Privacy Policy – UGIRA
- Introduction
The Upper GI International Robotic Association (“UGIRA”, “we”, “our”, or “us”) is committed to protecting the privacy and personal data of its members, website users, faculty, partners, and event participants.
This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with the General Data Protection Regulation (GDPR) and other applicable privacy laws.
- Who We Are
Upper GI International Robotic Association (UGIRA)
Website: UGIRA website
Email: info@ugira.org
UGIRA is an international professional association focused on education, scientific exchange, collaboration, and professional development in upper gastrointestinal robotic surgery.
- Personal Data We Collect
We may collect and process the following categories of personal data:
Membership Information
- Full name
- Professional title
- Institutional affiliation
- Specialty/subspecialty
- Country of residence
- Email address
- Phone number (optional)
Membership and Financial Information
- Membership status
- Payment records
- Invoice information
- Billing address (if applicable)
Website and Technical Information
- Login information
- IP address
- Browser/device information
- Website usage analytics
Event Participation Information
- Congress registrations
- Educational activities
- Webinar participation
- Certificates of attendance (if applicable)
UGIRA does not intentionally collect patient data or medical records through its membership systems.
- Purposes of Processing
We process personal data for the following purposes:
- Membership administration
- Processing membership applications
- Collecting membership fees
- Providing access to member-only content
- Organizing scientific and educational activities
- Communication regarding UGIRA activities
- Governance, elections, and committee activities
- Maintaining professional networking opportunities
- Website administration and security
- Compliance with legal and financial obligations
UGIRA does not sell personal data to third parties and does not use member data for unrelated commercial advertising.
- Legal Basis for Processing
Under GDPR, our legal bases for processing personal data include:
Contractual Necessity
Processing necessary to administer membership and provide association services.
Legitimate Interests
Processing necessary for:
- professional communications;
- scientific collaboration;
- organizational governance;
- event administration;
- maintaining the professional network of UGIRA.
Legal Obligations
Processing required for accounting, taxation, or legal compliance.
Where legally required, we will request explicit consent.
- Data Sharing
UGIRA may share personal data only with trusted service providers necessary for operating the association, including:
- Website hosting providers
- Membership management platforms
- Payment processors
- Email communication providers
- Event management systems
- IT and security providers
All such providers are required to maintain appropriate confidentiality and data protection safeguards.
UGIRA does not sell or rent personal data to third parties.
- International Data Transfers
As an international association, UGIRA may use service providers located outside the European Economic Area (EEA).
Where international data transfers occur, UGIRA will ensure appropriate safeguards are in place, including:
- Standard Contractual Clauses (SCCs);
- GDPR-compliant processing agreements;
- or equivalent legal mechanisms.
- Data Retention
UGIRA retains personal data only as long as necessary for the purposes described in this policy.
Typical retention periods include:
- Active membership duration;
- Financial records retained according to applicable legal requirements;
- Limited archival retention for historical association records where appropriate.
Inactive member accounts may be anonymized or deleted after a reasonable period.
- Data Security
UGIRA implements reasonable technical and organizational measures to protect personal data, including:
- Secure hosting environments;
- Password-protected systems;
- Access limitations;
- SSL encryption;
- Software updates and security monitoring.
Access to member data is restricted to authorized individuals with legitimate operational responsibilities.
- Your Rights
Under GDPR, individuals may have the right to:
- Access their personal data;
- Correct inaccurate information;
- Request deletion of data;
- Restrict processing;
- Object to processing;
- Request data portability;
- Lodge a complaint with a supervisory authority.
Requests may be submitted via: info@ugira.org
- Cookies and Website Analytics
UGIRA may use cookies and basic analytics tools to improve website functionality and user experience.
Where required by law, cookie consent mechanisms will be provided.
- Changes to this Privacy Policy
UGIRA may update this Privacy Policy periodically. The latest version will always be available on the website.