Privacy Policy

Purpose of Collecting Information

For the purposes of planning and organization, HOPOS and its partners will request various types of information from those seeking to participate in its congresses and its congress-related initiatives.  Such information will include personal data (such as name, email address, professional affiliation, and demographic information), as well as data concerning research specializations and areas of scholarly interest. In order to join the Society and/or to register for the congress, prospective participants may also find it necessary to transmit financial information, such as credit card or bank account numbers, though this information will not be transmitted to HOPOS.

HOPOS has contracted with two external vendors to manage Society membership and conference participation. The University of Chicago Press is responsible for management of HOPOS memberships, and the event-management platform Dryfta is being used to organize and operate HOPOS 2020 and to host the congress webpage. Personal data will be collected by HOPOS via both intermediaries and their subcontractors, if any. The present policy applies only to information that is transmitted to and falls under the direct control of HOPOS. See The University of Chicago Press privacy policy here. See the Dryfta privacy policy here.


How We Share and Disclose Information

The information that HOPOS collects will be used only in ways that can clearly further HOPOS's mission and benefit its members.  To this end:

  • HOPOS will not share, sell, or rent to a third party processor any of the information that it collects from those seeking to participate in its congresses or congress-related initiatives.


  • HOPOS will make all requests for demographic information voluntary.


  • HOPOS will publicize the names and affiliations of congress participants on congress nametags and programs but will not publicize any additional personal information, including demographic information, in such a way that it is associated with a particular person.


  • HOPOS will, in a timely fashion and to the best of its ability, honor the requests of individuals who wish to exercise the data protection rights that they are afforded by the data protection laws of their country or region of residence.

HOPOS will consider departing from this Privacy Policy only if HOPOS believes in good faith that a departure from the policy is necessary to comply with a legal mandate; to protect the rights of the Society and its members; or to protect the safety of others.

Individuals with questions about the HOPOS Privacy Policy, or who wish to exercise their data protection rights in accordance with applicable data protection laws, should contact the HOPOS Executive Secretary (secretary@hopos.org).

 

Data Security

HOPOS will be collecting information through various web sites and web-based forms that are hosted by The University of Chicago Press and Dryfta. HOPOS will take reasonable security measures to protect the information that is received.  However, since no method of transmission over the internet is completely secure, we strongly encourage congress participants to take appropriate steps (such as not submitting information over an open wireless connection) to protect their information.

 

Cookie Policy

"Cookies" are files that contain information created by a web server that can be stored on a user's hard disk for future use. The HOPOS 2020 congress website uses cookies for functional purposes to keep the content of the website up-to-date and running, and to quantify the visits (traffic) on the website. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. However, if the user declines the attachment of any cookie, the user may not have access to the full benefits of the website.

 

Photography

HOPOS assumes the right to take and use the photograph of any of its registered congress participants. The Society may, for instance, host these photographs on the Society or related website(s), on social media or in email campaigns, or in promotional materials. Any request to remove a photograph from a website or media controlled by HOPOS should be submitted to the HOPOS Executive Secretary (secretary@hopos.org). HOPOS will honor such requests whenever possible.