HBA Data Protection Statement

Last updated: 30 May 2018

Healthcare Businesswomen’s Association, 373 Route 46 Wes Bldg E., Suite 215 Fairfield, NJ 07004. Healthcare Businesswomen’s Association entity (“HBA”) is a global non-profit organization comprised of individuals and organizations from across the healthcare industry with activities in the USA and internationally.

It is the HBA’s utmost concern to constantly improve its services in order to best meet the needs of its members. To this end, the HBA may collect and store certain information, including personal data of people like you. The HBA takes the protection of your personal data very seriously in all of its business processes. This Data Protection Statement is meant to help you understand how data is collected, processed and stored to meet legal requirements and the HBA’s data protection standards.

It will be very difficult, and in most countries even impossible, for the HBA to provide you services if you refuse to allow the HBA to process your data. For this reason, by providing personal data to the HBA, you agree to be legally bound by and explicitly consent to this Data Protection Statement, as it may be amended from time to time. If you do not agree to this Data Protection Statement or cannot form a legally binding contract, the HBA would not be able to process your personal data.

1. Scope of this Data Protection Statement

This Data Protection Statement applies to all services offered by the HBA.

This Data Protection Statement does not apply to services offered by other companies or individuals. This Data Protection Statement does not cover the information practices of other companies and organizations who advertise HBA services or any third party operating any website to which the HBA website or other digital asset may contain a link.

2. Data Collected and Method of Collection

2.1 In General

The HBA collects general and personal data concerning you from:

  • you when you provide your details to the HBA;
  • its clients (in such cases, client must ensure that it is entitled to disclose such data and that you are aware of the various matters detailed in this Data Protection Statement)
  • participants at client’s meetings and events organized by HBA
  • users of HBA’s or client’s websites; and third parties (such as online service provider or single sign on authority)

Following the reception of the data, an electronic profile is created in HBA's proprietary tools for each person or entity (the “Contact Profile”).

The Contact Profile may contain but is not limited to:

  • name
  • gender
  • date of birth
  • address
  • phone numbers
  • email addresses
  • organization or company of employment and/or job title
  • field of activity and/or interest
  • credit card references/numbers
  • travel destinations
  • travel schedules
  • travel preferences
  • accommodation preferences
  • other communicated preferences
  • passport
  • visa details

2.2 Cookies Policy

We use cookies on our website. By continuing to browse our website or close the cookies banner, you consent to the use of cookies.

Our Cookies Policy explains what cookies are, how we use cookies, how third-­parties we may partner with may use cookies on the service, your choices regarding cookies and further information about cookies.

What Are Cookies

Cookies are small pieces of text sent by your web browser by a website you visit. A cookie file is stored in your web browser and allows the service or a third­-party to recognize you and make your next visit easier and the service more useful to you. Cookies can be "persistent" or "session" cookies.

How HBA Uses Cookies

When you access our website, HBA and HBA’s third party service providers may collect data of a technical nature in a variety of ways. We use cookies for the following purposes:

  • to enable certain functions of the website
  • to provide analytics
  • to store your preferences and personalize the content
  • to improve the user experience
  • to enable advertisements delivery, including behavioral advertising
  • to share on social networks

We use both session and persistent cookies on the service and we use different types of cookies to run the service:

Essential cookies

We may use essential cookies to authenticate users and prevent fraudulent use of user accounts.

Third party cookies

In addition to our own cookies, we may also use various third­-party’s cookies to report usage statistics of the service, deliver advertisements on and through the service, and so on.

What Are Your Choices Regarding Cookies

If you'd like to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser:

  • For Internet Explorer™ : https://support.microsoft.com/en-us/help/17442/windows-internet-explorer-delete-manage-cookies
  • For Safari™ : https://support.apple.com/en-us/HT201265
  • For Chrome™ : https://support.google.com/chrome/answer/95647?co=GENIE.Platform%3DDesktop&hl=en
  • For Firefox™ : https://support.mozilla.org/en-US/kb/delete-cookies-remove-info-websites-stored
  • For Opera™ : http://help.opera.com/Windows/10.20/en/cookies.html

Please note, however, that if you delete cookies or refuse to accept them, some features of the HBA website may not work properly, you may not be able to store your preferences and some of our pages might not display properly.

Where Can You Find More Information About Cookies

If you do not want information collected through the use of cookies, there is a simple procedure in most browsers that allows you to decline the use of cookies. You can learn more about cookies and the following third­-party websites:

  • AllAboutCookies: http://www.allaboutcookies.org/
  • Network Advertising Initiative: http://www.networkadvertising.org/

3. Purpose of Data Collection

HBA uses the data collected to provide, maintain, protect and improve the overall quality of its services. Data collection is also meant to protect HBA and its users. HBA does not collect more data than is necessary to fulfil such purposes.

In addition to creating Contact Profiles, HBA uses your data for the following purposes and for which you give your consent:

a) Consolidation of travel data: At the request of a client, HBA or a third party may prepare information reports that summarize and analyze the expenditures per destination, per travel supplier, etc. Such reports which may include certain personal data from your Contact Profile are then submitted to the requesting client.

b) Compliance with travel policy: At the request of a client, HBA may report on your compliance with the event compliance policy, budget compliance policy or travel policy of such client and identify any exceptions to the compliance.

c) New products and services: With the goal of improving services and based on the data given to HBA, HBA may send you additional information related to your current or future event(s).

d) Promotion and marketing: HBA may use your data to personalize your experience on the HBA website by presenting advertisements that are more relevant to you, to send you marketing communications that we believe may be of interest to you, including information about our services, case studies, thought leadership or whitepapers, blog updates, etc. For example, HBA uses third party service providers to present services and offers tailored to the preferences and interests demonstrated by your online activity over time. HBA may use your data for promotion and marketing purposes for HBA’s current or prospective clients and/or third parties in HBA’s industry. HBA may use the data to analyze trends in order to propose other services to its clients, such as new events or other services.

e) Technical data: HBA, or third parties instructed by HBA, evaluate this data purely for statistical purposes and only in an anonymized form, in order to optimize HBA’s website and increase user-friendliness, efficiency and safety. HBA may in particular use technical data to measure the success of HBA marketing campaigns, compile statistics about HBA website usage and response rates, and use aggregated personal data calculate the percentage of HBA users who have a particular telephone area code.

f) Other purposes: HBA may use your data as HBA believes to be necessary or appropriate: (a) under applicable law, including laws outside your country of residence; (b) to comply with legal process; (c) to respond to requests from public and government authorities including public and government authorities outside your country of residence; (d) to enforce HBA’s terms and conditions; (e) to protect HBA’s operations; (f) to protect HBA’s rights, privacy, safety or property, you or others; and (g) to allow HBA to pursue available remedies or limit the damages that HBA may sustain.

HBA will ask your consent before using data for a purpose other than those that are set out in this statement subject to mandatory laws.

4. Duration of Storage

General and personal data will be kept by HBA only as long as reasonably necessary taking into consideration its need to answer queries or resolve problems, to provide improved and new services and to comply with legal requirements under applicable laws or with inquiries from clients on past events. HBA will retain general and personal data during a maximum period of five years after termination of membership if no specific legal requirement. You may cancel/delete your HBA account via your member profile or by sending an email to hba@hbanet.org.

5. Location of Storage and Controller of Database

The Contact Profiles that HBA maintains are stored in a cloud-based central database at a third-party provider’s location in the USA. The purpose and content of HBA’s central database are determined by the Healthcare Businesswomen’s Association.

6. Your Duties

You must ensure that the data you provide us with are:

  • correct
  • accurate
  • current
  • truthful
  • compliant with any applicable laws.

In particular, since HBA will mainly use email communications with you, you are required to notify us of any modification of your email address. Alternatively, you can directly update your Contact Profile.

HBA is committed to protecting the privacy needs of children and we encourage parents and guardians to take an active role in their children’s online activities. HBA does not target the digital asset to children less than fourteen (14) years of age or knowingly collect information from children for the purpose of selling products or services.

7. Transfer and Communication of Data

7.1 In General

HBA is a U.S. association operating globally with chapters  across Europe.  Your personal data may therefore be transferred to and outside  the US and Europe, including in countries whose data protection laws may be different from, and less stringent than, those in your country of residence. You hereby agree and give your consent to HBA to transfer and communicate your data as follows:

  1. Transfers within the HBA group: Transfers are made throughout HBA and chapter committees to support its activities and/or services.
  2. Transfer to third-partiesHBA works with certain third parties to obtain support services in connection with travels, meetings and events services, and/or other HBA services to its clients, such as hotel booking services, ground transportation requirements, badge provider and, in some cases, personal data will be shared with these third parties in order to pursue HBA’s mission and goals. HBA may also transfer your data to a third-party in the event of any reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of HBA business, assets or stock (including in connection with any bankruptcy or similar proceedings). Prior to a transfer, third-parties (except for travel suppliers and authorized transfers such as within the EU) are required to sign a data transfer agreement with HBA that requires them to follow the applicable data protection laws.
  3. Regulatory transfers: HBA may be required by law to transfer data to governments and regulatory and/or supervisory authorities.

7.2. Electronic Transfer of Data

If you visit HBA’s website your data will be transported via an open publicly accessible network. The data might therefore be transmitted across national borders despite of where you or the HBA is located. This involves notably the risk that your data may be intercepted and read by third parties, allowing such third parties to infer an already existing or future business relationship between you and HBA.

Furthermore, you are notified that information you transmit or allow to be transmitted to you by HBA via an electronic medium, in particular via email, SMS, contact forms, etc. are usually unencrypted and therefore neither confidential nor secure. Even in the event of an encrypted transmission, sender and recipient remain unencrypted in each case. Third parties may therefore be able to infer an existing or future business relationship between you and HBA.

If you provide HBA with personal information, your personal data may be transferred by HBA to countries whose data protection laws may be different from, and less stringent than, those in your country of residence as set forth above. Your personal data may in particular be transferred to the United States. You are hereby notified that your personal data might be accessed by governmental authorities in such countries (in particular by US authorities).

8. Security and Organizational Measures

To ensure the safety of your data on HBA’s website and systems, HBA has implemented appropriate technical, contractual, administrative, physical and organizational measures to protect your personal data from loss, destruction, unauthorized access, accidental or unlawful disclosure and manipulation. These measures are subject to continuous development in accordance with technological progress and are periodically reviewed to comply with all applicable privacy laws. However, we cannot and do not guarantee the security of your personal data and therefore cannot assume any liability in this respect.

Only authorized HBA staff, third party companies’ (i.e. service providers) staff or our clients' authorized staff (who have contractually agreed to keep all information secure) have access to your personal data. All HBA staff who have access to your personal data are required to adhere to the staff confidentiality regulations and all third-party employees who have access to your personal data have signed non-disclosure agreements. In addition, data transfer agreements are in place with third-party companies that have access to your personal data to make sure these data remain secure.

9. Your Rights

In accordance with applicable data protection laws and regulations, you have a right to request access to, rectification of your data, or restriction of processing, and to object to said processing, as well as the right to data portability to the extent applicable. Moreover, you have a right to lodge a complaint with a supervisory authority.

Under certain conditions you also have the right to have your personal data that is stored by HBA blocked and deleted, unless HBA has to keep these data for legitimate business or legal purposes. For more information, you should contact the Data Protection Officer at the below-mentioned email address.

To contact HBA with questions or issues about HBA’s data processing, you should contact the Data Protection Officer at njoiner@hbanet.org

HBA gives you many choices regarding HBA’s use and disclosure of your personal data for marketing purposes. By contacting the Data Protection Officer at the above-mentioned email address, you may opt-out from receiving future electronic marketing messages from HBA and request that we not share your personal data with unaffiliated third parties for their marketing purposes. HBA will try to comply with your request(s) as soon as reasonably practicable. Please note that if you opt-out as described above, HBA will not be able to remove your personal data from the databases of unaffiliated third parties with which HBA has already shared your personal data (i.e., to which we have already provided your personal data as of the date that we implement your opt-out request). Please also note that if you do opt-out of receiving marketing-related messages from HBA, we may still send you important administrative messages, and you cannot opt-out from receiving administrative messages.

10. Changes

This statement may be revised and updated by HBA from time to time to comply with statutory data protection and privacy laws. HBA will post any statement changes on its website and, if the changes are significant, HBA will send a notice to the email address provided in your Contact Profile.

11. Contact

If you need further assistance, please contact HBA Data Protection Officer, Nycole Joiner at njoiner@hbanet.org.