ECVAA Privacy Policy

This policy relates to Diplomates and Residents of the ECVAA and describes how your personal data is handled by ECVAA.

Personal data is considered to be anything that can be used to identify an individual either directly or indirectly.

The six principles

Reasons to hold data should be:

1. Fair, transparent and lawful.

2. Specified, legitimate and explicit.

3. Adequate, relevant and limited to essential data only.

4. Accurate and up to date.

Data must:

5. Be retained no longer than necessary.

6. Be kept secure.

On the 25^th of May 2018, an important EU data privacy law came into effect. The General Data Protection Regulation (GDPR) will ensure that you have more control over how and why we contact you and how we store information about you. 

Below you will find more information on how and why we use your data. Note that your data will only be used by the ECVAA for the purposes of administration of your Diplomate/specialist status or relating to your residency, as appropriate.  Data will not be shared with third parties.

For your information:

What is personal data?

Personal data is any information that identifies you as an individual.

Who will process my personal data?

Personal data will be processed by the ECVAA and the European Board of Veterinary Specialisation (EBVS) only. Your data will not be shared with third parties without your consent.

You may administer what data you would like to have publicly available on the ECVAA website by contacting the secretary (ecvaa.secretary@gmail.com), and the EBVS website by logging in to https://ebvs.eu/Users/Account/Logon. The ECVAA currently displays your name, professional address, email address, telephone number and your photograph (if provided) on the ECVAA website.

You also have the right to ask us to correct any inaccurate personal information we hold about you or to delete personal information by contacting the secretary (ecvaa.secretary@gmail.com). Such changes will be made by the ECVAA within 14 days of your request.

What is the purpose and legal basis for processing your personal data?

Your personal information will be used in the following ways:

• by the College to maintain a register of Diplomates and Residents
• by the College to ensure that, when applicable, Diplomates meet the standards for recertification at 5 year intervals

• by the College to ensure that current and finished Residents meet the requirements (with respect to training and credentials) to sit the College examinations, do not exceed the deadlines to submit credentials and sit the College examinations, or exceed the maximal number of attempts at the College examinations

• by the EBVS to ensure that Diplomates meet the required standards, including maintenance of certification, to hold the title EBVS™ European Specialist in Veterinary Anaesthesia & Analgesia
• by the College and the EBVS to contact you for important information regarding your Diplomate/specialist status/residency
• to communicate effectively with you by post, email and phone, including the distribution of relevant newsletters
• to compile statistics and conduct surveys and research for internal and statutory reporting purposes. For these purposes, your data will be anonymised
• to deliver services to you.

We consider the processing of your personal information for these purposes to be either necessary for the performance of our obligations to you (e.g. to manage your Diplomate/specialist status/residency), necessary for compliance with a legal obligation, or necessary for the performance of tasks we carry out in the public interest (e.g. non-statutory reporting or research). We therefore require you to provide us with any information we reasonably ask for to enable us to administer your Diplomate/specialist status/residency. If we require your consent for any specific use of your personal information, we will collect this at the appropriate time, and you can withdraw your consent at any time.

What personal information will be processed?

The College will keep a record of:

• your name, nationality, current contact details (professional address, telephone number & email address), details of your residency and qualifications (these will also be shared with EBVS)

• credentials

• (re-)certification documentation and any supporting documents requested

• examination results (these will be anonymized when you become a Diplomate by the Chairperson of the Examinations Committee.)

How will personal information be processed?

Your personal information is created, stored and transmitted securely in a variety of paper and electronic formats, including some databases that are shared between the ECVAA and EBVS. Access to your personal information is limited to ECVAA or EBVS who have a legitimate interest in it for the purpose of carrying out their duties. 

How long will personal information be stored?

Your data will be stored for as long as you are a Diplomate of the ECVAA. When you retire and no longer require the services of ECVAA or the EBVS, you can opt to store only the most basic data or exert your right to have your personal data deleted. To do this please email ecvaa.secretary@gmail.com.