Privacy policy for MSF Paediatrics Days

This privacy policy applies for all the activities under the frame of the Paediatric Days. Our objective is to make sure that your privacy is respected and that your personal information is processed correctly by the MSF Paediatric Days Team. MSF Sweden takes responsibility for how personal data are processed, ensures that it is for the intended purpose only and that it is protected from unauthorized access.

It applies to all those whose personal information the MSF Paediatric Days collects and processes, for example when you:

• Visit the Paediatric Days website or use our digital channels (such as our social media platforms), and register to attend the Paediatric Days;
• Register to receive the Paediatric Days newsletters;
• Submit an abstract to the Paediatric Days;
• Are invited to join, or participate, to one of the events of the Paediatric Days, either in plenary mode, or its workshops, either as a participant, a speaker or a panellist;
• Contact members of the MSF Paediatric Days Team via mail, email, phone or other;
• Others as may apply.

 

In those situations, the MSF Paediatric Days Team is processing personal data about you to the extent this data is needed for us to carry out our work and not retained for longer than needed for the specific purpose for which the data was originally collected.

 

WHEN DO WE COLLECT INFORMATION ABOUT YOU?

 

We collect information about you:

• When you give it to us directly, for example through the event registration website page;
• When you use our website through cookies.

 

WHAT INFORMATION DO WE COLLECT?

 

We collect, use and share diligently and in strict compliance with the applicable laws the personal data that you freely choose to share with us when you register your participation to one of the Paediatric Days event e.g.

• Name;
• Email address;
• Location;
• Profession;
• Image or video - when you attend the event in person, or for speakers when you participate to the online event;
• Questions asked during the live event.

 

HOW DO WE USE YOUR INFORMATION?

 

As a general rule, your personal data will not be used for any other purpose than those for which they were voluntarily provided to us. Your personal data are shared or transferred to third parties if such sharing or transfer is authorized by you or required to achieve the purposes for which you have provided them to us. It means that we may share your personal data with service providers, who help assist us in fulfilling our purposes.  Finally, we may share personal data if we are obligated to do so by law, court order or if such sharing is needed to fulfil a legal investigation.

 

We process your personal data to be able to (amongst other):

• Collect statistics of the number of participants to the MSF Paediatric Days events;
• Create participation lists for our events;
• Spread information in our digital channels (stream film and/or publish photographs) from our Paediatric Days events;
• Keep in contact with you as interested individual, to share information and provide good support etc. via mail, via our digital channels (email, text and image messages, forum and chat at our website, and our social media platforms, including but limited to, Facebook, Twitter, Instagram, LinkedIn and YouTube);
• Others as may apply.

 

The MSF Paediatric Days team operates globally and may have a need to transfer certain data to MSF entities located in countries outside the EEA. In the event the country where the data is transferred does not provide an adequate level of protection, we make sure to implement technical and organizational measures to protect your data.

 

WHO HAS ACCESS TO YOUR DATA?

Your information is only accessible by trained staff. We regularly review who has access to your information. As a general rule, your personal data will only be accessible insofar as it is necessary to fulfil the purpose for which it was collected. We do comprehensive checks on any contractors before we work with them. We always put a contract in place that sets out how they manage the personal data they collect or have access to.

 

We use other companies to help us manage and store personal data and to carry out certain activities on our behalf (e.g. name and email for granting you access to the online event platform or the abstracts management platform) and we make sure to implement appropriate technical and organizational measures.

 

HOW DO WE KEEP YOUR INFORMATION SAFE?

 

The MSF Paediatric Teams has taken technical and organisational measures to secure personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data transmitted, stored, or otherwise processed. To secure that personal data is processed in a secure and confidential manner, the MSF Paediatric Teams uses data networks which are hacker secured with fire walls and password safe per industry standard. To secure the privacy of the personal data that you share over internet, we may use encryption techniques when we save that data in our own systems.

 

HOW LONG DO WE KEEP YOUR INFORMATION?

 

We keep your information for as long as it’s necessary in connection with the purposes defined. For instance, and as a general rule, we keep your email for the purpose of sending you a newsletter until you unsubscribe.

 

Personal data from the Participants list is kept for a maximum of 24 months. We send out an email to announce the next event to previous participants. 

 

OUR LEGAL BASIS FOR PROCESSING PERSONAL DATA

 

The information we collected about you is intended for the MSF Paediatric Team and third parties mandated by MSF to process and keep track of your registration.

We would like to stay in touch with you and to send you communications about actions carried out by MSF in humanitarian paediatrics and to invite you to further related events. We believe we have a legitimate interest to do so. You may choose to stop receiving such information at any time; simply tell us by email at PaediatricDays@msf.org

 

HOW CAN YOU CHANGE YOUR INFORMATION AND WHAT ARE YOUR RIGHTS?

 

Contact us at PaediatricDays@msf.org if you'd like to change or update your personal information.

You have a number of rights under data protection legislation:

You can request any information we hold on you. Email us at PaediatricDays@msf.org and ask for it in writing. You may be asked for proof of identity.

• You have the right to ask us to stop using or to restrict the processing of your personal data.
• If you believe our records are inaccurate you have the right to ask for those personal records to be updated. To update your records please get in touch with us using the details above.
• In accordance with the provisions of the General Data Protection Regulation, you have a right to erasure (“to be forgotten” i.e. to have your personal data deleted from our database) or transferred to another organisation (“data portability”).
• If you have any concerns about the way your data is being used or if you’d like to make a complaint, please contact us using the details above. You're also entitled to make a complaint to the relevant data protection authority.

 

CHANGES TO THIS POLICY

 

The MSF Paediatric Days Team reserves the right to revise this Privacy Policy when needed.