Privacy Policy

Personal data

The protection of your data and the observance of your right of informational self-determination with regard to the collection, processing and use of your personal data is important to us. We protect your personal data against unauthorised access, unlawful use, accidental loss, corruption or destruction. We use technical measures such as encryption and password protection to protect your data and the systems they are held in.

Some features on the ESSO website require you to register as a user. Once you are a registered user you will be provided with an identification number and you will select a unique username and password. You will be able to change your password and any personal data you have given to us.

If you are submitting information on behalf of others for registrations purposes or otherwise, you represent that you have their permission, agreement and full authorization to provide this information to us. We reserve the right (a) to ask you to provide evidence of your authority at any time during, or even after, the submission process and (b) to contact those individuals to confirm your autority at any time. If we determine that your authority has not been properly obtained, we may immediately and without notice to you discontinue your authorised use of those features of the website for which you have registered.

ESSO will collect and store all personal data for the purpose of membership and the preparation and execution of ESSO educational meetings and congresses. In accordance with data protection and other applicable laws, sensitive data will be deleted after the educational meetings and congresses, whereas personal data, payment history and correspondence will be stored for the period prescribed by law. As a rule ESSO will not store any credit card data.

ESSO may collect personal information in the following ways:
  • When you register personal details when creating or updating a "My ESSO" profile on the ESSO website.
  • When you, or an agent on your behalf, enter personal details on a form (electronic or paper) requesting an ESSO product or service (eg when registering for an ESSO organised meeting or event)
  • When you enter personal details on a form applying to become an ESSO member or to apply for affiliate membership through an affiliate society.
  • When you subscribe to an ESSO newsletter or other electronic communication.

What personal information is collected by ESSO

As a general rule, to enable ESSO to correctly identify you, to provide you with the products and services you have requested and to communicate with you, the following minimum information must be provided in order for your order, request, application, etc. to be processed:

  • Title
  • First Name (s)
  • Last Name (s)
  • Email address
  • Gender
  • Nationality
  • Profession
  • Specialist interest











Email address information

Your email address is mandatory when you use the ESSO electronic services on the ESSO website. Electronic communication is for the most purpose ESSO's prefered method of communication because it is generally convenient, efficient and environmentally friendly. You are required to supply your email address when you create your profile in the "My ESSO" area of the ESSO website. Please note each email address must be unique and that you do not share this email address with another person.

How ESSO uses personal information

Personal information is needed by ESSO to enable it to properly manage its member and customer files. These files are used to enable ESSO to fulfil its role in providing a wide range of services to its members. The personal information which you supply may be specifically used to:

  • Provide you with the products and services you request;
  • Communicate with you about specific matters regarding your transaction, eg registration for a meeting or event and membership;
  • send you information about ESSO activities which we believe may be of interest to you.

With your consent provided, ESSO can contact you with regular newsletters, as well as with announcements of future meetings. You may unsubscribe of these mailings at any time, this will not affect official correspondence from the secretariat.

Disclosure of information

If you are an active member of ESSO (having paid a membership) you will be included in the ESSO members directory, this directory enables you to network with other ESSO active members. The information available for other members to see includes your name, title, place of work, email, nationaility, speciality and a short biography if you have included this information within your profile. 

ESSO may supply your information to its contractors to perform specific services (such as to the publishers to deliver the journal EJSO, etc.) Otherwise ESSO does not disclose personal information to any other person or organisation without your consent.


ESSO may without the further consent of the participants use and release pictures taken during educational meetings and congresses for reports and/or future marketing materials. By registering attendees agree that  photographs taken during the event that could include recognizable images of those in attendance may be posted on the ESSO website. Names will not be published. The Conference is held in a public space, therefore we do not prohibit participants, exhibitors, sponsors, or news organisations from photographing, video or audio-taping some of our activities. ESSO reserves the right to use images taken at the educational meetings and congresses with your photograph and/or likeness on social media and/or in future marketing materials. ESSO is NOT responsible for individual attendee’s use of your image or likeness.


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