improve your experience when navigating our websites, but again, no personal information is collected through this process.

External links

Our websites contain links to other websites. EAG has no control over and is not responsible for the privacy policies or content of such sites.

 

You can file a complaint with the Data Protection Authority of your EU member state if it is your opinion that we do not treat your personal information in a fair manner.

 

Updated May 2018

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