Privacy Policy

The Newborn Sepsis Society ("NSS", "we", "us", "our") is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, store, and share your information when you interact with our website, educational platform, membership services, and events.

1. Data Controller

The Newborn Sepsis Society, registered at our International Secretariat in Geneva, Switzerland, is the data controller for the purposes of applicable data protection legislation, including the EU General Data Protection Regulation (GDPR) and the Swiss Federal Act on Data Protection (FADP).

For data protection enquiries, contact our Data Protection Officer at privacy@newbornsepsis.org.

2. Information We Collect

2.1 Information you provide

• Membership registration: Name, email, professional credentials, institution, country, specialty
• Event registration: Name, contact details, dietary requirements, accessibility needs
• Contact forms: Name, email, institution, message content
• Educational platform: Course enrolment, progress, assessment results, CME records
• Newsletter subscription: Email address
• Research submissions: Grant applications, abstracts, publication manuscripts

2.2 Information collected automatically

• IP address, browser type, operating system, device information
• Pages visited, time on site, referral source
• Cookies and similar tracking technologies (see Section 7)

3. How We Use Your Information

We process your personal data for the following purposes:

• Managing your membership account and providing member services
• Processing event registrations and delivering educational content
• Issuing CME/CPD certificates and maintaining accreditation records
• Communicating society news, updates, and relevant opportunities
• Processing grant applications and managing research programmes
• Improving our website, services, and user experience
• Complying with legal obligations and protecting our legitimate interests

4. Legal Basis for Processing

We process your data on the following legal bases under the GDPR:

• Contract: Processing necessary to fulfil your membership or event registration
• Consent: Newsletter subscriptions, marketing communications, non-essential cookies
• Legitimate interest: Website analytics, fraud prevention, improving our services
• Legal obligation: Financial record-keeping, regulatory compliance

5. Data Sharing

We do not sell your personal data. We may share data with:

• Service providers: Hosting, payment processing, email delivery, event management platforms (under data processing agreements)
• CME accreditation bodies: To issue and verify continuing education credits
• Event co-organisers: When you register for jointly organised events
• Legal authorities: When required by law or to protect our legal rights

We do not share your data with industry sponsors or commercial third parties for marketing purposes.

6. International Transfers

As an international organisation, your data may be transferred to and processed in countries outside the European Economic Area (EEA). Where this occurs, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by the European Commission.

7. Cookies

Our website uses cookies to ensure functionality, analyse usage, and improve your experience. You can manage cookie preferences through your browser settings or our cookie consent tool. We use:

• Essential cookies: Required for website functionality (always active)
• Analytics cookies: Help us understand how visitors use our site (consent required)
• Preference cookies: Remember your settings and choices (consent required)

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes described in this policy:

• Membership data: Duration of membership plus 3 years
• Event data: 3 years after the event
• CME records: 10 years (accreditation requirements)
• Financial records: 7 years (legal requirement)
• Newsletter subscriptions: Until you unsubscribe

9. Your Rights

Under the GDPR, you have the right to:

• Access your personal data and obtain a copy
• Rectify inaccurate or incomplete data
• Erase your data ("right to be forgotten") in certain circumstances
• Restrict processing of your data
• Port your data to another organisation in a structured format
• Object to processing based on legitimate interests or direct marketing
• Withdraw consent at any time where processing is based on consent

To exercise any of these rights, contact privacy@newbornsepsis.org. We will respond within 30 days.

10. Security

We implement appropriate technical and organisational measures to protect your data, including encryption in transit and at rest, access controls, regular security audits, and staff training. In the event of a data breach that poses a risk to your rights, we will notify you and the relevant supervisory authority as required by law.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email to members and via a notice on our website. The "Last updated" date at the top of this page indicates the most recent revision.

12. Contact

If you have any questions about this policy or wish to exercise your data protection rights:

You also have the right to lodge a complaint with your local data protection supervisory authority.