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Privacy and cookies

Why and when we collect information from you on the Ecsite website.

Why and when we collect information from you

We collect data and information from users in order to:

  • Provide a personalised experience and set of services to you. If you’re staff of an Ecsite member organisation for instance, the website needs to know who you are in order to give you access to certain services or actions. 
  • Monitor and improve our online contents and services.


We collect information from you when:

  • You create a user account on the Ecsite website.
  • You use your account to publish contents.
  • You browse the Ecsite website – see cookies section below.
  • You subscribe to our online magazine and updates. Note that subscribing to our magazine and updates is separate from creating a user account.
  • You register for the Ecsite Annual Conference.


We make sure that we have appropriate security measures to protect your information. We commit to not sharing information you provided with third parties, except for:

  • Anonymised data
  • Publicly visible data linked to your user account, as outlined below.


About your Ecsite user account

Creating a user account is required for certain actions on the Ecsite website, for instance:

  • Submitting conference session proposals and appearing as speaker or convenor in the online conference programme.
  • For staff of Ecsite member organisations, accessing members-only services like Ecsite Move and performing actions in the name of their organisation like publishing news and events in the “Members share” section and promoting exhibitions on the EXTRA marketplace


Some of the information you provide for your user account is publicly visible. You can review and change it in the “User profile” tab of your account. We ask you to at least provide a publicly visible title, first & last name, job title and organisation.

On your user profile, the following information is also publicly visible:

  • Sessions of Ecsite Annual Conferences you participated in as speaker or convenor in the past, and accepted sessions for the upcoming edition.
  • The Ecsite member organisation you work for, if relevant (and if you linked your profile to its group – see explanation here).
  • Contents such as the news, events or exhibitions you might have published on the Ecsite website in your organisation’s behalf.


Other logged in users putting together a conference session proposal can look for your Ecsite profile by first name, last name and email address in order to add you to the proposal as speaker or convenor.


Note: to make sure that attendees receive important information about our Annual Conference, we add the following email addresses to our general mailing list:

  • Emails of users who are speakers or convenors in sessions that have been accepted for the upcoming edition.
  • Emails of attendees who register via our online conference registration form.


About cookies

Cookies: what are they?

A cookie is a small piece of data that a website asks your browser to store on your computer or mobile device. The cookie allows the website to "remember" your actions or preferences over time.

Most browsers support cookies, but users can set their browsers to decline them and can delete them whenever they like.


What cookies does the Ecsite website use?

1. Functional cookies

These cookies allow the website to remember preferences or choices you made. Their aim is to provide a comfortable browsing experience for you. They do not gather any information remembering where you've been on the Internet.


2. Analytics and third parties cookies

We gather information about user demographics and behaviours on the website, in order to monitor the success of our different contents and services and improve them if necessary. We use analytics services developed and operated by another company: Google analytics.

On some pages of our website, other organisations may also set their own anonymous cookies. They do this to track the success of their application, or to customise the application for you. Because of how cookies work, our website cannot access these cookies, nor can the other organisation access the data in cookies we use on our website.

For example, when you share an article using a social-media sharing button in Ecsite’s Spokes magazine, the social network that has created the button will record that you have done this.


How do I turn cookies off?

Most Internet browsers allow you to change your cookies settings. Here are the most common browsers’ help pages on cookies:

Ecsite.eu has Universal web tracking opt-out on: when the server receives the Do-Not-Track header from a client browser, the Google Analytics module will not embed any tracking code. This applies to logged in users and disabled page caching.


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