Privacy policy – Abstract policy – Annual meeting policy – Membership policy – Terms & conditions

 

Privacy Policy

Effective date: November 5, 2018

The Belgian Association for Cancer Research (“BACR” or “us” or “we”, or “our”) operates the https://www.bacr.be website (the “Service”).

The BACR takes your personal data very seriously. This page informs you of our policies regarding the collection, use, and disclosure of personal data when you use our Service, the choices you have associated with that data and how you can exercise your rights.

We use your data to provide and improve the Service. By using the Service, you agree to the collection and use of information in accordance with this policy. Unless otherwise defined in this Privacy Policy, terms used in this Privacy Policy have the same meanings as in our Terms and Conditions, accessible from https://www.bacr.be

 

Your rights

Under the EU General Data Protection Regulation, you have the following rights:

  • Right to be informed: the right to know what is happening to your personal data. You can find this information on this page, as well as in notices when you give us personal details, for example when you join as a member or submit an abstract.
  • The right to access your personal data: you can request a copy of the data we hold about you.
  • The right to rectification: you have the right to correct personal data that we hold about you.
  • The right to erasure: you have the right to request that we delete the personal data we hold about you.
  • The right to the restriction of processing: this right entitles you to request a pause on our processing of your data while we resolve a query to one of your other rights. We will apply this automatically if you request this whilst exercising on of your other rights.
  • The right to data portability: this right grants you the ability to request a portable version of your personal data, i.e. data in an electronic format that you can then use with other service provides. We do not fit the criteria for this right, as we do not carry out automatic processing.
  • The right to object: you have the right to object to the ways in which we process your data as set out below.
  • Rights related to automatic decision making: these rights relate to automated profiling, which we do not use.

In addition, where we rely on Consent as our legal basis, you have the right to unconditionally withdraw consent. At this point, we will stop processing your data, and delete any personal data that we do not need to hold for other reasons. You can exercise this right by contacting us.

Finally, you have the right to lodge a complaint with the supervisory body in Belgium. Of course, we would much prefer that you write to us directly if you have concerns about the way we have handled your personal data.

Information Collection And Use

We collect several different types of information for various purposes to provide and improve our Service to you.

Types of Data Collected

Personal Data

While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you (“Personal Data”). Personally identifiable information may include, but is not limited to:

  • Email address
  • First name and last name
  • Phone number
  • Address, State, Province, ZIP/Postal code, City
  • Affiliation
  • Job title
  • Photographic material
  • Cookies and Usage Data

Such data can be collected when applying for or buying a yearly membership, registering for our annual meeting, submitting an abstract for our annual meeting, participating in a contest and through contacting us.

Usage Data

We may also collect information how the Service is accessed and used (“Usage Data”). This Usage Data may include information such as your computer’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, location, the time spent on those pages, unique device identifiers and other diagnostic data.

Tracking & Cookies Data

Cookies are files with small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Tracking technologies also used are beacons, tags, and scripts to collect and track information and to improve and analyze our Service.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

Further information about cookies and how to control their use is available from All About Cookies and Your Online Choices.

Examples of Cookies we use:

  • If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
  • If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
  • When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

 

Use of Data

BACR may process your data in the following situations:

  • If you join us as a member directly
  • If you register for our annual meeting
  • If you submit an abstract
  • If you contact us by email or through the contact form
  • If you use our website

BACR uses the collected data for various purposes:

  • To provide and maintain the Service
  • To notify you about changes to our Service
  • To allow you to participate in interactive features of our Service when you choose to do so
  • To provide customer care and support
  • To provide analysis or valuable information so that we can improve the Service
  • To monitor the usage of the Service
  • To detect, prevent and address technical issues

Transfer Of Data

Your information, including Personal Data, may be transferred to — and maintained on — computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from your jurisdiction.

If you are located outside Belgium and choose to provide information to us, please note that we transfer the data, including Personal Data, to Belgium and process it there.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

BACR will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of your data and other personal information.

Disclosure Of Data

Legal Requirements

BACR may disclose your Personal Data in the good faith belief that such action is necessary to:

  • To comply with a legal obligation
  • To protect and defend the rights or property of BACR
  • To prevent or investigate possible wrongdoing in connection with the Service
  • To protect the personal safety of users of the Service or the public
  • To protect against legal liability

Security Of Data

The security of your data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.

Service Providers

We may employ third party companies and individuals to facilitate our Service (“Service Providers”), to provide the Service on our behalf, to perform Service-related services or to assist us in analyzing how our Service is used.

These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

One of the benefits of a BACR membership is automatic membership for the European Association for Cancer Research (“EACR”) during the one-year period of your BACR membership. In order to accomplish this, the BACR is required to transfer a minimum of data to the EACR.

Analytics

We may use third-party Service Providers to monitor and analyze the use of our Service. This Usage Data may include information such as your computer’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, location, the time spent on those pages, unique device identifiers and other diagnostic data.

Links To Other Sites

Our Service may contain links to other sites that are not operated by us. If you click on a third party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit.

We will try to provide you with links to high quality, reputable websites which we believe will be of interest and relevance to you. However, please not that we have no control over the content, privacy policies or practices of any third party websites or services.

When you click through to any of these websites you leave the area controlled by the BACR. We cannot accept responsibility for any issues arising in connection with the third party’s use of your data, the website content of the services offered to you by these websites.

Children’s Privacy

Our Service does not address anyone under the age of 18 (“Children”).

We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and you are aware that your Children has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.

Changes To This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. Such changes will take effect immediately upon posting.

We will let you know via email and/or a prominent notice on our Service, prior to the change becoming effective and update the “effective date” at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

This Privacy Policy was lasted updated on 5th of November 2018.

Contact Us

If you have any questions about this Privacy Policy, please contact us:

  • Through the contact form on our website
  • By email: info@bacr.be

 

 


 

 

Membership policy

 

Section 1 – Definition

BACR membership entitles the member to be part of the BACR organization and to benefit from the advantages offered therein.

 

Section 2 – Becoming a member

Any individual over the age of 18 years can become a member of the BACR. Membership can be bought each year prior to the BACR Annual Meeting at a fixed fee dependent on the type of membership that is applied for:

  • Junior BACR membership (graduate student, PhD student): 30 EUR
  • Full BACR membership (post-doc, principal investigator): 45 EUR

Memberships can also be bought on site during the BACR Annual Meeting at a fixed rate of 50 EUR, irrespective of the position of the applicant. The increased fee is necessary to cover the costs which are related to accommodating a last-minute participant to the meeting.

Currently, it is not possible to become member outside of this registration period.

It is possible to become a member during the registration period without attending the conference. In this case, please contact us.

 

Section 3 – Duration

BACR memberships are active for one year, starting on the date of the upcoming Annual Meeting until the Annual Meeting thereafter. Following this one-year period, memberships are automatically terminated. Therefore, yearly renewal of the membership is necessary to remain an active member and to profit from the membership benefits.

 

Section 4 – Benefits

A BACR membership offers some benefits:

  • Automatic registration to the upcoming annual meeting
  • Eligibility for the best poster and oral presentation awards
  • Automatic one-year membership for the European Association for Cancer Research during your BACR membership period

When membership is bought on site during the Annual Meeting, the benefit of becoming eligible for the best poster and oral presentation awards is cancelled. Since in this case the member will not have submitted an abstract to the Annual Meeting, eligibility for the awards will have become redundant.

 

Section 5 – Annulment and refund

Annulments are divided into three categories:

  • Annulment prior to the online registration deadline: Contact us and the membership application will be annulled. Any submitted abstract as presenting author to the Annual Meeting will be rejected and deleted from our database. The paid membership fee will be refunded in full minus an administrative cost of 5 EUR.
  • Annulment between the online registration deadline and the start of the membership (day of the Annual Meeting): Contact us and the membership application will be annulled. Any submitted abstract as presenting author to the Annual Meeting will be rejected and deleted from our database. The paid membership fee will be refunded in full minus an administrative cost of 25 EUR.
  • Annulment during the membership (one year onwards starting on the day of the Annual Meeting): Annulment is no longer possible and your membership fee will not be refunded. Your membership will terminate after one year. However, you can request to not be contacted by us during your membership. In this case, please contact us to update your preference.

 

Section 6 – Data collection & storage

By paying a membership fee, you enter into a contract with the BACR to be provided with the benefits as set out on our website. This contract provides the lawful basis for us to process your data. We collect your personal data during the membership application and store them in a secure database. These data include, but are not limited to:

  • Title
  • Name
  • Affiliation
  • Position
  • Email
  • RIZIV/INAMI number

In addition, we can ask for your preferences regarding the Annual Meeting, which will help us to organize this event. These data include, but are not limited to:

  • Abstract submission
  • Transport
  • Dietary requirements

Finally, we collect data regarding the payment, including, but not limited to:

  • Time of payment

The payment itself is carried out via MultiSafepay B.V. The BACR will not collect your payment details, except those described above.

Member data will be stored while you are a member and for two years after your membership lapses. You can request to delete your member data once your membership has lapsed by contacting us following the termination of your membership.

You can contact us for inspection of your member data at any time.

More information on our Privacy Policy can be found by clicking here.

 

Section 7 – Third Party data sharing

One of the benefits of the BACR membership considers an EACR membership during your BACR membership period. For this purpose, we will share some of your personal data with the European Association for Cancer Research. This is a requirement in order to obtain the EACR membership. As such, by buying a BACR membership, you agree that we are allowed to share the necessary personal data with the EACR.

Your personal data will not be shared with any other Third Party unless we are required so on a legal basis.

 

Section 8 – Contact information

Questions about the Membership Policy should be sent to us at info@bacr.be or through the online contact form.

 

 


 

 

Annual Meeting Policy

 

Section 1 – Definition

Each year the BACR organizes its Annual Meeting for members only. Belgian universities with BACR board members organize this meeting on a rotational base. The theme of the meeting will be altered each year in order to present the community with a state-of-the-art update regarding the given domain. In addition, the Annual Meeting strives to connect Belgian cancer researchers while it also serves as a platform for young investigators to present their work. Finally, the Annual Meeting will serve as a forum for the BACR General Assembly.

 

Section 2 – Time of the Annual Meeting

The Annual Meeting will be held in the end of January or the beginning of February. The meeting itself has a duration of one full day.

 

Section 3 – Scientific program

The organizing committee decided on the scientific program and the theme of the meeting, which are both approved by the BACR Board. The scientific program always comprises the following sections:

  • Invited (inter)national speakers on topic
  • Oral presentations by young investigators, selected from the submitted abstracts
  • A poster session

The abstracts do not have to be on the theme of the meeting, all topics are welcomed.

 

Section 4 – General Assembly

The General Assembly of the BACR will be held during the BACR Annual Meeting. All members are invited to attend this General Assembly.

 

Section 5 – Registration

The registration for the Annual Meeting is attached to the online buying of a BACR membership. Here, personal data and meeting preferences will be collected, which are required for the organization of the Annual Meeting. Registration will only be completed when a membership has been applied for and paid for successfully. Alternatively, on-site registration is possible. The participation fee for the Annual Meeting is included in the membership fee.

 

Section 6 – Photographic material

By registering for the Annual Meeting the participant agrees to be potentially included in photographic material concerning the meeting. This photographic material will be used to recapitulate and to archive the Annual Meeting on our website and as such, will be stored indefinitely thereon.

 

Section 7 – Awards

The BACR awards the best presenters of both oral and poster presentations with a monetary prize.

 

Section 8 – Online abstract book

In the light of organizing a meeting in an ecological responsible manner, we have replaced the printed abstract book with an online digital abstract book which is freely accessible. Next to the meeting abstracts, this book will also contain the program and a list of participants showing name and affiliation. By registering for the Annual Meeting, the participant agrees to have his/her respective data presented in the list of participants in the online abstract book, unless you request to be removed from this list by contacting us. The online abstract book will be shown indefinitely on our website as part of the recapitulation and archive of the Annual Meeting.

 

Section 9 – Data collection & storage

By registering for the Annual Meeting, the participant gives consent to the BACR to store, to handle and to present the data collected. The lawful basis for us to process this data is the legitimate interest of the participant to participate in the Annual Meeting, which the participant has made clear by registering for the Annual Meeting. We collect your personal data, meeting preferences and payment data during the registration process and photographic material during the meeting itself, all of which are stored in a secure database. Personal data include, but are not limited to:

  • Title
  • Name
  • Affiliation
  • Position
  • Email
  • RIZIV/INAMI number

In addition, we can ask for your preferences regarding the Annual Meeting, which will help us to organize this event. These data include, but are not limited to:

  • Abstract submission
  • Transport
  • Dietary requirements

During the registration, we collect data regarding the payment of the membership fee, which is carried out simultaneously. This allows us to verify the participant has bought a membership and as such is eligible to participate in the Annual Meeting. This data includes, but is not limited to:

  • Time of payment

The payment itself is carried out via MultiSafepay B.V. The BACR will not collect your payment details, except those described above.

Participant data is equal to member data and as such follows the regulations set out in the Member Policy. Member data will be stored while you are a member and for two years after your membership lapses. You can request to delete your member data once your membership has lapsed by contacting us following the termination of your membership.

During the meeting, we can collect additional material involving the participant, including, but not limited to:

  • Photographic material
  • Bank account in case the participant wins an award

This bank account data is required in order to transfer the prize to the laureate. Bank account data will be stored for a maximum time of one year. The laureate can request to delete this data by contacting us. The photographic material will be used to recapitulate and to archive the Annual Meeting on our website and as such, will be stored indefinitely thereon.

You can contact us for inspection of your member data at any time.

More information on our Privacy Policy can be found by clicking here.

 

Section 10 – Third Party data sharing

The personal data collected during registration will not be shared directly with any Third Party, with the exception of the data required to grant the participant with an EACR membership, as stated in our Membership Policy. In addition, the participant agrees that some personal data will be presented indefinitely on our website as part of the freely accessible abstract book (discussed in Section) and that photographic material can be presented indefinitely on our website as part of the recapitulation and archiving of the Annual Meeting.

Your personal data will not be shared directly by us with any of the sponsors present at the Annual Meeting, with the exception of the EACR as stated above.

 

Section 11 – Contact information

Questions about the Membership Policy should be sent to us at info@bacr.be or through the online contact form.

 

 


 

 

Abstract Policy

 

Section 1 – Definition

A member who attends to BACR Annual Meeting is entitled to submit one or more abstracts, as presenting author, for the meeting. With this abstract, the member will communicate his/her scientific findings to the BACR community.

 

Section 2 – Guidelines

Guidelines for the abstract and its submission can be found online on our website. The abstracts do not have to be on the theme of the meeting, all topics are welcomed.

 

Section 3 – Eligibility for submission

Only member who renew their abstract or individuals who buy a membership are eligible to submit an abstract for the upcoming meeting. Hence, the presenting author needs to be an active BACR member at the time of the conference.

 

Section 4 – Deadline for submission

The deadline for abstract submission will be communicated on our website. Please note that by this deadline, the presenting author also needs to be registered for the conference and as such, needs to have bought or renewed his/her membership. Not complying to this prerequisite will render the abstract ineligible to be selected for oral presentation or participation to the meeting.

 

Section 5 – Withdrawal

Abstracts can be withdrawn until the registration deadline, which will be communicated on our website.

 

Section 6 – Online abstract book

In the light of organizing a meeting in an ecological responsible manner, we have replaced the printed abstract book with an online digital abstract book which is freely accessible. By submitting an abstract, the authors agree with its presentation in the online abstract book of the meeting. The online abstract book will be shown indefinitely on our website as part of the recapitulation and archive of the Annual Meeting.

 

Section 7 – Presentation

By submitting an abstract and registering for the Annual Meeting, the presenting author agrees to present his/her work at the conference, either in poster or oral presentation format.

The Board of the BACR evaluates all eligible abstracts for their quality. Presenting authors of selected abstracts will be notified of the selection.

  • Eight abstracts of young investigators will be selected for oral presentation during the Annual Meeting.
  • All other accepted abstracts will be selected for poster presentation during the poster session.

Both oral presentations by young investigators and the poster session are essential components of the Annual Meeting by serving as a platform for young investigators as well as by presenting an update of the cancer research field in Belgium.

 

Section 8 – Awards

The BACR awards the best presenters of both oral and poster presentations with a monetary prize.

 

Section 9 – Data collection & storage

By submitting an abstract, the participant gives consent to the BACR to store, to handle and to present your abstract data. The lawful basis for us to process this data is the legitimate interest of the participant to contribute to the Annual Meeting, which the participant has made clear by submitting an abstract. We collect your personal and abstract data during the abstract submission and store them in a secure database. Personal data of the presenting author includes, but is not limited to:

  • Title
  • Name
  • Affiliation
  • Position
  • Email
  • Address

In addition, we collect data regarding the abstract you submit. These data include:

  • Title of the abstract
  • Content of the abstract
  • Authors of the abstract
  • Author affiliations of contributors to the abstract

All data regarding the abstract, i.e. the data described above, will be automatically converted to a standard template PDF. This PDF version will be distributed on our website as part of the online abstract book. The online abstract book remain on our website indefinitely as part of the meeting archive. By submitting an abstract, the authors agree to have their abstract presented on our website indefinitely.

When the presenting author wins one of the prizes for the best presentation of their research, we collect additional personal data, including but not limited to:

  • Bank account
  • Photographic material

This bank account data is required in order to transfer the prize to the laureate. Bank account data will be stored for a maximum time of one year. The laureate can request to delete this data by contacting us. By accepting the prize, the laureate agrees to the use of photographic material of him/her – relating on the meeting – on our website.

More information on our Privacy Policy can be found by clicking here.

 

Section 10 – Third Party data sharing

The personal and abstract data collected during abstract submission will not be shared directly with any Third Party. However, the authors agree that these data will be presented indefinitely on our website as part of the freely accessible abstract book.

 

Section 11 – Contact information

Questions about the Membership Policy should be sent to us at info@bacr.be or through the online contact form.