PERSONAL INFORMATION THAT WE COLLECT
The personal information that we collect and store comes to us in a variety of forms:
- membership application form (by email or by regular mail)
- email (e.g. annual renewal of membership)
This information is always directly provided by the member. We do not collect and store information about members that come from a third party, except from the Royal Statistical Society of Belgium (RSSB). The RSSB and the Quetelet Society have a long history of joint membership administration and we offer reduced membership fees for joint memberships.
Much of this information is considered PII (Personally Identifiable Information). PII is information that can be used to uniquely identify, contact, or locate a single person. Throughout this policy, we refer to PII as Personal Information.
When you visit the Quetelet Society online at quetelet.be, we automatically collect certain information about your device, including information about your web browser, IP address, and time zone. Additionally, as you browse the website, information is collected about the individual web pages that you view, and how you interact with the site, through Google Analytics. We collect information through the site using “log files”, which track actions occurring on the website, including date/time stamps. However, it is our practice not to use this information or store it in a permanent database except in aggregate form. You may opt-out of Google Analytics here: https://tools.google.com/dlpage/gaoptout.
Additionally, when you register for a conference or event, such as the Channel Network Conference of the Annual Meeting of the Royal Statistical Society of Belgium, we collect certain information from you, including your name, billing address, payment information, email address, and phone number. We collect this data so that we may communicate with you regarding the upcoming conference.
Information typically collected by the Quetelet Society for use with membership and conference registration includes one or more of these items: your full name, physical address (private address and/or address of employer), job description, employer, subscriptions (e.g. to journals of the IBS), payment information, phone and fax numbers, and e-mail addresses. We also store data on the type of membership (e.g. student, regular, lifetime member, and, if applicable, the type of the RSSB membership).
HOW DO WE USE YOUR PERSONAL INFORMATION?
We use much of the contact information that we collect in order to communicate with you regarding only those services, memberships, subscriptions, abstract submissions, information you have requested and/or registrations for which you have paid. We also use this information to communicate with you when you have contacted us directly with a question or request. The information is also used to fulfill any orders placed through the website (including processing your payment information, and providing you with invoices and/or order confirmations), and to send you regular member communications that are regularly shared as a member benefit.
Members (new members or renewal) have the option of submitting some applications and/or registrations by sending a paper or PDF form in person, or by mail, fax or e-mail. These forms will often contain payment information necessary in order to complete a purchase. The practice of the Quetelet Society is to not retain any payment information once a payment is processed successfully. The Quetelet Society follows the guidelines of the Payment Card Industry (PCI) in the handling of credit card information, and does not retain actual credit card number information any longer than it takes to complete the financial transaction. Paper and/or PDF forms containing PII are destroyed within seven years after the relevant order or event has ended.
SHARING YOUR PERSONAL INFORMATION
The Quetelet Society shares your Personal Information with
- RSSB (because we share the same membership database, organize our membership administration together and offer registration fee reductions for joint membership). If you are not a member of the RSSB, however, the RSSB will not use your Personal Information in any way.
- International Biometrics Society (IBS). As a Region of the IBS, we are obliged to provide membership information on a yearly basis. This information is a subset of the Personal Information that was described earlier in this document: name, contact information, membership type, journal subscriptions.
- other Regions of the IBS. When the Quetelet Society organizes an event together with other Regions (e.g. the Channel Network Conference), we share Personal Information of our members with the Regions that are involved. This information is limited to: contact information, conference registration (including payment information if relevant for the event).
In exceptional cases we may need to share some Personal Information to a third party, e.g. when this third party is involved in the organization of a conference (e.g. for room reservations in a hotel). The Quetelet Society will only provide the minimal information that is necessary, and will only do so when the member registered for the event (and by doing so, agreed to share information with a third party).
Each member may choose to share some of her/his Personal Information on the website of the Quetelet Society (quetelet.be) as part of the membership list: name and email address. At any time, members can change their preference of information sharing on the membership pages, after logging in with their personal account information.
We may also share your Personal Information to comply with applicable laws and regulations, to respond to a subpoena, search warrant or other lawful request for information we receive, or to otherwise protect our rights.
The Quetelet Society will not use your Personal Information to provide you with marketing communications, except for events organized by the Quetelet Society or the IBS.
DO NOT TRACK
You can opt-out of Google Analytics here: https://tools.google.com/dlpage/gaoptout.
You have the right to access Personal Information we hold about you and to ask that your Personal Information be corrected, updated, or deleted. If you would like to exercise this right, please contact the Quetelet Society.
Additionally, we note that we are processing your information in order to fulfill contracts or agreements we might have with you (for example, if you place an order through the website, register for an event). Additionally, please note that your information will be transferred between countries and jurisdictions, for GDPR purposes.
When you become a member or customer of the Quetelet Society, and we receive Personal Information from you, that information will be added to our internal database. If no additional transactions or activity have been noted during a two year period, the record containing your Personal Information will be considered inactive and will be deleted upon your request. In addition, we will maintain the information related to any transactions or purchases in our records unless and until you ask us to delete this information.
For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact the Quetelet Society.