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7 September

7 September

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Privacy policy

1. Introduction

World Radiotherapy Awareness Day (WRAD) is an international awareness initiative hosted by the European Society for Radiotherapy and Oncology (ESTRO AISBL).

This Privacy Statement explains how personal data submitted through the WRAD website, forms, surveys, mailing lists, meetings, events, and related WRAD campaign activities is collected, used, stored, shared, and protected.

WRAD processes personal data in accordance with the General Data Protection Regulation (GDPR).

2. Data Controller

The European Society for Radiotherapy and Oncology (ESTRO AISBL) acts as the data controller for personal data processed in connection with WRAD.

ESTRO AISBL
Avenue Marnix 17
1000 Brussels
Belgium

As data controller, ESTRO determines the purposes and means of processing personal data collected for WRAD activities.

3. Personal Data We Collect

Depending on how individuals and organisations engage with WRAD, we may collect and process the following personal data:

  • first name and last name;

  • professional email address;

  • job title, professional role, speciality, or area of expertise;

  • organisation, institution, society, or company name;

  • country, region, and time zone;

  • information submitted through WRAD website forms, surveys, event forms, supporter forms, or Regional Champion forms, such as contact details, professional information, event details, responses, preferences, and other information requested in the relevant form;

  • professional and participation information relating to WRAD supporters, Regional Champions, committee members, partners, sponsors, professional societies, patient advocates, and other stakeholders involved in WRAD activities, such as their role, organisation, country, involvement, and relevant communications;

  • meeting or event attendance information;

  • communication preferences;

  • photos, videos, quotes, testimonials, event information, logos, or other materials voluntarily submitted for WRAD campaign, website, or social media purposes; and

  • any other personal data voluntarily provided when contacting WRAD. Individuals should not submit sensitive personal data unless it is specifically requested and necessary for the relevant WRAD activity.

WRAD does not routinely request health data or other special-category personal data. If health-related or other sensitive information is voluntarily included in submitted stories, testimonials, or campaign materials, it will only be used for the purpose for which it was submitted and with an appropriate legal basis.

Where WRAD receives personal data indirectly, for example from a professional society, partner organisation, event organiser, colleague, or publicly available professional source, WRAD will provide the individual with the information required under Article 14 of the GDPR within the applicable timeframe, unless an exemption applies.

4. Why We Use Personal Data

WRAD collects and uses personal data for the following purposes:

  • to communicate with individuals and organisations interested in WRAD;

  • to manage WRAD supporters, Regional Champions, partners, sponsors, committee members, and other stakeholders;

  • to share WRAD updates, campaign information, meeting invitations, surveys, event information, newsletters, and campaign materials;

  • to coordinate WRAD advocacy, awareness, educational, and stakeholder engagement activities;

  • to manage events, meetings, webinars, recordings, surveys, and related follow-up;

  • to publish or promote WRAD-related activities, events, photos, videos, quotes, testimonials, logos, or submitted materials where these have been provided for this purpose;

  • to maintain internal WRAD records and contact lists;

  • to respond to enquiries submitted through the WRAD website, forms, or email channels; and

  • to support reporting, campaign planning, sponsor engagement, and general administration related to WRAD.

WRAD will only use personal data for purposes connected to WRAD activities. WRAD will not sell personal data to third parties.

WRAD relies on the following legal bases, depending on the activity:

  • event, meeting, webinar, survey, and participation management: contractual or administrative necessity, or WRAD’s legitimate interests in organising and administering its activities;

  • communications, campaign updates, invitations, follow-up information, and stakeholder engagement: WRAD’s legitimate interests in coordinating and promoting the initiative, or consent where required;

  • networking and introductions between relevant participants or stakeholders: WRAD’s legitimate interests in facilitating professional collaboration, subject to reasonable expectations and appropriate safeguards;

  • website, social media, photography, video, testimonials, and other promotional communications: WRAD’s legitimate interests in raising awareness and documenting its activities, or consent where required by law or appropriate in the circumstances;

  • sponsorship, contractual, financial, reporting, and administrative activities: contractual necessity, legitimate interests, or compliance with legal obligations; and

  • compliance with applicable legal, regulatory, accounting, or governance requirements: legal obligation.

5. Photos, Videos, Quotes, Logos, and Submitted Materials

Where individuals or organisations voluntarily submit identifiable photos, videos, audio recordings, quotes, testimonials, logos, event information, or campaign materials to WRAD, WRAD will inform them in advance, where applicable, about the intended purpose, publication channels, legal basis, expected retention period, and how they may exercise their data protection rights.

By submitting photos, videos, audio recordings, quotes, testimonials, logos, event information, or other materials to WRAD, individuals and organisations confirm that they have the necessary rights and permissions for the stated WRAD use. Where required by law or appropriate to the context, WRAD may obtain explicit consent or a separate image, voice, or likeness release before publication or promotional use.

Individuals or organisations may request the removal, withdrawal, or anonymisation of their personal data or submitted materials from WRAD channels. WRAD will act on such requests where reasonably and technically possible, subject to applicable legal grounds and the practical limits of material already distributed or independently shared by third parties.

Any consent or authorisation for promotional use will be specific, limited to the stated purposes and channels, and retained for a fair and limited period. Nothing in such consent or authorisation constitutes a waiver of the individual’s rights under applicable data protection law, including the GDPR.

6. How Long We Keep Data

WRAD retains personal data only for as long as necessary for the stated purposes, using the following periods or criteria:

  • contact, supporter, Regional Champion, stakeholder, and mailing-list data will be reviewed periodically and retained while the individual or organisation remains actively engaged with WRAD, and normally for no longer than two years after the last meaningful interaction, unless renewed engagement or another legal basis applies;

  • event, meeting, webinar, and survey administration data will normally be retained for up to two years after the relevant activity, unless a longer period is needed for follow-up, reporting, dispute management, or legal compliance;

  • marketing and promotional materials containing personal data will be retained for the duration of the relevant campaign and for a maximum of five years afterwards, unless a shorter period is stated or the individual validly requests earlier removal; and

  • financial, contractual, sponsorship, governance, or administrative records will be retained for the period required by applicable legal, accounting, audit, or contractual obligations.

Individuals may request deletion of their personal data at any time, subject to any applicable legal, administrative, or financial retention requirements.

7. Data Sharing and Third-Party Tools

WRAD may use third-party service providers to support website management, email communications, surveys, databases, cloud storage, event coordination, video conferencing, social media, analytics, and other campaign-related activities.

These may include, for example, website providers, email platforms, survey tools, cloud storage services, event platforms, social media platforms, and IT suppliers.

Where third-party processors are used, personal data will be processed under ESTRO’s supervision and in line with applicable data protection requirements.

WRAD will not share personal data with sponsors, partners, or external organisations for their own unrelated commercial purposes unless the individual has clearly consented to this or unless it is necessary for a specific WRAD activity in which the individual is participating.

8. Data Security

WRAD and ESTRO take appropriate organisational and technical measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.

Access to WRAD personal data is limited to individuals and service providers who need it for WRAD-related purposes.

9. Individual Data Rights

Under the GDPR, individuals have the following rights regarding the processing of their personal data:

  • the right to receive transparent information about the processing of their personal data;

  • the right to access their personal data;

  • the right to request correction of inaccurate or incomplete personal data;

  • the right to request deletion of their personal data;

  • the right to restrict processing;

  • the right to data portability;

  • the right to object to processing;

  • the right to lodge a complaint with a data protection authority; and

  • the right not to be subject to a decision based solely on automated processing.

WRAD does not use personal data for automated decision-making.

10. Contact

For any questions regarding the processing of personal data by WRAD, or to exercise data protection rights, please contact:

contact@worldradiotherapy.org

You may also contact ESTRO regarding personal data matters at:

info@estro.org

Individuals also have the right to lodge a complaint with the Belgian Data Protection Authority or with their national data protection authority.

11. Updates to This Privacy Statement

This Privacy Statement may be updated from time to time to reflect changes in WRAD activities, website functions, tools, or applicable data protection requirements. The current version will be published on the WRAD website.

Version 1.0 - August 2026 - Prepared for World Radiotherapy Awareness Day (WRAD).

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