IFLA Data Protection Policy — full text

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In the course of its registration and membership renewal process, IFLA collects personal data on its members. The following questions and answers seek to clarify what information we collect and for what purposes.

1. What kind of Personal Data does IFLA collect?

IFLA collects two different types of personal data:

  • IFLA Member data (For the purpose of this policy “Member” includes IFLA Affiliates)
  • Data relating to those participating in IFLA’s Professional Units.

2. What is an IFLA member?

IFLA members are associations, institutions and individuals as mentioned in Articles 4.2, 4.3, 4.4, 4.5, 4.6 and 6 of the IFLA Statutes (Version October 2008), that endorse the purposes of the Federation and undertake to comply with these Statutes. These members have provided their/its contact details have read and understood the IFLA privacy policy and are in good standing. IFLA registers the following Contact details:

  • name
  • designated contact person [if applicable]
  • highest official of the organization [if applicable]
  • address
  • postal address
  • email address
  • web address [ if available]
  • skype address [ if available]
  • twitter address [if available]
  • blog link [if available]
  • telephone numbers
  • fax numbers [if available]

3. Who are ‘those participating in IFLA’s Professional Units’?

Those participating in IFLA’s Professional Units are not obliged to be IFLA members. Professional Units are: Governing Board and its committees; Divisions, Sections; Special Interest Groups; Core Activities. To be elected for participating in an IFLA Professional Unit the individuals need to be nominated by IFLA members who have the right to nominate. Election conditions are described in Article 13 of the Statutes (for Governing Board and its Committees) and in the Rules of Procedure, 17, 18, 20, 21 (for Divisions, Sections; Special Interest Groups and Core Activities). Those participating in IFLA’s Professional Units have provided their contact details. IFLA registers the following Contact details:

  • name
  • designated contact person [if applicable]
  • highest official of the organization [if applicable]
  • address
  • postal address
  • email address
  • web address [ if available]
  • skype address [ if available]
  • twitter address [if available]
  • blog link [if available]
  • telephone numbers
  • fax numbers [if available]

4. Where does the personal data that IFLA collects come from?

IFLA collects, stores, and processes the following information on our members:

  • The data provided to us on our Membership Application and Section Registration forms
  • The data provided to us on our Membership Update forms
  • The data provided to us on Update and Registration forms for Professional Units
  • Relevant correspondence exchanged by post and by email
  • All invoices, including the financial data contained within them
  • Archives of past membership data and invoices of the same nature as that described above Information from correspondence, invoices and archival documents will not be published in any way.

5. What exactly is this personal data?

The data which IFLA collects relates to members and individual persons (as described above) and includes:

  1. contact details for the responsible person within an association or institution;
  2. contact details relating to persons nominated and/or elected to IFLA Professional Units;
  3. contact details of personal members of IFLA;
  4. contact details relating to persons who have registered with IFLAs subscriber services including bulletin boards and email lists;
  5. relevant correspondence and invoices relating to membership activities;
  6. relevant correspondence relating to persons nominated and/or elected to IFLA Professional Units.

Where IFLA holds such personal data, we respect your privacy and understand the necessity to keep the data you disclose to us safe and secure, in accordance with Dutch Law. Members may inspect their own personal data through the online IFLA membership system, and, where incorrect, may modify or remove them.

6. How long will IFLA keep personal data in its files?

Financial information will be held for no more than seven years, in accordance with Dutch law. Personal data will be held for no more than two years following the cancellation or deletion of membership.

7. What do you mean by ‘collect, store and process’? Why do you do it?

We collect, store and process this data for our membership records; and purposes relating to membership and our professional units as required under the Statutes. We may provide current membership lists to our offices responsible for any membership mailings and communications listed under your membership benefits, such as: the IFLA Journal, Section newsletters, Annual Report, IFLA Directory. It may also be used for general interest mailings and communications related to the IFLA annual congress and the Federation’s activities.

8. Who does IFLA share this information with?

As an international organization with a global membership, it is often necessary for IFLA to share your data with our members, Regional Offices and Section Officers, and third-party partners both inside and outside of the European Union in order for us to fulfill our duties and responsibilities to our members. Third party organisations are organisations IFLA has a working or cooperating agreement with. The Dutch government has identified countries outside of the EU that in its opinion lack adequate personal data protection laws. This list includes most of the countries in which our members, and Regional and Sectional Offices, and third-party partners are located. Your information may be sent to these countries over the course of your membership.

9. For what purposes will the personal data be used?

Personal data as provided on the member registration/renewal forms and on the registration and renewal forms for the professional units will be used for the following purposes:

  1. Membership administration including membership of professional committees and subscriber services.
  2. Notification of IFLA Officers’ and Professional Unit Members’ details on the IFLA website (available to the public). Notification of Professional Unit Members will only contain basic membership details (name, institution (where appropriate) and country).

In accordance with Dutch law IFLA members are entitled to inspect their own personal data at any time and correct any information that is not correct. 

10. Within the organisation, who is responsible for the Data Protection Policy?

Under Dutch law, IFLA hereby declares that in relation to this Data Protection Policy the responsible body is the IFLA Governing Board. The executive body is the IFLA Secretary General.

Contact details

IFLA Secretary General

IFLA Headquarters
Prins Willem-Alexanderhof 5,
2598 BE The Hague
Netherlands

PO Box 95312
2509 CH The Hague
Netherlands

Tel +31 70 3140884
Fax +31 70 3834827
Email ifla@ifla.org
Website www.ifla.org/hq

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Last update: 12 May 2014