The International Society for Military Law and the Law of War processes personal data. The Society protects personal data and handles it with the utmost care to protect the right to privacy. We use a password protected and secured network. We use secure technologies and measures to protect your data from unauthorized access, use, loss or publication.
We process data from members; participants in our events; persons who express an interest in our activities; contributors to our publications; authors and editors of publications; volunteer collaborators; and visitors of our offices. We process these data to fulfill legal obligations and our statutory objectives. In particular we keep records in order to stay in touch with members and to inform them and invite them as appropriate; to manage our events (possibly in cooperation with other partners, such as a host institution) and publications (also possibly in cooperation with other partners); to make arrangements for our volunteer collaborators program; to keep records on visits to our premises; to manage contracts and contacts with potential and agreed service providers; to manage our Documentation Centre; and to inform interested persons of our activities (mailing list). For each event we also produce lists of participants (containing name; profession or affiliation; nationality; title or rank; and/or email address), for distribution amongst the participants to facilitate professional networking.
The Society processes the following categories of personal data:
- Profession or affiliation
- ID card number
- Passport number
- Date of Birth
- Bank account number
- Credit card number
- Telephone number
- Title or rank
- E-mail address
- Accommodation preferences (for events)
- Travel details (for events)
- Dietary restrictions (for events)
- Research domain(s) (for members)
- Periods of availability (for the volunteer collaborators program)
- Subscriptions to our publications
- Expressed fields of interest in the legal domain
- Bio’s or CV’s (for chairs and speakers at our events and in the context of membership applications and applications for our volunteer collaborators programme)
The personal data will be disclosed to the Society directly, to a national group of the Society, to an office holder of the Society, to the other participants in a particular event (distribution of the list of participants to facilitate professional networking), or to a third party which collaborates with the Society on a joint project (such as a Society conference hosted by a host organization) or a publication, including under a licence agreement, or as a service provider in the context of a project (such as a hotel which offers accommodation to conference participants). This will always happen in compliance with all relevant laws and regulations. We will always strive for the shortest possible retention period of relevant data.
Your personal data will not be sold or otherwise transferred to third parties for financial gain. Without prejudice to any requirement by law, explicit and informed consent to transfer data to others than the Society’s office holders and national groups of the Society, as well as to other participants in an event of the Society or to a third party which collaborates with the Society on a joint project or a publication, will always be required.
You have the right to access your personal data and to have it corrected, as provided for in the General Data Protection Regulation (GDPR). GDPR also gives you the right to be ‘forgotten’. The competent national authority concerning privacy and data protection is the Belgian Data Protection Authority. Individuals can send their complaints to this authority. They can send their questions and requests to the Secretary-General of the Society via Brussels@ismllw.org.
Ref.: ISMLLW 955 N E 7