Version française disponible sur demande / French version available on request.
The ESC complies with EC directives and is registered under the data
protection laws in France, and takes all reasonable care to prevent any
unauthorised access to your personal data. The ESC respects your
privacy and is committed to safeguarding the confidentiality of your
personal information. This policy explains how and why the ESC collects
and uses the personal information of its members, customers and website
visitors, and how the ESC protects your privacy. It also explains how
you can manage your own personal information held in the ESC system
through ‘My ESC’ on the ESC Web Site.
When disclosing your personal information to us by using ‘My ESC’ on
our website or by completing and submitting paper or electronic forms to
us, you consent to the collection, storage and processing of your
personal information as stated in this policy.
The personal information that we collect from you shall be obtained,
processed and transmitted in compliance with applicable data protection
legislation – the European Directives 95/46 and 2002/58 and, as our
offices are located in France, the French data protection law N°78-17 of
January 6, 1978, amended in 2004 (hence a French version of this policy
is available on request). "Personal Information" means information
that relates to a living individual who can be identified from that
information or from that information together with other information
which is held by or is likely to be held by us.
This general policy is in addition to any specific policies
concerning specific products or services. It may be amended at any time.
How the ESC collects personal information
The ESC is an association which combines a wide range of activities in the field of cardiology, including:
- Provision of Membership Services
- Collection and dissemination of scientific information
- Organisation of scientific congresses and events
- Provision of other products and services
This may require the handling of personal information of the
individuals involved in these activities and hence the ESC collects
personal information in a number of ways from a number of sources. This
information may be communicated to the ESC on paper forms received
through the postal services or by fax, or electronically through
registration on the ESC Web Site and use of the ESC’s online services
(‘My ESC’) or through other electronic forms made available through
The sources of personal information received by the ESC are:
- The individuals themselves
- Third parties acting on behalf of individuals (eg an agent arranging
registration or hotel accommodation for an ESC organised Congress)
- Affiliated Associations providing details of their Members (Note:
Members of National Cardiology Societies and Councils for Cardiology
Practice are also members of the ESC by virtue of their association’s
affiliation to the ESC).
Where we receive personal information about individuals from sources
other than the individuals themselves (eg for ESC membership or congress
registrations), we will take all practical steps to contact the person
concerned to advise of their rights to oppose the use of their data or
to correct it.
The principle ways in which the ESC collects personal information are:
- When you register personal details when creating or updating a ‘My ESC’ account on the ESC Web Site
- When you, or an agent or other third party acting on your behalf,
enter personal details on a form requesting an ESC product or service
(eg when registering for an ESC organised Congress)
- When you, or someone on your behalf, submits proposals or content in
connection with scientific sessions at an ESC organised Congress or
meeting (eg Abstracts submission)
- When you enter personal details on a form applying to become a
Fellow of the ESC, or Member of one of the ESC constituent bodies (such
as ESC Associations and Working Groups)
- When you enter details on a specific application for an ESC Grant or other award.
What personal information is collected by the ESC
Mandatory Personal Information
As a general rule, the following minimum information must be provided
in order for your order, request, application, etc. to be processed:
Nominative Information - Title, First Name(s), Family Name(s):
Your nominative details are needed to properly identify you, to
communicate with you, to provide you with the products and services you
have requested and to ensure that items are properly labelled as yours
(eg congress badges and scientific contributions such as abstracts and
Full Postal Address: The Postal Address is needed
when items will be sent to you by post (eg paper journals, congress
badges …). Although this is not always needed in practice, the full
postal address is always requested to save asking for it specifically
when needed for a particular transaction and because it helps to
correctly verify your identity (where other persons have the same or a
Additional personal information, which is mandatory for persons creating a ‘My ESC’ account on the ESC website is:
Date of Birth: Your date of birth is used to help
us correctly identify you and avoid duplicate records and also, where
specific fees or charges apply which depend on age, to determine
eligibility for these fees.
Email address: Your email address is needed because
it is used as part of the login information (to access your ‘My ESC’
personalised area on the ESC website) and is necessary in order to
communicate with you. Additionally, because we only permit a particular
email to be used once in our system, it reduces the possibility of
duplicates. Finally, it permits “Forgot Password” to be handled in an
automated secure way.
Emailing Preference: We ask you to advise us
whether or not you wish to receive marketing emails from the ESC. This
is so that we can respect your privacy as regards electronic
communications, as required by European and French law.
Profile Information: We ask you for information
about your Professional Activity, Place of Work, and Fields of Interest
and Areas of Expertise to enable us to provide you with more relevant
information, and to better understand the preferences of our audience so
that we can give a better service generally.
Other Personal Information
Other information may be requested which is necessary or relevant for
specific activities. The ESC carries out such a wide variety of
activities that it is not practical to provide an exhaustive list, but
here are some examples:
Mandatory information for specific purposes
- Credit Card information is required for anyone wishing to make payment by this method.
- Curriculum vitae, list of publications and other evidence of
scientific achievement is requested to support applications for
Fellowship of the ESC, Membership of certain ESC Associations and
Working Groups and ESC Grants and Research Fellowships.
- Affiliation information (to an organisation) is required for all persons wishing to submit an Abstract.
- Professional status (together with proof) is requested for all
persons requesting certain fees (eg specific registration fees for
congresses and events)
- Detailed Financial and Position of Influence information is
requested for persons required to complete ESC Declarations of Interest.
(ie persons holding ESC office or representing the ESC)
- Other information is also collected in an automated manner when you
use the ESC website about your computer and about your visits to and use
of the ESC websites
- Telephone and Fax information - to enable us to contact you rapidly in case of need
- Subscriptions to eNews and email notifications enable you to request
to receive regular ESC newsletters and email alerts on selected
How the ESC uses personal information
Personal information is needed by the ESC to enable it to properly
manage its member and customer files. These files are used to enable the
ESC to fulfill its role in providing a wide range of services to its
members, contributors and customers.
The personal information which you supply may also be specifically used to:
- process an application for Fellowship or Membership to an ESC Association, Working Group or Councils.
- process an application for an ESC grant, training fellowship or other award.
- process a registration for an ESC congress, meeting, course and other event (both at a physical location or online). Congress badges, online access to courses, etc and certificates of attendance also require the nominative information supplied.
- handle attendance at a social event at an ESC congresse, meeting or other event.
- process registration(s) or hotel request(s) for another person(s) if you are acting on behalf of a third party or parties.
- handle scientific programme activities in
connection with ESC congresses and meetings. These include: abstract
submission and grading process, speaker and chairperson management,
handling of agreement forms, preparation of the scientific programme,
presentation management onsite, publication of the scientific content on
the ESC website.
- process a subscription to an ESC journal (whether delivered to you in paper form or accessed online) and to handle your online access to its contents.
- handle specific processes for ESC leadership and volunteers representing the ESC, including hotel accommodation, expense claims and Declarations of Interest.
- manage access to and use of ESCeL (the ESC eLearning platform).
- manage access to restricted content on the ESC website (certain resources are only available to members of specific ESC Associations).
- enable individual communications with you about specific matters -
eg sending confirmations, receipts, requesting further information to
solve queries, responding to ESC Helpdesk Requests, etc and sending
emails to you with information about ESC activities which we believe
will be of interest to you (subject to your prior consent to receive ESC
- send electronic newsletters and notifications (alerts) to you (where you have subscribed to receive them).
How long personal information is kept
Personal information is only kept for a reasonable period of time,
dependent upon the nature of the information and its intended use, but
subject to a maximum of four years after your last use of an ESC product
Exceptionally, nominative information (only) is kept indefinitely for persons:
- who have had leadership positions in the ESC (ESC and ESC Constituent Bodies’ Board and Committee listings)
- who have submitted, and had accepted, or contributed to scientific
content for congresses, events, journals, guidelines, etc. (The
nominative information is kept to reference it and to be used with
published material, and to be accessed when those materials are
researched or viewed).)
If you are an ESC Member, your information will be kept in the ESC
system while you continue to be a Member, even if you do not use ESC
products or services during that time (also subject to a maximum of four
years), unless you request us not to keep it, in which case your
membership of the ESC will cease).
Electronic communication is for most purposes the ESC’s preferred
method of communication because it is generally convenient, rapid,
effective and efficient. In order to be able to communicate with you
directly electronically, the ESC needs your email address. You are
therefore required to supply your email address when you create your ‘My
ESC’ account on the ESC Web Site, which enables you to access a variety
of services online.
Unique Email Address
For your convenience and security, your email address is unique to
you in the system. (The ESC does 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.
This is to ensure that communications which are sent to you personally
are not read by others, and that others do not gain access to the
information in your ‘My ESC’ account. Additionally, the unique email
permits handling of “Forgot Password”, enabling you to reset your
password in an automated and secure way using your personal email
The ESC respects the privacy of personal email addresses and complies
with the current European legislation on email communication. The
objective is not to send you unwanted messages, and your email details
will not be passed on to any other individual or organisation without
Without your specific ‘Opt In’ to receive emailings from the ESC you may receive emails concerning:
- Products and services similar to those you have already received from the ESC
- If you are a Member of an ESC Association or Working Group (whose
benefits to Members include email newsletters, etc), activities or
scientific information specifically concerning the Association or
Working Group of which you are a Member
You can manage the extent to which the ESC communicates with you by
using the e-News section in your ‘My ESC’ homepage. Here you are asked
to indicate whether or not you wish to receive ESC generated emails.
If you decide that you do wish to receive email communications from
the ESC you can select which categories of news interest you. All mailings sent to you offer the possibility to unsubscribe.
If you indicate that you do not wish to receive ESC generated emails
you will only receive emails directly related to the transactions you
have with the ESC (eg confirmations of registrations, etc.) and other
necessary individual communications.
Disclosure of information and Marketing
The ESC does not sell, trade, or rent your personal information to
others. The ESC may supply your information to its contractors to
perform specific services (such as to the publishers to deliver ESC
journals). Otherwise, the ESC does not disclose personal information to
any other person or organisation without your consent. In this context,
your personal data may be disclosed to the following external partners
of the ESC in the circumstances described below:
- Congress exhibitors who scan your congress badge:
If you accept to have your badge scanned when visiting an exhibiting
company stand, or by a hostess at an Industry Sponsor session, your
badge will enable them to retrieve the following personal data:
nominative (title, first name(s), last name(s)), address (postal address
and email), telephone, fax and profile information (professional
activity, place of work and fields of interest).
- Agencies handling ESC managed hotel bookings: Nominative
information is provided to local agencies where the ESC handles hotel
bookings for a particular congress or event. (The large majority of
hotel bookings are now made directly through the local agency website).
- Groups representatives and Agencies handling your congress or event registration: Where
your registration is handled by someone other than yourself, your
confirmations, badges or vouchers may be sent to this third party.
These contain nominative details about you.
- Travel agency handling flight and hotel bookings on behalf of ESC Leadership and volunteers engaged in ESC business: Appropriate personal information is transferred to the travel agency handling these bookings
- ESC Leadership assessing ESC Fellowship and Membership applications:
An application to become an ESC Fellow or a Member of certain ESC
bodies (eg ESC Working Groups) requires the submission of a CV,
publication list and, sometimes, other elements to support the
application. This information, together with nominative information
concerning the applicant, is assessed by a leading cardiologist or
committee of cardiologists, prior to acceptance or refusal of the
- ESC Leadership assessing applications for ESC Grants, Training Fellowships or other awards: An
application for an ESC Grant or other award requires the submission of
appropriate career and other information to support the application.
This information is made available to the committee of cardiologists
responsible for assessing the applications and making the awards.
Right of access to your ESC information
You have the absolute right to access, amend, and oppose the use of, your personal data.
When you visit ‘My ESC’ you have direct control over the information
in your personal profile. You can access and change this information at
any time from your ‘My ESC’ homepage.
If you want to know exactly what personal information the ESC holds
on you, you can obtain it. If it transpires that the information is
inaccurate, or you wish to oppose its use in future, the ESC will make
the necessary amendments and confirm that these have been made. Please
contact the ESC in writing (accompanied by proof of identity) at:
European Society of Cardiology - Data Privacy
2035 route des Colles
06903 Sophia Antipolis Cedex
To protect your information, the ESC uses an industry standard
security protocol called Secure Sockets Layer (SSL) to encrypt the
transmission of sensitive information between you and our website.
is used, for example, when you login or 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.
them to provide useful features. Cookies in and of themselves do not
personally identify users, although they do identify a computer. Most
browsers are set initially to accept cookies. You can set your computer
to reject cookies. However, if you do choose to disable cookies, you
will not be able to use the online services offered through ‘My ESC’.
The ESC Web Site contains links to other websites. Please be aware
that the ESC is not responsible for the privacy policies of other sites.
You are therefore encouraged to read the privacy policies of any other
site that collects personally identifiable information. This privacy
policy applies solely to information collected by the ESC.
‘My ESC’ – Managing your contact with the ESC
Access to Personalised Services
You do not need to register to access most of the ESC Web Site, but
you do have to register to use personal services online and access
certain web content.
The details you supply the ESC may be combined with information from other ESC records to:
- provide you with online services like Abstract Submission, Registration for Congresses, etc.
- save you having to keep giving the same information for different ESC services
- allow you to access specific web content reserved for ‘My ESC’ users
- help you to get more out of the ESC by keeping you up to date about
ESC activities, scientific developments, and products and services by
email. (Note: This is an ‘Opt-In’ service only – for more information,
please go to the section Email Addresses)
- Access to your personal information
‘My ESC’ enables you to manage your personal information held by the
ESC. If you are a Member of the ESC, or have used ESC products and
services, a record will already exist for you which you can potentially
access by logging in online through:
- use of your existing login details (email and password), if you have already used the ESC online services (‘My ESC’) previously.
- the ‘Retrieve your Login’ feature which, if your email address is
recognised, will send an email to the address given which will guide you
through a process to set a password for yourself.
- Use of a special alternative login functionality available for limited periods