Privacy Policy

Last updated: October 2026

This privacy policy explains which personal data the World Federation of Interventional and Therapeutic Neuroradiology (WFITN) processes when you visit www.wfitn.org, contact us, apply for or hold a membership, pay membership fees, receive our emails or take part in elections. It is based on the General Data Protection Regulation (EU) 2016/679 (GDPR) and the French Data Protection Act (Loi n° 78-17 du 6 janvier 1978, “Loi Informatique et Libertés”).

1. Controller

The controller responsible for the processing described here is:

World Federation of Interventional and Therapeutic Neuroradiology (WFITN)

7, rue de Castellane

75008 Paris

France

Executive Director: Sabine Heckmann

Email: secretary@wfitn.org

For all questions about data protection and to exercise your rights, please write to secretary@wfitn.org.

2. Visiting the website and hosting

Our website is hosted by ALL-INKL.COM – Neue Medien Münnich, Hauptstraße 68, 02742 Friedersdorf, Germany, on servers in Germany. ALL-INKL.COM also operates our email mailboxes and the mail server through which the website sends its emails. It processes data on our behalf as a processor under Art. 28 GDPR.

When you open a page, your browser necessarily transmits technical data to the server: your IP address, the date and time of the request, the page requested, the referring page, and information about your browser and operating system. This is required to deliver the website and to keep it secure.

Legal basis: Art. 6(1)(f) GDPR. Our legitimate interest is the secure and stable operation of the website.

The website does not load fonts, scripts or other content from third-party servers before you have given consent. Fonts and images are served from our own server.

3. Cookies and consent management

We use cookies that are strictly necessary for the website to work, for example to keep you logged in to your member account or to process a membership payment. These do not require your consent (Art. 82 Loi Informatique et Libertés).

All other cookies, in particular for website statistics, are only set after you have given your consent in our consent banner. We use the consent tool Borlabs Cookie, which runs on our own server. It stores your choice in a cookie in your browser and records it in our database together with a random identifier, the consent version and a timestamp, so that we can demonstrate your consent. Your IP address is not recorded for this purpose. Legal basis: Art. 6(1)(c) GDPR in conjunction with Art. 7(1) GDPR (obligation to demonstrate consent).

You can change or withdraw your consent at any time with effect for the future via the link “Change your consent” on our Cookie Policy page. Details on every cookie, its purpose and its lifetime are listed there.

4. Website statistics (Matomo)

If you consent to statistics cookies, we use the open-source web analytics software Matomo to understand how our website is used and to improve it. Matomo then records, among other things, the pages you visit, the time and duration of your visit, the referring website, your browser, operating system and screen resolution, an approximate location derived from your IP address and a pseudonymous visitor ID. Matomo sets the cookies described in our Cookie Policy. The data is not used to identify you personally and is not combined with your member account.

The Matomo instance is operated on our behalf by an external IT service provider acting as a processor (Art. 28 GDPR).

Legal basis: your consent, Art. 6(1)(a) GDPR and Art. 82 Loi Informatique et Libertés. You can withdraw your consent at any time on our Cookie Policy page.

5. Contact form and email

When you use our contact form, we process your full name, email address, subject and message and, if you provide it, your institution or organisation. The form is forwarded by email to our secretariat and stored in our website database. Your IP address is not stored with the form entry. Spam is filtered on our own server without third-party services. When you write to us by email, we process your email address and the content of your message.

We use this data only to answer your enquiry. Legal basis: Art. 6(1)(b) GDPR where your enquiry relates to a membership or other contractual relationship, otherwise Art. 6(1)(f) GDPR (our legitimate interest in answering enquiries).

6. Federation Assembly membership applications from societies

National and regional neurointerventional societies can apply for membership in the Federation Assembly via an online form. For this we process the society’s details and, for the delegates, the alternate, the administrator and the person completing the form: name, email address, telephone number and position in the society, as well as the uploaded constitution document. The form is forwarded by email to our secretariat and stored in our website database; IP addresses are not stored.

Purpose: assessing the application and organising the society’s representation in the Federation Assembly. Legal basis: Art. 6(1)(b) GDPR in relation to the applying society and Art. 6(1)(f) GDPR in relation to the named contact persons (our legitimate interest in communicating with the society’s representatives). Please only name persons who have been informed about this policy.

7. Member account and membership

To become and remain a WFITN member you need a member account. We process:

• identity and contact data: title, first and last name, gender, email address, telephone and mobile number, postal and billing address, nationality, date of birth where provided;
• professional data: profession, institution, interests, fellowship status;
• membership data: membership category, member since, paid membership years, good standing and voting right, and the history of manual changes made by the secretariat;
• account data: login name, password (stored only as an encrypted hash), date of last login;
• order and invoice data for membership fees (see section 8).

For members who already belonged to WFITN before the launch of this website, this data was transferred from our previous membership database. Where you have not supplied a particular item yourself, it comes from that database.

Purposes: managing your membership in accordance with our statutes, giving you access to member-only content and benefits, calculating your membership status and voting right, and fulfilling our obligations to you. Legal basis: Art. 6(1)(b) GDPR (membership relationship).

Your good standing and voting right are calculated automatically from your recorded fee payments. The secretariat can review and correct this at any time; please contact us if you believe your status is wrong.

Authorised staff of the WFITN secretariat can view your account to provide support. To protect against password guessing, failed login and registration attempts are counted per pseudonymised (hashed) IP address for 15 minutes (login) or one hour (registration) and then deleted automatically.

You can delete your account yourself at any time in your member account. Records that we are legally obliged to keep (in particular invoices) are retained until the statutory period has expired. Other membership data is deleted once it is no longer needed for the membership.

8. Membership fees, orders and payment

When you pay a membership fee we process your name, billing address, email address, telephone number, the products ordered, the amount, the payment status and the order date. For security and fraud prevention our shop system also stores the IP address and browser information used when placing the order. Legal basis: Art. 6(1)(b) GDPR (processing your payment) and Art. 6(1)(c) GDPR (statutory accounting and tax obligations).

Card payments are processed by the payment service provider Nexi (payment platform “Computop Paygate”). For payment you are redirected to a payment page hosted by Nexi; your card details are entered there and are never transmitted to or stored on our server. We pass your name, email address, the order reference and the amount to Nexi. Nexi processes your card data under its own responsibility and in line with the security standards of the card schemes. Please also see Nexi’s privacy information on the payment page.

If you choose automatic annual renewal, Nexi issues a pseudonymous card reference (a token, not your card number). We store this token, the card brand, a masked card number, the expiry date and the record of your consent to automatic charging so that the annual fee can be charged. You can end automatic renewal at any time by writing to secretary@wfitn.org; when you delete your account, all running renewals are cancelled and the stored card reference is deleted. Legal basis: Art. 6(1)(b) GDPR.

Technical payment logs are kept on our server for 30 days to investigate failed payments and are then deleted automatically.

Retention: invoices and accounting records are kept for the period required by French law.

9. Membership communications and newsletter

Membership communications. As a member you receive emails that are part of your membership: account emails (e.g. password reset), payment confirmations, membership fee reminders, notices about General Assemblies and elections, and other announcements from WFITN to its members. Legal basis: Art. 6(1)(b) GDPR (membership relationship under our statutes). These emails are not advertising, and you will continue to receive them even if you unsubscribe from the newsletter for as long as you are a member.

Newsletter. We only send our newsletter to members who have consented to receive it. Legal basis: Art. 6(1)(a) GDPR. You can withdraw your consent at any time via the unsubscribe link in every email or by writing to secretary@wfitn.org.

We send our emails with the software FluentCRM, which runs on our own website server, and deliver them through the mail server of our hosting provider (section 2). Email delivery logs are deleted automatically after 14 days. To find out how our mailings are received, we record whether an email has been opened (via a small image loaded when it is displayed) and which links in it are clicked, including the IP address used when clicking. Legal basis: Art. 6(1)(f) GDPR (our legitimate interest in efficient member communication). You can prevent open tracking by disabling the automatic loading of images in your email program.

10. Elections and votes

Members with voting rights can vote electronically in WFITN elections via their member account. For each vote we store, linked to your account, your choices, the time of voting and the membership category on which your voting right was based. This is necessary to ensure that each eligible member votes only once and to allow the result to be verified. The ballot is therefore not anonymous towards the WFITN administrators who manage the election; individual votes are not published. Legal basis: Art. 6(1)(b) GDPR in conjunction with our statutes.

11. Access to the journal

Members can access the WFITN journal hosted by the publisher SAGE Publications via the link in their member account. Our server requests an access ticket from SAGE that identifies WFITN as the authorising society; no personal data about you is sent in this request. Your browser is then redirected to the SAGE website, which processes your data under its own responsibility. Please see SAGE’s privacy policy on its website.

12. Recipients

Within WFITN, your data is only accessible to the persons who need it for their tasks, in particular the secretariat and the administrators of the website. In addition, the following receive personal data:

• ALL-INKL.COM – Neue Medien Münnich, Germany: hosting, email and backups (processor);
• the service provider operating our Matomo statistics server, only if you have consented (processor);
• Nexi (Computop Paygate): card payments;
• endcore GmbH, Pappelweg 7, 35510 Butzbach, Germany (the agency that develops and maintains this website) may access personal data in the course of technical maintenance and support;
• authorities, courts and advisers (e.g. accountants, auditors) where we are legally obliged or entitled to disclose data.

We do not sell your data and do not pass it on for advertising purposes.

13. Transfers outside the European Union

We do not transfer your personal data to countries outside the European Union or the European Economic Area.

14. Retention

We keep personal data only for as long as necessary for the purposes described above or as required by law. The specific periods are given in the respective sections. Where no specific period is stated, data is deleted once the purpose no longer applies and no statutory retention obligation remains. Backups of the website are kept by our hosting provider.

15. Your rights

Under the GDPR you have the following rights regarding your personal data:

• right of access (Art. 15 GDPR);
• right to rectification (Art. 16 GDPR);
• right to erasure (Art. 17 GDPR);
• right to restriction of processing (Art. 18 GDPR);
• right to data portability (Art. 20 GDPR);
• right to object to processing based on Art. 6(1)(f) GDPR on grounds relating to your particular situation (Art. 21 GDPR);
• right to withdraw consent at any time with effect for the future (Art. 7(3) GDPR);
• right to give instructions on the storage, erasure and communication of your personal data after your death (Art. 85 Loi Informatique et Libertés).

To exercise your rights, please write to secretary@wfitn.org. We may ask you to prove your identity. You can also view and correct some of your data directly in your member account.

16. Right to lodge a complaint

If you believe that the processing of your data infringes data protection law, you have the right to lodge a complaint with a supervisory authority. The authority responsible for WFITN is the Commission Nationale de l’Informatique et des Libertés (CNIL), 3 Place de Fontenoy, TSA 80715, 75334 Paris Cedex 07, France, www.cnil.fr. You may also contact the supervisory authority in the EU member state where you live or work.

17. Obligation to provide data

Providing personal data is neither legally nor contractually required. However, without the data marked as required we cannot answer your enquiry, set up your membership or process your payment.

18. Changes to this policy

We will update this privacy policy when our processing or the legal requirements change. The current version is always available on this page; the date of the last update is shown at the top.