Privacy Policy

Effective date: 19 March 2026
Last updated: 19 March 2026

EuroPerfusion is organised by the European Board of Cardiovascular Perfusion (EBCP ivzw). We are committed to protecting your personal data and respecting your privacy.

This Privacy Statement explains how we collect, use, store, share and otherwise process personal data in connection with:

  • the website europerfusion.eu

  • congress registration and attendance

  • the EuroPerfusion mobile application

  • communications, newsletters and marketing

  • photos and videos taken in connection with EuroPerfusion events

This Privacy Statement is intended to meet the transparency requirements of the EU General Data Protection Regulation (GDPR). Under the GDPR, individuals must be informed about, among other things, the identity of the controller, the purposes of processing, legal bases, recipients, retention periods, international transfers, and their rights.

1. Data controller

The controller responsible for the processing of your personal data is:

European Board of Cardiovascular Perfusion (EBCP ivzw)
Kruidtuinlaan 32
1000 Brussels
Belgium

Privacy contact:
privacy@europerfusion.eu

2. What personal data we may collect

Depending on how you interact with EuroPerfusion, we may collect and process the following categories of personal data:

  • identification and contact details, such as your name, title, organisation, country, email address, telephone number and postal address

  • professional information, such as job title, institution, specialty and EBCP membership number

  • registration and attendance information, such as ticket type, event selections, dietary preferences, session choices, badge details and check-in information

  • payment and billing information, such as billing address, VAT details, transaction references and payment status

  • correspondence data, such as messages you send to us by email, contact form or support request

  • newsletter and marketing preferences

  • website usage data, including IP address, browser information, device information and cookie-related data

  • app-related data, such as account details, event preferences, usage data, device-related data, technical logs and analytics data

  • visual and audiovisual material, including photographs and video recordings taken during EuroPerfusion events

We do not intentionally collect more personal data than is necessary for the relevant purpose.

3. How we collect personal data

We may collect personal data:

  • directly from you, for example when you register for an event, contact us, subscribe to a newsletter, use the app, or submit information through our website

  • through our service providers and event systems, including EventsAir for registration management and Stripe for payment processing

  • automatically through cookies, analytics tools and app technologies

  • during the event itself, including through photography and video recording

4. Purposes and legal bases for processing

Under the GDPR, personal data must be processed on a valid legal basis. Depending on the situation, we rely on performance of a contract, compliance with legal obligations, legitimate interests, or consent.

We process personal data for the following purposes:

a. Event registration and administration

We process your data to register you for EuroPerfusion, manage attendance, issue confirmations, prepare badges, provide event information, and administer your participation.

Legal basis: performance of a contract, and where applicable our legitimate interests in organising and managing the event.

b. Payments, invoicing and accounting

We process billing and transaction data to receive payments, issue invoices, keep accounting records and comply with tax and accounting obligations.

Legal basis: performance of a contract and compliance with legal obligations.

c. Event communications

We may use your contact details to send you practical information relating to your registration, the event programme, schedule updates, venue information, app access and post-event follow-up.

Legal basis: performance of a contract and our legitimate interests in running the event efficiently.

d. Newsletter and marketing communications

We may send you newsletters, updates about future EuroPerfusion events, and related promotional communications.

Legal basis: consent where required by law, or our legitimate interests where permitted. You can unsubscribe at any time by using the unsubscribe link in the message or by contacting us.

e. Website analytics and improvement

We use analytics tools, including Google Analytics, to understand website use, improve performance, analyse visitor behaviour and support website administration. Under EU rules, non-essential analytics cookies generally require consent.

Legal basis: consent where required for cookies and similar technologies, and our legitimate interests in maintaining and improving our digital services where applicable.

f. App functionality and support

We process app-related data to provide access to event-related features, improve app performance, maintain security, troubleshoot technical issues and understand app usage.

Legal basis: performance of a contract, legitimate interests, and consent where required.

g. Photos and videos

We may take photographs and video recordings during EuroPerfusion events and use them for reporting, archiving, promotion, publication on our website, social media, and other marketing materials.

Legal basis: our legitimate interests in documenting and promoting EuroPerfusion.

h. Responding to enquiries and requests

We process personal data when you contact us for support, questions, complaints or privacy-related requests.

Legal basis: our legitimate interests and, where applicable, compliance with legal obligations.

5. Special categories of data

In limited cases, we may process information such as dietary preferences where this is necessary for event arrangements. Some dietary information may, in certain circumstances, reveal sensitive information. Where special category data is processed, we will do so only where permitted by applicable law and with appropriate safeguards. The GDPR provides extra protection for special categories of personal data.

Your EBCP membership number may also be processed for verification, administration or professional event purposes.

6. Recipients and service providers

We may share personal data with trusted third parties where necessary for the purposes described above, including:

  • EventsAir for event registration and management

  • Stripe for payment processing

  • Twilio SendGrid for email delivery

  • Google Analytics for website analytics

  • app distribution and related ecosystem providers, including Apple App Store and Google Play

  • IT, hosting, cloud, support, communication, production and administrative service providers

  • professional advisers, auditors, insurers and legal counsel where necessary

  • public authorities or regulators where required by law

These third parties may act as processors on our behalf, or in some cases as independent controllers, depending on their role. Controllers and processors have distinct responsibilities under EU data protection law, and processing arrangements should be properly governed.

7. International data transfers

Because some of our service providers operate internationally, your personal data may be transferred to, stored in, or accessed from countries outside the European Economic Area.

Where personal data is transferred internationally, we will take steps to ensure that appropriate safeguards are in place, such as reliance on an adequacy decision or the use of appropriate contractual safeguards, including standard contractual clauses where required. The GDPR requires a lawful transfer mechanism for restricted transfers of personal data outside the EEA.

8. Retention of personal data

We retain personal data only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law. This reflects the GDPR storage limitation principle.

For EuroPerfusion, we currently apply the following retention periods:

  • General attendee and registration data: 3 years after the relevant event

  • Financial and transaction records: 10 years, in line with applicable Belgian accounting and tax retention requirements; Belgian guidance states that accounting books, supporting documents and invoices must generally be retained for 10 years.

  • Newsletter and marketing data: until you unsubscribe

  • App-related event data: retained only for the relevant event cycle and deleted or anonymised within 12 months after the event, unless a longer period is necessary for security, legal or technical reasons

  • Website analytics data: 12 months

  • Photos and videos: retained for as long as relevant for archival, historical and promotional purposes, unless a valid objection applies

We may retain data for a longer period where necessary to establish, exercise or defend legal claims, or where required by law.

9. Your rights

Subject to the conditions and limitations under applicable law, you may have the right to:

  • request access to your personal data

  • request correction of inaccurate or incomplete data

  • request deletion of your personal data

  • request restriction of processing

  • object to certain processing, including certain marketing-related processing and, depending on the circumstances, processing based on legitimate interests

  • withdraw consent at any time where processing is based on consent

  • request data portability where applicable

  • lodge a complaint with a competent supervisory authority

Under the GDPR, individuals have enforceable rights in relation to their personal data and may lodge a complaint with a supervisory authority.

To exercise your rights, please contact: privacy@europerfusion.eu

10. Supervisory authority

If you believe that your personal data has been processed unlawfully, you may lodge a complaint with your local data protection authority or with the competent supervisory authority in Belgium.

11. Cookies and similar technologies

Our website uses cookies and similar technologies, including analytics technologies such as Google Analytics. Some cookies are strictly necessary for the functioning of the website, while others are used for analytics or other purposes.

Where required by law, we will request your consent before placing non-essential cookies on your device. Further information should be provided in our separate Cookie Policy and cookie banner setup. EU guidance distinguishes GDPR transparency obligations from cookie-related consent obligations under ePrivacy rules.

12. Security

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. However, no method of transmission or storage is completely secure.

13. Third-party websites and platforms

Our website, emails or app may contain links to third-party websites, platforms or services. We are not responsible for the privacy practices of such third parties. We encourage you to review their privacy notices separately.

14. Changes to this Privacy Statement

We may update this Privacy Statement from time to time to reflect legal, technical or operational changes. The most current version will always be made available on europerfusion.eu and, where relevant, through our app or registration channels.

15. Contact

If you have any questions about this Privacy Statement or about how your personal data is handled, please contact:

European Board of Cardiovascular Perfusion (EBCP ivzw)
Kruidtuinlaan 32
1000 Brussels
Belgium

Email: privacy@europerfusion.eu

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