Privacy

Overview

The International Trade Council (‘ITC‘) is committed to protecting the privacy of its members and customers. The ITC recognizes the interest of its members and customers in the confidentiality of their personal information. The ITC only maintains personal information that is relevant to ITC activities and seeks to maintain accurate, complete, and timely information.

The security of personal information is important to ITC. The ITC maintains all personal data with technical, administrative, and physical safeguards to protect against loss, unauthorized access, destruction, misuse, modification, and improper disclosure. No computer system or information can ever be fully protected against every possible hazard. The ITC provides reasonable and appropriate security controls to protect personal information against foreseeable hazards.

The ITC maintains member databases that contain mailing, billing, and member profile information, as well as a record of each member’s product and service purchases. The ITC also maintains databases of member and non-member purchases and of registrations for conferences and other ITC activities. The information in these databases is used by authorized ITC staff members to process orders; mail invoices, purchases, renewal notices, and announcements; respond to member inquiries; and help us improve our offerings. Member records are maintained as long as an individual is an ITC member and for two years following a membership lapse. Purchases and credit card transactions are retained for as long as appropriate to meet contractual, tax, or auditing needs.

All personally identifiable information contained in ITC membership, purchase, and registration databases is treated as confidential and will be used only for the purposes stated in this policy, except where required by law.

Just like any other record keeper, ITC may be required to disclose personal information in response to valid legal process. This includes a search warrant, subpoena, or court order. Disclosures may also be appropriate to protect ITC’s legal rights or during emergencies if physical safety is believed to be at risk. These disclosures are possible although unlikely.

Personal data about ITC members and customers may, from time to time, be collected or shared with outside contractors, auditors, consultants, and others hired by ITC to assist in carrying out financial or operational activities. ITC informs recipients about safeguarding personal information, and requires them to use it only for an authorized purpose consistent with this privacy policy, and to return it or destroy it upon completion of the activity.

ITC members may access the information contained in their membership records and correct and update their member profile and mailing information by logging into the ITC Member Area and clicking on the “My Profile” link.

What personal data do we collect about you?

The information you voluntarily share with us through our website, communications or other – such as your name, company name, job title, email address, phone number, country of your location and similar.

How do we obtain your personal data?

We obtain your personal data either directly from you or from public sources such as forms filled out through our website.

How do we use your personal data?

Your personal data is used to keep track of your membership, provide access to special events, tenders, online certificate courses and webinars; and for sales and marketing purposes, including sending you information about the ITC and its services by email.

On what legal basis do we use your personal data?

We use your personal data on the following basis:

  • if you are not our former or existing member then processing of your personal data is based on your consent.
  • if you are our former or existing member then processing of your personal data is based on our legitimate interest as it helps our organisation to offer you support and maintenance, information about new services, and provide you with some other information about the ITC that you may find interesting.

How long will we keep your personal data?

We will always keep your personal data for the period for which we maintain an active interaction with you or your organization. We will also keep your personal data where required by law. Otherwise, your personal data will be held until you opt-out or until you don´t engage with us for more than two years.

With whom do we share your personal data?

Your personal data will be accessible to the ITC employees on a need-to-know basis. We don’t share your data with third parties, except the ITC may share your personal data with its suppliers under a written agreement which commits the suppliers to appropriate safeguards in relation to the handling of your personal data (including in relation to maintaining confidentiality of your personal data and implementing appropriate technical and organizational security measures).

Data processing

Your personal data will be processed and stored on our servers in USA.  If you are located in the European Economic Area, please note that we take steps to ensure an adequate level of protection for your personal data in accordance with the GDPR.

Protecting your personal data

The ITC will take appropriate legal, organisational and technical measures to protect your personal data, consistent with applicable privacy and data security laws.

Your rights

You are entitled to:

  • opt out from your personal data being processed for direct marketing purposes;
  • request information regarding the processing of your personal data, including being provided with a copy of your personal data; and
  • request the correction, restriction and/or deletion of your personal data, or object to the processing of your personal data

You are not required by law to provide your personal data to us. If you object to the processing of your personal data, we will respect that choice in accordance with our legal obligations. Please note that such choice may restrict your access to our services.

If you would like to exercise any of your rights, please let us know by getting in touch using the contact details below.

Email Policies

The ITC does not sell, rent, or exchange email addresses of its members and customers. The ITC uses email addresses to send the following:

  • “Must Have” messages that help to service ITC members including answers to member questions; acknowledgments of the receipt of membership applications, renewal notices, and other orders.
  • Occasional “Member Update” announcements about ITC services that we believe to be of some importance to members. These announcements are short, straightforward messages that contain pointers to online resources where members can explore the information more fully.
  • Email messaging that is part of a program for which the member has registered (e.g. an ITC Digital Library early alert email system).
  • Email distribution lists targeted at ITC groups (e.g. special interest group members, chapter officers, etc.).

Only ITC headquarters staff can create and support “tradecouncil.org” email distribution lists. All ITC created and supported email distribution lists have “unsubscribe” instructions.

ITC Web Sites

This policy applies to all websites maintained by ITC (including mirror sites).

Other than in the restricted-access portions of ITC’s site that requires an ITC Web Account, ITC does not log the identity of visitors. However, we may keep access logs, for example containing a visitor’s IP address and search queries. We may analyze log files periodically to help maintain and improve our Web site and enforce our online service polices. Cookies are only set when users visit restricted portions of our website. Raw log files are treated as confidential and retained for no longer than two years.

On some pages of our site we allow individuals to submit information for the purposes of joining ITC; renewing or updating their membership; ordering products and services; or registering for a conference, contest, or other activity. Information collected on these pages will be used according to ITC’s Privacy Policy.

ITC Web Account Policy

Some portions of the ITC Web site, specifically the ITC Member Area, require an ITC Web Account for both members and visitors. To create an account, ITC members must provide their name, ITC member number (if applicable), and email address. They are assigned a “username” and asked to create a password and provide the day and month of their birth (for account verification purposes).

Members must setup an ITC Web account in order to use the “Search” facility in the ITC Member Area. By default, the ITC may send information about ITC products and services to ITC Web account holders via email. Customers may request that they not receive such information via email.

Information collected about ITC Web account usage — including logs of Web pages visited, searches performed, and Digital Library content downloaded — will be stored in an anonymised form and used to improve the ITC Digital Library and other ITC Web offerings. Other information provided in the process of creating or using a Web account is used according to the ITC Privacy Policy.

Questions/Comments:

For further assistance please contact:

Member Services Department
International Trade Council
Rond-Point Shuman 11
1040 Brussels
Belgium

Phone: +32 (2) 588 5803
Fax: +32 (2) 588 5804
Email: members@tradecouncil.org

If you have any questions or comments on the above policy please direct them to privacy@tradecouncil.org.

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