Association of European Printing Museums ASBL

Data confidentiality policy

The Association of European Printing Museums (AEPM) collects as little information as possible about its members and subscribers to its services and does its utmost to protect from misuse the personal data which it holds.

We hold only such personal data as is necessary to provide you with the services and products to which you are entitled as a member or for which you have subscribed.

We limit the use your personal information to the minimum necessary for the proper working of the Association and undertake to never share your information with third parties without good reason. Under no circumstances do we sell or rent it to third parties or use it for any commercial purposes extraneous to the activities of the Association.

What personal data do we keep?

The following personal information is held in digital data files:

– individual or organisational members’ or subscribers’ names, postal addresses and telephone numbers, as supplied either on membership application forms or in correspondence between the member and an officer of the Association,

– individual or organisational members’ or subscribers’ email addresses, where supplied either on membership application forms or in correspondence between the member and an officer of the Association,

– individual or organisational members’ or subscribers’ website Urls, where supplied either on membership application forms or in correspondence between the member and an officer of the Association,

– records of the dates of membership payments,

– login details to secure access to personal or organisation profiles which, apart from the member or subscriber, only authorised persons can access.

The only information which we hold concerning online payments are the name of the payer, the amount paid and the date of payment. All other information is handled directly by PayPal.

We keep all this is information for the duration of membership and for a maximum of one additional year after resiliation of membership or subscription to our services.

How do we store, share and process your personal data?

We store personal data only on systems that are properly protected from unauthorised access using up-to-date system protection mechanisms including firewall, anti-virus and anti-malware software.

Members’ and subscribers’ personal information is shared between those officers of the Association responsible for maintaining membership records, financial accounts, online publications and other products and services.

Personal data concerning non-members and subscribers to the Association’s email distribution list are shared between those officers in charge of the Association’s communication or the pursuit of its activities.

We use cloud-based storage services that comply with current European data privacy law.

We do not include personal information in reports on the Association’s membership and financial position, only aggregated financial and numerical data.

Members’ and subscribers’ personal data is used to generate mailing lists for our own use in correspondence with members and subscribers to our services, and for use by service providers, such as printers carrying out mailings on our behalf. We provide service providers with the minimum of information that they need to carry out mailings, i.e. names and postal addresses. All service providers are bound by the same regulations as we are: without your consent they have no right to use the data, except for the purposes for which we are using their services. Once mailings are completed, service providers are required to delete the personal data that we have provided.

Member/subscriber consent and member/subscriber rights

By joining the Association and paying the membership fee, or by subscribing to our emailing list or any other service, members and subscribers consent to us using their contact details to send them information about the Association’s activities and to communicate with them formally about their subscription and about the Association’s annual general meeting and other Association events.

Members and subscribers may contact us at any time to request to see what information we hold at that time concerning them, to request that we change or delete information that we hold, or to request that we restrict its use.

We will advise a member if, by deleting the information or restricting its use, we will be unable to provide them with the full service due to them in return for payment of the membership fee.

Any member or subscriber with a request relating to their personal data held by us should contact the Secretary at info@aepm.eu.

Last updated: 24 August 2018.