Privacy policy

This policy explains what personal data this website collects, why, where it is kept and what your rights are. It is written to describe what the platform actually does. When the platform changes, this policy changes first.

Who is responsible

The data controller is the World Federation of Nuclear Medicine and Biology (WFNMB), an association with its executive office at Schmalzhofgasse 26, 1060 Vienna, Austria. You can reach the office at office@wfnmb.org. The office is the contact point for every question about your data and for every request under this policy.

The platform is built and operated on the Federation’s behalf by Centric (CENTRC LTD) as data processor, under a signed data processing agreement that meets Article 28 of the GDPR. Centric acts only on the Federation’s documented instructions.

What we collect and why

Reading the public website needs no account and no personal data. The following activities do involve personal data.

• Newsletter: your email address, the time you consented, where you signed up and which version of this policy you saw. We use double opt-in, so no subscription exists until you confirm from your inbox. Purpose: sending you the Federation newsletter. Lawful basis: your consent, which you can withdraw at any time by unsubscribing.
• Contacting the office: the name, email address and message you send us. Purpose: answering you. Lawful basis: our legitimate interest in responding to enquiries, or the steps needed before entering into an arrangement with you.
• Administering the website: Federation office staff have accounts with a name, an email address and a password. Their actions in the admin area are recorded in an audit log. Purpose: running the platform securely. Lawful basis: the Federation’s legitimate interest in operating its website.
• Member and education accounts (when those parts of the platform open): your name, email address, country and society affiliation, your account credentials, and records of your registrations, access and viewing. Purpose: providing membership services and the education programme. Lawful basis: performing the arrangement you enter into with the Federation or your society, and the Federation’s legitimate interest in administering its programme.
• Technical operation: the hosting provider keeps short-lived request logs, which contain IP addresses, for security and to keep the service running. Lawful basis: legitimate interest. These logs are not used to profile anyone.

We do not use your data for advertising, we do not track you across other websites, and we never sell personal data. We do not process special categories of data. This platform is not a medical device and performs no clinical decision function.

Where your data is kept

All personal data is hosted in the European Union or the European Economic Area. The Federation uses the following sub-processors, each engaged under a written contract. The list is kept current here and in the Federation’s processing records.

• Render: application hosting, Frankfurt, Germany.
• Supabase: database, authentication and file storage, Frankfurt, Germany.
• Brevo: transactional email, such as newsletter confirmations, France.
• Bunny Stream: video delivery for the education hub, Frankfurt, Germany. Used only once the education hub opens (phase three).
• Cloudflare: content delivery, DNS and security in front of the website, on a global edge network. Cloudflare is incorporated in the United States and is engaged under the EU standard contractual clauses. No personal data is stored at rest with Cloudflare.
• Plausible: website analytics, hosted in the EU, cookie-free, and loaded only after you allow it in the privacy choice banner.
• Sentry: error monitoring for the website and its background jobs, with data stored in the EU. When something goes wrong it receives a technical report, which can include the address of the page and request details such as an IP address. It records no session replays and no form contents.
• Stripe: card payments, only if the Federation commissions the payment module, under the EU standard contractual clauses. Card details would go to Stripe directly and never touch this platform.

Transfers outside the EU and EEA

Your personal data is stored in the EU. Where a provider is incorporated outside the EU (Cloudflare, and Stripe if commissioned), the transfer is covered by the EU standard contractual clauses. Cloudflare handles traffic in transit only and holds no personal data at rest.

How long we keep it

• Newsletter sign-ups you never confirm: deleted after 30 days.
• Confirmed newsletter subscriptions: until you unsubscribe or ask us to erase your data. Erasure is a full deletion.
• Office staff accounts: for as long as the person holds the role. The audit log is kept for 24 months (proposed, for confirmation by the Federation).
• Hosting request logs: no longer than 30 days.
• Database backups: a rolling 30-day window, after which they are overwritten.
• Member, education and payment records (when those parts open): for the life of the membership or programme, then for as long as the law requires, for example accounting rules for invoices. The retention periods will be published here before those parts open.

Your rights

Under the GDPR you have the right to:

• access the personal data we hold about you and receive a copy;
• have inaccurate data corrected;
• have your data erased, where there is no legal duty to keep it;
• restrict or object to processing, including any processing based on legitimate interest;
• receive the data you gave us in a portable format;
• withdraw consent at any time, without affecting what was done before you withdrew it;
• lodge a complaint with a data protection supervisory authority, in particular in the EU country where you live or work, or where you believe a breach occurred.

To exercise any of these rights, email office@wfnmb.org. The office will confirm that you control the email address concerned before acting, and will respond within one month. There is no charge.

How we protect it

Data is encrypted in transit. Access to the database is restricted at row level so that only the people and systems that need a record can reach it. Admin accounts require a password and lock after repeated failed attempts. Every administrative action is recorded in an audit log. Video playback in the education hub, when it opens, will use short-lived signed links and never a public or permanent address.

Changes to this policy

This is a draft for the Federation’s review. Once adopted, the date at the foot of this page shows when it last changed, and any material change will be announced on this website before it takes effect.