EICF Privacy Policy

Issue 3. Effective Date : Oct 7, 2026

1 Who we are

The European Investment Casters’ Federation AISBL (“EICF”, “we”, “us”) is the controller of the personal data described here under the EU General Data Protection Regulation (GDPR) and Belgian law. Registered office: Rue Washington 40, 1050 Brussels, Belgium. Enterprise number: BE 0728.842.261. Administrative Office: Holly Cottage, Gorcott Hill, Beoley, Redditch, Worcestershire B98 9EW, United Kingdom. Privacy contact: privacy@eicf.org

This policy applies to the Website (https://eicf.org and its sub-domains), to Events, memberships, courses, publications and the Event mobile app, and to our communications with you. It forms part of the EICF General Terms and Conditions (section 16).

2 What we collect and how

We collect personal data that you give us, that is created when you use our services, and in a few cases that your employer or organisation gives us for you.

Identity and contact data: name, role, organisation, address, email, telephone, VAT or tax number of your organisation.
Membership and registration data: application, membership category, Event and course registrations, ticket type, dietary or accessibility needs you tell us, travel documents or invitation-letter details where you request them.
Order and payment data: orders, invoices, billing details. Card payments are processed by Stripe, and EICF does not store full card numbers.
Account data: login credentials and profile information for the Website and member areas.
Submission data: abstracts, papers, presentations and speaker information, including recordings of speakers.
Event data: badge scans and attendance, mobile app activity and your sharing choice (section 5), photographs and video recordings (section 6).
Communications: enquiries, complaints, survey answers and correspondence, and your marketing choices.
Technical data: IP address, device and browser data and pages visited, collected through cookies and similar technologies (section 9).

We collect it when you apply for membership, register for an Event or course, buy goods or publications, download material, submit an abstract, use the Website or app, contact us, or complete a survey.

3 Why we use your data and on what legal basis

Purpose	Legal basis (GDPR art. 6)
Membership: processing applications, subscriptions and member services	Contract; legitimate interest in running the association
Event, course and visit registration, admission, badges, invoices and refunds	Contract
Orders and deliveries of goods and publications, payments	Contract
Accounting, VAT and tax records in each country where we hold Events	Legal obligation
Call for papers, programme, proceedings, speaker recordings	Contract; legitimate interest in publishing the programme
Photographs and recordings at Events	Legitimate interest in documenting and promoting Events, with a right to object (section 6)
Sharing your details with a sponsor or exhibitor	Consent, given through the app setting or separately (section 5)
Newsletters and marketing	Consent, or existing-customer rules where the law allows, with a right to opt out at any time
Surveys and improving our services	Legitimate interest; consent where required
Website security, preventing misuse, enforcing our Terms and handling claims	Legitimate interest
Analytics and non-essential cookies	Consent (section 9)
Sanctions and export-control checks	Legal obligation; legitimate interest

Where we rely on consent, you can withdraw it at any time without affecting the contract or earlier processing. Accepting our Terms is not consent to marketing.

4 Who receives your data

EICF does not sell personal data. We share it only where this is necessary and has a lawful basis, with:

Service providers acting for us: event registration and mobile app providers (currently Idloom, Floq), email and newsletter tools (Mailchimp), payment processing (Stripe), accounting and invoicing providers, website hosting and security services, session recording providers (Ten Events), and professional advisers.
Venues and visit hosts, for admission, safety and security, including identity and employer details of registered participants.
Your organisation, where it registered or paid for you.
Authorities, where the law requires it, including tax and sanctions authorities.
Sponsors and exhibitors, only as set out in section 5.
Factoring or financing companies, to which EICF may assign its receivables (Terms 3.13), limited to invoice data.

Providers may process data only on our instructions under a data-processing agreement.

5 Sponsors and exhibitors: your choice

Registering for an Event does not authorise disclosure of your contact details to sponsors or exhibitors for their own marketing. EICF shares your details with a sponsor or exhibitor only where you have chosen “share” in the Event mobile app or have otherwise agreed to this separately. The setting is not a condition of attending, and you can change it at any time in the app. A sponsor or exhibitor that receives your data is responsible for its own use of it, must comply with data-protection law, and may use it only for the purposes disclosed to you.

6 Photography and recording

EICF and the providers it appoints may photograph, film, record and stream Events for documentation, information to members, the EICF archive and the promotion of EICF and its Events. We tell participants at registration and by notices at the Event. If you object, tell us, for instance at the registration desk, and we will make reasonable efforts to respect this, for example by avoiding close-ups. You may also object afterwards by writing to privacy@eicf.org . Recordings of sessions are available to registered participants and EICF members. Speaker recordings are governed by section 11 of the Terms. Photographs published online can be removed on request where we are able to do so.

7 Transfers outside the European Economic Area

Some providers, and our Administrative Office in the United Kingdom, process data outside the EEA. Where this happens we rely on an adequacy decision (for the United Kingdom, and for certified United States providers under the EU–US Data Privacy Framework) or on standard contractual clauses approved by the European Commission. You can ask us for a copy of the safeguards at privacy@eicf.org .

8 How long we keep data and how we protect it

We keep personal data only as long as needed for the purpose it was collected for:

Data	Retention
Accounting and invoice records	7 years, as the applicable accounting and tax rules require
Membership records	For the membership and 5 years after it ends
Event and course registrations	3 years after the Event, then deleted or anonymised
Marketing contact details	Until you opt out, and reviewed every 3 years
Website accounts	Until you close the account, then deleted within 12 months
Enquiries and complaints	3 years after closure
Published programmes, proceedings and the EICF archive	Kept in the archive, as described to you at submission
Photographs and recordings	Kept in the EICF archive for documentation, subject to your right to object

We use technical and organisational measures to protect data, including access controls, encryption in transit and processor agreements. No online system is completely secure. If a personal data breach is likely to create a risk for you, we notify you and the Belgian Data Protection Authority as the law requires.

9 Cookies

Cookies and similar technologies are explained in our Cookies Policy at https://eicf.org/cookies-policy/ . Essential cookies keep the Website working and secure. Analytics (such as Google Analytics) and embedded video cookies (Vimeo, YouTube) operate only after valid consent, which you can manage and withdraw through the Website’s preference controls. A third-party security service processes IP addresses to filter malicious requests.

10 Your rights

Under the GDPR you have the right to access your data, to have it corrected or erased, to restrict or object to processing (including objecting to photography and to direct marketing), to data portability, and to withdraw consent at any time. To exercise a right, write to privacy@eicf.org or to the Administrative Office. We may ask for proof of identity, and we reply within one month. You can unsubscribe from newsletters through the link in each email.

You can also complain to the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit), Rue de la Presse 35, 1000 Brussels, https://www.dataprotectionauthority.be , or to the authority in your own country.

11 External links, changes and contact

This policy does not apply to third-party websites that we link to. We review it regularly and publish updates on this page with the new date. Where a change materially affects how we use your data, we will tell you directly where the law requires.

Contact: privacy@eicf.org , or European Investment Casters’ Federation AISBL, Administrative Office, Holly Cottage, Gorcott Hill, Beoley, Redditch, Worcestershire B98 9EW, United Kingdom.

Privacy policy