This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed.
Please read it carefully to understand how we’ll store and handle that data and keep it safe.
The International Society for Infectious Diseases (ISID or Society) runs a number of events and programs for the benefit of its members including ProMED-mail: The Program for Monitoring Emerging Diseases which is an internet-based reporting system dedicated to rapid global dissemination of information on outbreaks of infectious diseases and acute exposures to toxins that affect human health, including those in animals and in plants grown for food or animal feed.
Throughout this notice ‘we’ and ‘us’ refers to the ISID and all its events and programs including ProMED- mail.
There are a number of different reasons for which ISID collects and processes your personal data. When we collect your personal data, we will explain why we are collecting the information from you. We will also always make it clear which data it is necessary for you to provide and which is optional.
When you become an ISID member, we collect information about you including (but not limited to) your name and email address. We ask members to voluntarily provide additional information in their membership profile, such as their occupation, mobile phone number, and their employer’s name, city and country location. Members may ask us to change, add, or remove personal information that we have collected from them at any time by emailing us on email@example.com.
We process your personal information for membership administration; to deliver member benefits to you; and to inform you of ISID-related events, content, and other benefits or opportunities associated with your ISID membership. ISID may also use this information to help ISID understand our members’ needs and interests and to better tailor our products and services to meet them. To offer you the best possible membership experience and to inform our business decisions, we’ll combine and analyze data captured from across the ISID and data from publicly-available lists we have.
ISID relies on fulfillment of contract as the lawful basis under GDPR Article 6 for processing members’ personal information.
Events and Conferences
ISID hosts events throughout the year. These include in-person conferences like the International Congress on Infectious Diseases and the International Meeting on Emerging Diseases and Surveillance, for example, as well as live web conferences (collectively “events”). If you register for one of our events and you are a member, we will update your membership record to note that you have attended the event but we do not transfer any of the information you provide on your registration form to your membership record. If you register for one of our events, we will collect your name and contact information; information on your area of expertise; area of work; type of workplace; job level; if you are an early career investigator; and if you have submitted an abstract; which we will store in our database(s) and use to provide you with information and services associated with the event. We process this information to fulfill the order you have made to receive the event services. There are also a number of optional fields; which include your department; US State (if you have one); mobile phone; cc email address; and Skype/IM/Twitter ID.
If you are a presenter at one of our events, we will collect information about you including your name, employer and contact information, abstract information, and photograph, and we may also collect information provided by event attendees who evaluated your performance as a presenter. We may also make and store a recording of your voice and likeness in certain instances. The ISID relies on a legitimate interest basis for collecting, storing and processing this information.
We keep a record of your participation in ISID events as an attendee or presenter. This information may be used to provide you with membership and certification services (such as, for example, keeping track of your continuing education credits, or to tell you about other events and publications). It may also be used to help ISID understand our members’ needs and interests to better tailor our products and services to meet your needs.
In association with attending one or more of our conferences, you will have the option to download the “ISID Events App” to help you navigate the conference and plan your schedule. The ISID Events App may require the device identifier associated with your device but does not collect or use any other personal data.
Some of our events are sponsored. ISID may provide an attendee list to co-organizers of our events. If you do not wish to receive information from us, from sponsors, and/or exhibitors, you can express your preferences when you register for events or you may contact the ISID directly at firstname.lastname@example.org. We give attendees a choice not to receive marketing messages from the sponsor or from the ISID.
Publications, newsletters and website
ISID offers a large number of publications for our members. In addition to producing original content, ISID also subscribes to news feeds and blogs produced by others, which we often link to from our website. This means you may find yourself on the ISID website or reading an email from the ISID publications team and we will offer you a link to another organization’s website where you will find content that we find relevant and useful to you. At these times, you will be leaving the ISID website. The ISID is not responsible or liable for content provided by these third-party websites or personal information they may happen to gather from you.
To receive ISID newsletters by email, you will need to sign up as a member of ISID and provide us with at least your first name and last name, an email address, and the country in which you live. The ISID does not share this information with any third party other than to store the information in our cloud-hosted databases. We rely on a contract basis to process your personal information for purposes of fulfilling your request to receive our publications. You may at your own option choose to subscribe to ISID news and updates which may be considered direct marketing.
We will use your personal data, preferences and details of subscriptions and event registrations to keep you informed by email, web, text and telephone about relevant Society news, events and programs. You are free to opt out of hearing from us by any of these channels at any time. We rely upon legitimate basis to provide you with these publications.
You may manage your ISID subscriptions by subscribing or unsubscribing at any time. Please note that if you have set your browser to block cookies, this may have an impact on your ability to unsubscribe. If you have any difficulties managing your email or other communication preferences with ISID, please contact us at email@example.com.
If you subscribe to ProMED-mail, you must provide us with first name, last name, email, and salutation. There is the option to include additional information including occupation, mobile phone number, institution, city and country. ISID uses this information to ensure that we are providing relevant information. ISID does not share this information with any third party other than to provide the services. We rely on a contract basis to process your personal information for purposes of fulfilling your request to receive this subscription.
We also conduct surveys and may use your feedback to help improve our services. We do not track individuals but look at information in the aggregate only. Participation in surveys is voluntary.
Payment card information
You may choose to purchase goods or services from ISID or make a donation to ISID using a payment card.
Typically, payment card information is provided directly by users, via the ISID website, into the PCI/DSS-compliant payment processing service to which ISID subscribes, and ISID does not, itself, process or store the card information.
Grant Applications, Abstract Submissions
ISID offers grants, conducts competitions and provides opportunities for the presentations of abstracts. In connection with these activities, ISID collects and processes information such as a name, contact email, affiliation, project description, research plan, curriculum vitae, budget and letter of reference, and copies of documents you provide to prove your age or identity. This will include details of your full name, address, date of birth and facial image. If you provide a passport, the data will also include your place of birth, gender and nationality. We rely on a contract basis to process your personal information for purposes of providing your grant. We rely on a legitimate interest basis for collecting, storing and processing your abstract information and for running the competition.
ISID collects information you voluntarily submit regarding an infectious disease outbreak to ProMED.
ISID collects your name, email, affiliation and country of residence. ISID uses this information to provide you with regular posts from ProMED-mail and emails and to analyze reports of infectious disease outbreaks. We rely on a legitimate interest basis for collecting, storing and processing this information.
If you wish to change how we use your data instructions are provided in the ‘What are my rights?” section below.
We use this information to evaluate the effectiveness of our marketing campaigns. You may set your browser to block these cookies.
You can enjoy many of ISID’s services without giving us your personal data. Much of the information on our website is available even to those who are not ISID members. Some personal information is necessary so that ISID can supply you with the services you have purchased or requested, and to authenticate you so that we know it is you and not someone else. You may manage your ISID subscriptions and you may opt-out of receiving marketing communication at any time.
From time to time, ISID may receive personal information about individuals from third parties. This may happen if your employer signs you up for membership.
ISID processes your data to provide you with the goods or services you have requested or purchased from us, including membership services, events, publications and other content. We use this information to refine our goods and services to better tailor them to your needs and to communicate with you about other services ISID offers that may assist you in your practice. Most of the time, ISID needs to process your personal data to fulfill an order for goods or services – including membership services, with all the attendant benefits and opportunities ISID provides. Sometimes ISID has a legitimate interest in processing data to better understand the needs, concerns, and interests of ISID members and customers so ISID can operate optimally as an association and as a business. And sometimes, ISID relies upon your consent, in which case we will keep a record of it and honor your choices.
Information about your ISID purchases and subscriptions are maintained in association with your membership or profile account. The personal information the ISID collects from you is stored in one or more databases hosted by third parties located in the United States. These third parties do not use or have access to your personal information for any purpose other than cloud storage and retrieval.
We do not otherwise reveal your personal data to third-parties for their independent use unless: (1) you request or authorize it; (2) it’s in connection with ISID-hosted and ISID co-sponsored conferences as described above; (3) the information is provided to comply with the law (for example, to comply with a search warrant, subpoena or court order), enforce an agreement we have with you, or to protect our rights, property or safety, or the rights, property or safety of our employees or others; (4) the information is provided to our agents, vendors or service providers who perform functions on our behalf; (5) to address emergencies or acts of God; or (6) to address disputes, claims, or to persons demonstrating legal authority to act on your behalf. We may also gather aggregated data about our members and website visitors and disclose the results of such aggregated (but not personally identifiable) information to our partners, service providers, advertisers and/or other third parties for marketing or promotional purposes.
We know how much data security matters to our members and subscribers. Accordingly, we will treat your data with the utmost care and take all reasonable appropriate steps to protect it once we receive it. Unfortunately, no data transmission over the Internet can be guaranteed to be secure. As a result, while we strive to protect your personally-identifiable information, ISID can’t ensure or warrant the security of any information you transmit to us or from our online products or services, and you do so at your own risk. Once we receive your personally-identifiable information, we will take reasonable efforts to ensure its security on our systems.
To help protect the privacy of data and personally identifiable information you transmit through use of this Site, we maintain physical, technical and administrative safeguards. We update and test our security technology on an ongoing basis. We restrict access to your personal data to those employees who need to know that information to provide benefits or services to you. In addition, we train our employees about the importance of confidentiality and maintaining the privacy and security of your information. We commit to taking appropriate disciplinary measures to enforce our employees’ privacy responsibilities.
We will only keep your personal data for as long as is necessary for the purpose for which it was collected unless required by law. At the end of the retention period, your data will either be deleted completely or anonymized so that it can be used in a non-identifiable way for statistical analysis and strategic planning. Your personal data is stored by ISID on its servers, and on the servers of the cloud-based database management services ISID engages, located in the United States. ISID retains data for the duration of the customer’s or member’s business relationship with the ISID and for a period of time thereafter to allow members to recover accounts if they decide to renew, to analyze the data for ISID’s own operations, and for historical and archiving purposes associated with ISID’s history as a membership association. For more information on where and how long your personal data is stored, and for more information on your rights of erasure and portability, please contact firstname.lastname@example.org.
We do not otherwise reveal your personal data to third-parties for their independent use unless: (1) you request or authorize it; (2) it’s in connection with ISID-hosted and ISID co-sponsored conferences as described above; (3) the information is provided to comply with the law (for example, to comply with a search warrant, subpoena or court order), enforce an agreement we have with you, or to protect our rights, property or safety, or the rights, property or safety of our employees or others; (4) the information is provided to our agents, vendors or service providers who perform functions on our behalf; (5) to address emergencies or acts of God; or (6) to address disputes, claims, or to persons demonstrating legal authority to act on your behalf. We may also gather aggregated data about our members and Site visitors and disclose the results of such aggregated (but not personally identifiable) information to our partners, service providers, advertisers and/or other third parties for marketing or promotional purposes.
The ISID may also collect information about you that is not personally-identifiable. This type of information includes your field of practice, city, state, country, zip code, interests and preferences. The ISID will not collect any such information about you unless you provide it to us voluntarily. The ISID may share this information in the aggregate with business partners, sponsors and other third parties. For example, the ISID may inform a sponsor that x percent of our website users are from the eastern United States.
You may request information about: the purpose of the processing; the categories of personal data concerned; who else outside the ISID might have received the data from the ISID; what the source of the information was (if you didn’t provide it directly to the ISID); and how long it will be stored. You have a right to correct (rectify) the record of your personal data maintained by the ISID if it is inaccurate. You may request that the ISID erase that data or cease processing it, subject to certain exceptions. You may also request that the ISID cease using your data for direct marketing purposes. In many countries, you have a right to lodge a complaint with the appropriate data protection authority if you have concerns about how the ISID processes your personal data. When technically feasible, the ISID will—at your request—provide your personal data to you or transmit it directly to another controller.
Reasonable access to your personal data will be provided at no cost to ISID members, conference attendees and others upon request made to the ISID at email@example.com. If access cannot be provided within a reasonable time frame, ISID will provide you with a date when the information will be provided. If for some reason access is denied, ISID will provide an explanation as to why access has been denied.
You can contact us to request to exercise these rights at any time by email us on firstname.lastname@example.org or write to us at:
International Society for Infectious Diseases
9 Babcock Street, Unit 3
Brookline MA 02446
You can cancel your ProMED-mail subscription at any time online at:
You can contact us to stop the use of your personal data by us for direct marketing by email at email@example.com or write to us at:
International Society for Infectious Diseases
9 Babcock Street, Unit 3
Brookline MA 02446
Please note that you may continue to receive communications for a short period after changing your preferences while our systems are fully updated.
ISID assumes no responsibility for the information practices of sites you are able to access through its website. These links to other sites do not imply affiliation or endorsement of a linked site.
The Website is not directed at individuals under thirteen years of age, and ISID does not intend to collect any personally-identifiable information from such individuals.
If you have any questions that haven’t been answered please contact us by email on firstname.lastname@example.org or write to us at:
International Society for Infectious Diseases
9 Babcock Street, Unit 3
Brookline MA 02446