Privacy Notice
This Privacy Notice explains how the EUARS Foundation ("EUARS", "we", "us") processes personal data when you visit euars.org, create or use a private professional profile, contact us, or otherwise interact with our activities.
Last updated: 6 September 2026.
Who is responsible
The data controller is:
EUARS — European Academy of Robotic Surgery
Herengracht 320
1016 CE Amsterdam
The Netherlands
Email: info@euars.org
Whose data we process
EUARS processes data of people who visit the website, create a professional profile, log in to an existing account, subscribe to updates, or contact the Foundation about education, research, fellowships, events, governance or institutional collaboration.
The intended audience is clinicians, trainees, biomedical engineers, robotics and technology specialists, educators, researchers, host centres, universities, hospitals and industry partners. The website is not directed at children.
What we collect
- Website use — Technical data needed to operate and secure the site, such as IP address, browser type, pages requested, date and time, and cookies strictly required for the session (including login).
- Professional profile — Name, title, email, date of birth, gender, nationality, phone number, career stage, position, institution, department, city, country, professional field(s), areas of interest, optional comments, password (stored in hashed form), privacy confirmation and whether you asked to receive news by email.
- Account use — Login timestamps, password-reset requests and security throttling data used to protect accounts against misuse.
- Enquiries — Name, email, organisation, phone if provided, topic, message, landing page, referrer/source and technical data needed to receive and handle the enquiry.
Why we use this data
We process personal data only for specified purposes:
- Operate the website and accounts — To provide the pages, authenticate you, reset passwords and keep the service secure. Legal basis: legitimate interests (Art. 6(1)(f) GDPR) and, where an account is created, performance of a contract or steps prior to a contract (Art. 6(1)(b)).
- Understand the European community — Profile information helps EUARS understand expertise, geography and interest across the developing network. It is not published as a public directory. Legal basis: legitimate interests (Art. 6(1)(f)), and consent where you tick optional boxes (Art. 6(1)(a)).
- Communicate about EUARS activities — If you opt in, we may send news and updates by email. You can withdraw that consent at any time. Legal basis: consent (Art. 6(1)(a)).
- Respond to enquiries and partnerships — To answer institutional, scientific, educational or collaboration requests. Legal basis: legitimate interests and, where relevant, steps prior to a contract (Art. 6(1)(f) and 6(1)(b)).
- Meet legal duties — Where we must retain records under Dutch or EU law. Legal basis: legal obligation (Art. 6(1)(c)).
Profiles are private
Creating an EUARS profile does not publish your name, photograph or CV on the public website. The account is a private professional record with the Foundation. It does not grant access to the website administration area.
EUARS staff who need the data to run the network, education, research or events may consult profile information on a need-to-know basis.
Cookies
We use cookies and similar storage that are necessary to run the site: session and authentication cookies so that login works, and security cookies that protect forms against misuse.
We do not use advertising cookies. If additional analytics or third-party cookies are introduced later, we will update this Notice and, where required, ask for consent. A separate cookie policy will describe any non-essential cookies in more detail.
Who receives the data
Personal data is processed by EUARS. It may also be processed by service providers who host this website, send email, or provide security and maintenance, strictly on our instructions.
We do not sell personal data. We do not share profile data with industry partners for their marketing. If a specific programme, fellowship or event requires sharing data with a host centre, we will tell you at that point and, where required, ask for consent.
How long we keep it
Website logs and security throttles are kept only as long as needed to operate and protect the site (typically days or a few weeks).
Professional profiles are kept for as long as the account remains active and for a reasonable period afterwards if you may return to the network, unless you ask us to delete the account earlier and no legal retention duty applies.
Enquiry correspondence is kept for as long as needed to handle the request and related follow-up, then deleted or archived according to our administrative needs.
Transfers outside the EEA
EUARS is established in the Netherlands. Hosting or email providers may process data in other countries. Where data is transferred outside the European Economic Area, we rely on an adequacy decision or appropriate safeguards such as Standard Contractual Clauses.
Security
We apply organisational and technical measures appropriate to the risk: access control, hashed passwords, form protection, HTTPS and restriction of profile data to authorised Foundation use. No method of transmission or storage is completely secure; we work to reduce the risk of unauthorised access, loss or misuse.
Your rights
Under the GDPR you may request access to your personal data, correction of inaccurate data, erasure, restriction of processing, objection to processing based on legitimate interests, and data portability where the conditions apply. Where processing is based on consent, you may withdraw consent at any time, without affecting earlier lawful processing.
To exercise these rights, email info@euars.org. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or another EU supervisory authority where you live or work.
Autoriteit Persoonsgegevens: www.autoriteitpersoonsgegevens.nl
Changes
We may update this Privacy Notice when our activities, systems or the law change. The current version is always published on this page, with the date of the last update.
Contact
For privacy questions, profile updates or deletion requests, contact EUARS at the address above or at info@euars.org.