ICOH Privacy Policy

Pursuant to REGULATION (EU) 2016/679 (GDPR)

The International Commission on Occupational Health - ICOH aware of the importance of ensuring private information security, in accordance with applicable Italian and European legislation, hereafter describes the methods of processing personal data of those ("User", "Users") who connect to this Site, directly, or even through a link from another site, or contacting the Secretariat General by other means.
This site www.icohweb.org contains links to other websites: this Privacy Policy does not regard other websites that may be consulted by the User through appropriate links. They may contain "privacy policy on the processing of personal data", in whole or in part different from this Informative. ICOH therefore invites the User to examine the privacy policy of each site to which he / she connects, before inserting any personal information therein. This information applies to personal data processed on this site and with other means by ICOH Secretariat General: it concerns the processing of data through this website and other tools (e.g. telephone, mail, etc.). This Privacy Policy is effective as of (May 25th, 2018) and will remain in force with the exception of possible future amendments, which will come into force immediately after publication on this page. We reserve the right to update or change our Privacy Policy at any time therefore invite you to check this Privacy Policy periodically. Your continued use of the Service after we post any modifications to the Privacy Policy on this page will constitute your acknowledgment of the modifications and your consent to abide and be bound by the modified Privacy Policy.
If we make any material changes to this Privacy Policy, we will notify you either through the email address you have provided us, or by placing a prominent notice on our website

Holder of the processing of personal data

The Data Controller of personal data is the President of the International Commission on Occupational Health - ICOH, C. F. 92016470582, with official address in Milan, via San Barnaba 8, Italy.

Processor and Place of processing of personal data

The Data Processor is the Secretary General and the processing of personal data related to the consultation of the Site and ICOH Secretariat General takes place at the operative office of ICOH, in Monteporzio Catone (Rome), via Fontana Candida 1, Italy. The data is stored in a data center located at the operative office.

Type of data processed

Traffic and navigation data provided by the user's computer
Your IP address may be used to help diagnose problems with the ICOH server and to administer our website. www.icohweb.org is hosted by Mclink.it in Italy. www.icohweb.org contains forms that may require users to sign in or to provide contact information (eg. name and email address). If visitors apply for becoming ICOH members, we may ask for financial information (e.g. bank account or credit card details) and demographic information (eg, zip code, age, etc.). www.icohweb.org has security measures in place to protect the loss, misuse, and alteration of the information under our control.
www.icohweb.org contains links to other websites. ICOH is not responsible for the privacy practices or the content of these websites. Cookies are used to track information to enhance the user experience. This information is kept confidential within the ICOH. Cookies are files with small amount of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a web site and stored on your computer’s hard drive. Like many sites, we use “cookies” to collect information. 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 Site.
Our website uses Google Analytics, a web analysis service of Google, Inc. (“Google”). Learn more from their Terms of Service and Privacy Policy.
Opt-out: Download the browser plugin “Google Analytics Opt-out Browser Add-on” here.

Data provided voluntarily by the User
The Website in the case of application form submission, renewal of membership campaign, and in other cases can ask the User to provide some personal information such as, for example, the name and surname, the professional address, a telephone number, the e-mail address, etc. The provision of such data depends only on the will of the User and are necessary in order to join ICOH and to be ICOH members in good standing. The same personal information are collected by other means (e.g. telephone, mail, etc.). by Secretariat General in order to process ICOH application forms and payment of membership fees. In order to have access to certain contents of the Site in specific areas reserved and to be able to take advantage of the full operation of the Site and ICOH member’s benefits, the User has the burden of:

  • obtain a pair of unique keys (Username and Membership Code) through a registration procedure;
  • in each new session, the User has to enter Username and Password for recognition by the authentication system.
  • Personal data collected from the form completed by the User at the time of his / her voluntary Registration (Registration Data) consist of contact information of the User, such as: name and surname or company name, association or institution, professional title, postal address, e-mail address, telephone number, fax, etc.
The computer system of the Site automatically associates these data to the Username and to the Passwords generated by the system linking them to an account and to access personal registration data only by typing Username and Password; the User is therefore fully responsible for the proper custody of his own Username and Password. In the following accesses, it will be possible to change passwords and the same regulation applies.

Purpose of the treatment

The personal data provided will be processed for the following purposes: Activities closely related and functional to the operation of services, for example:

  • allow the process of ICOH membership application and membership renewal;
  • allow the User access to the benefits offered to ICOH members and display the contents of the Site;
  • allow the receipt by the User of the payment of membership fees;
  • allow the shipment of ICOH quarterly Newsletter;
  • answer the questions and requests of the User;
  • Technical management of the Site and its private area, including for example, acquisition, feedback and management information about the account;
  • Communication with the User regarding changes or updates to the Site and the its services, and User contact information;
  • Distribution of communication materials regarding ICOH activities, ICOH triennial congresses, ICOH SCs Committees and ICOH NSs activities, and other OHS events.
Contact information or mailings are used to send information about the ICOH and to analyze website use and mailing effectiveness. Information collected through surveys or forms may be used to enhance ICOH services and benefits for ICOH members, such as conferences or other scientific events.

Methods of processing

The processing of personal data takes place through IT tools, telematics, manuals, all by ICOH. The processing of data takes place in compliance with the GDPR and the prescriptions defined within the organization of ICOH described in the treatment records. Data processing is based on the principles of accuracy, legitimacy, transparency and protection of your confidentiality and rights.

Categories of the subjects that process the data

The processing is carried out by the Data Controller and its Distributors: employees, third-party suppliers (e.g. companies providing enveloping and labeling, shipping, etc.). Data processing by ICOH and its Distributors may take place regardless of the User's consent in the following cases:

  • at the request of the Judicial Authority, or to defend or protect their rights in administrative, judicial or arbitration proceedings;
  • in the event that the processing of data is necessary to allow investigations direct to counter illegal activities, acts in fraud against the law, or to guarantee the safety of people or things; in all cases, in general, in which the data transmission is required by law.

Categories of the subjects that process the data

The processing is carried out by the Data Controller and its Distributors: employees, third-party suppliers (e.g. companies providing enveloping and labeling, shipping, etc.). Data processing by ICOH and its Distributors may take place regardless of the User's consent in the following cases:

  • at the request of the Judicial Authority, or to defend or protect their rights in administrative, judicial or arbitration proceedings;
  • in the event that the processing of data is necessary to allow investigations direct to counter illegal activities, acts in fraud against the law, or to guarantee the safety of people or things; in all cases, in general, in which the data transmission is required by law.

Rights of the interested parties

The User registered on the Site is solely responsible for the truthfulness of the information personal data entered there. Pursuant to articles 15 to 21 of the GDPR, the interested party has the right to:

  1. Obtain confirmation of the existence or not of personal data concerning him/her, even if not yet registered and their communication in intelligible form.
  2. Get the indication of:
    1. The origin of personal data;
    2. The purposes and methods of the transaction;
    3. The logic applied in the event of a treaty carried out with the aid of electronic devices;
    4. The identifying identities of the Controller, Processor and Managers;
    5. The subjects or categories of subjects to whom the personal data can be communicated or who may come to know as a Representative designated in territory of the state, managers or agents.
  3. Get:
    1. Updating, rectification or, when interested, integration of data;
    2. Cancellation, transformation into anonymous form or blocking of data processed in violation of the law, including those whose retention is not necessary; for the purposes for which the data were collected or subsequently processed;
    3. The attestation that the operations referred to in letters a) and b) have been paced a knowledge, also with regard to their content, of those to whom the data were communicated or disseminated, except in the case in which such fulfillment is found impossible or involves the use of resources manifestly disproportionate to the protected right.
The User can exercise these rights recognized by law by contacting ICOH to Contacts indicated below. From 25 May 2018, the interested party may also, pursuant to Articles 15-21 of the GDPR, exercise the following specific rights:
  • Right of access;
  • Right of rectification;
  • Right to cancellation (right to be forgotten), except where the treatment is necessary for the Controller, for the exercise of the rights to freedom of expression and of information, for the fulfillment of a legal obligation or for the performance of a task carried out in the public interest, for purposes of archiving in the public interest, of scientific research or historical or statistical purposes, for the verification, exercise or defense of a right in court.
  • Right to limitation of treatment;
  • Right of opposition;
  • Right of withdrawal of consent at any time, while the lawfulness of the treatment based on consent before revocation;
  • Right to propose a complaint to the Guarantor for the protection of personal data.

Retention of personal data

ICOH retains the personal data collected from the User for as long as such information is deemed relevant for ICOH institutional activities as stated in ICOH Constitution and Bye-Laws, or until the User request cancellation. In any case the User can request cancellation of the own data by contacting ICOH to one of the addresses indicated in Contact Information, below.

Information security

ICOH is aware of the importance of ensuring safety of private information and therefore endeavors to protect privacy of Users of the Website.
Personal and demographic information including access credentials (username / login and password) of each User are sent and stored in server equipped with firewalls and physically allocated in protected data centers. Furthermore, ICOH adopts internal security procedures described in the treatment records, including, for example, access and use filtering data from their representatives.
ICOH can not however take responsibility for any unauthorized access, for data loss (eg password), illicit / incorrect use, or for alterations of personal information that occur outside of your control.

Contact Information

Upon request, our Controller will provide you with information as to whether and what personal data we store in relation to you. Should your personal data be incorrect, you may have it rectified. Please feel free to direct such requests, or other questions and comments regarding this privacy policy or the privacy practices to our Processor:

Sergio Iavicoli
International Commission on Occupational Health – ICOH
Via Fontana Candida 1
I-00078 Monteporzio Catone (Rome), Italy
icoh@inail.it

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