Privacy Notice

ECPR collects personal information from you in the following ways:

• Directly from your written input through both interaction with ECPR’s members of staff, its websites (such as the My ECPR account and event registration) or applications we use for our events.
• Automatically through ECPR’s websites technologies including tracking online, such as by cookies (which are small text files that are stored on your device when using a website).
• Directly from your written input through interaction with a third-party peer review system used by an ECPR journal.
• By closed-circuit television (CCTV) at our premises, Harbour House.

We do not buy, collect, store, or process any personal information originating from any third parties except where personal information may originate from an institution hosting one of our events.

The types of personal information that ECPR collects from you directly may include:

• Contact details, including your name, email address, postal address, website, social media handle, and telephone number.
• Institutional affiliation and identification.
• Gender and/or pronouns.
• Position within your organisation/stage of career, including students’ start and completion dates.
• Research interests.
• Usernames and passwords.
• History of applications to and participation in ECPR’s events and activities (including Section, Workshop, Panel and Paper proposals, applications for funding, shortlisting for prizes and article submissions).
• Membership of ECPR Standing Groups and Research Networks.
• Payment information, such as bank details.
• Comments, feedback, posts, and other content you provide to ECPR.
• Consent to receive emails from subscription lists.
• Internet Protocol (IP) addresses used to connect your computer to the Internet.
• My ECPR account creation and last log-in date and time.
• Logging acceptance of the Terms and Conditions and other agreements.
• Logging acknowledgement of the Privacy Notice.
• Location-aware services, the physical location of your device to provide you with more relevant content for your location (e.g., for an event App).

The lawful basis we rely on for processing your personal information is based on the specific purpose for the processing. For instance, we need your consent to market our services to you. In limited circumstances we may process your personal information to comply with our contractual obligations.

In other specific situations, we require your personal information to pursue our legitimate interests or the legitimate interests of a third party in a way which might reasonably be expected as part of running our organisation. We will not process your personal information unless we have an appropriate lawful basis to do so.

3.1 Photography at ECPR's events

Photography and filming can take place at any of our activities. Notices are displayed for participants, and they are given opportunities and methods to avoid being photographed. Photographs are used as a historical record of the event and in marketing collateral; no other personally identifiable information is provided alongside any photographs of individuals.

3.2 Filming at ECPR's events

ECPR may films/record some of its activities during its events. These recordings are used as a historical record and academic resource and may be made available through ECPR's website and/or social media channels where they can be shared. Consent is sought from any presenters included within this filming/recording and audience members are informed in advance of the event and on the day of any filming to take place, so they have an opportunity to avoid being captured. Any audience members are given opportunities and methods to avoid being filmed.

3.3 CCTV at Harbour House

A CCTV system is installed at Harbour House for the purpose of enhancing the security of the building and its associated equipment, which is in operation internally and externally 24 hours a day.

Any person whose image has been recorded may request a copy of the recording which relates to them. Where the image/recording identifies another individual, those images may only be released where they can be redacted/anonymised so that the other person is not identified or identifiable.

ECPR uses your personal information to provide you with a range of benefits, services, and activities in line with the Charitable Objects outlined in the Constitution. These might include:

• To determine whether you are eligible for member benefits dependent on your institutional affiliation – e.g., voting rights in elections, discounted event fees, access to funding.
• To process your attendance at an ECPR event – e.g., processing of academic assessment via peer review, registration and payments, timetabling, delivery of programmes in a variety of media, participant badges, production of signing-in sheets or systems, booking of hotel accommodation, etc.
• To process the submission and peer review of your article via a third-party peer review system managed by our publishing partners.
• To allow you to join and participate in Standing Groups and Research Networks.
• To allow the running of electronic elections, including for the Executive Committee and Standing Group steering committees.
• To analyse trends in participation in ECPR’s events and activities across gender, geography, generations, and research field for the purpose of meeting ECPR’s objectives of furthering the discipline of political science.
• To conduct minimal manual profiling to target communications based on interest, provision of services and membership benefit.
• To send out service and marketing communications via our preferred third-party providers.

We retain a record of your personal information to provide you with a high quality and consistent service. We keep your personal information for as long as required to operate the service we are providing to you or for archival purposes and in accordance with legal requirements and tax and accounting rules. We will always retain your personal information in accordance with the General Data Protection Regulation (GDPR) and personal information shall be kept for no longer than is necessary for the purposes for which it is being processed.

You can review and make changes to your personal information and email subscription list preferences at any time in your My ECPR account.

We may share your personal information with other organisations in the following circumstances:

• If the law or public authority says we must share personal information.
• To establish, exercise or defend our legal rights (this includes providing personal information to others for the purposes of preventing fraud and reducing credit risk).
• For auditing purposes to receive a grant or funding from a third-party organisation to subsidise the event.
• To our suppliers or service providers to provide the products or services you’ve requested from us. Other instances where we may share your personal information would be for payment processing.
• When assigning yourself to an institution that has Membership to the ECPR, the Official Representative of that institution will be able to see relevant personal information to review your affiliation of that institution and to obtain usage statistics for that institution’s account.

Any sharing of personal information with processors will be subject to separate Data Processing Agreements (DPAs) with the recipients. We will not disclose your information to any third-party controllers without having a lawful basis to do so.

Where personal information is collected by online peer review systems used by ECPR’s publishing partners, this personal information is collected upon separate agreement between the user and the owner of the system and is not collected or transferred from ECPR’s website.

Some individual users may be given access to specific sets of personal information via ECPR’s website for a specific purpose and timeframe, for example, Standing Group Convenors, Section or Workshop Chairs, Trustees, Academic Convenors, and members of ECPR staff. In these cases, access to personal information is limited only to that required to perform their specific role and is subject to a separate written agreement requiring them to adhere to ECPR’s data protection policies and data protection law.

Because ECPR operates primarily within Europe, most transfers of personal information will be within the European Union and the United Kingdom. Where we transfer your personal information outside the European Economic Area (EEA) or UK, we will ensure that the country has been deemed to provide an adequate level of protection for personal information by the European Commission; or we use specific contracts approved by the European Commission which give personal information the same protection it has in the EEA, combined with appropriate due diligence such as the completion of a Transfer Risk Assessment to identify any supplementary measures necessary; or establish that a specific legal exception applies. We will take all steps reasonably necessary to ensure that your personal information is treated securely and in accordance with this Privacy Notice and all applicable data protection laws.

ECPR’s websites or services (including those of its Standing Groups and Research Networks) may include links to third-party websites. In using such links, please be aware that each third-party website is subject to its own privacy and data protection notices/policies and is not covered by our Privacy Notice. In addition, we allow third-party companies to serve ads and/or collect certain anonymous information when you visit our websites. These companies may be placing and reading cookies in the cookie file of the browser on your computer's hard disk or using web beacons or other technologies to collect information in the course of ads being served on this website. These companies may use information other than personal information (e.g., clickstream information, browser type, time and date, subject of advertisements clicked or scrolled over) during your visits to these and other websites to provide advertisements about goods and services likely to be of greater interest to you. We cannot accept any responsibility or liability for the privacy practices of such third-party websites and your use of such websites is at your own risk.

When using ECPR's websites and/or mobile applications, you may be able to share information through social networks like Facebook or Twitter. For example, when you ‘like’ or ‘share’ our content. When doing this, your personal information may be visible to the providers of those social networks and/or their other users. Please remember it is your responsibility to set appropriate privacy settings on your social network accounts so that you are comfortable with how your information is used and shared on them.

As is true of most websites, we gather certain information automatically. This information may include IP addresses, browser type, Internet service provider (ISP), referring/exit pages, the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system, date-time stamp, and/or clickstream data to analyse trends and administer the site.

ECPR uses cookies or similar technologies to analyse trends, administer the website, identify, and fix bugs, track users' movements around the website, and to gather demographic information about our user base. You can control the use of cookies at the individual browser level, but if you choose to disable cookies, it may limit your use of certain features or functions on our website or services.

You have the right to make a request to be informed whether we hold or process any of your personal information. For EEA residents you may do so by emailing eurep@ecpr.eu or if you are located anywhere else in the world email dpo@ecpr.eu.

You have the right to:

• Request that we provide you with a copy of your personal information.
• Request that we rectify any errors in your personal information.
• Request that we Erase your personal data.
• Request that we restrict the use of your personal data.
• Request that where you provided information digitally to us, we transfer your personal information to a third party in a machine-readable format.
• Object to automated decision-making and profiling based on legitimate interests or the performance of a task in the public interest (in which event the processing will cease except where there are compelling legitimate grounds, such as when the processing is necessary for the performance of a contract between us).
• Object to direct marketing from us.
• Object to processing carried out for our legitimate interests or the legitimate interests of a third party.
• Withdraw your consent at any time when we rely on consent to process your personal information.

We will not use your personal information for marketing purposes, unless we have your prior consent, which we will seek before collecting your personal information. You can exercise your right to prevent such processing by checking certain boxes on the consent forms we use when collecting your personal information. If at any point you wish to review or change your preferences, you can use ‘opt-out’ or ‘unsubscribe’ mechanisms or other means provided within the communications that you receive from us or by sending an email to either eurep@ecpr.eu if you are located in the EEA or dpo@ecpr.eu if you are located anywhere else in the world. Note that you may still receive transactional communications from ECPR.

Please note that ECPR’s Privacy Notice is reviewed periodically. ECPR reserves the right to modify its Privacy Notice at any time without notice. Any changes to the Privacy Notice will be posted on this page and will become effective on the date of posting. We encourage you to periodically review this page for the latest information on our privacy practices.

Any comments, complaints or questions concerning this notice or complaints or objections about our use of your personal information should be addressed by directing your comments to ECPR’s EU representatives if you are located in the EEA at eurep@ecpr.eu or for the rest of the world at dpo@ecpr.eu. You also have a right to lodge a complaint with the supervisory authority responsible for information matters. In the UK this is the Information Commissioner’s Office (ICO) https://ico.org.uk/make-a-complaint.