Privacy Policy and Terms of Use

(This Privacy Terms and Conditions has been amended on September 4th, 2018 to comply with the EU General Data Protection Regulation)
  1. Definitions
    1. Association” means American Society for Radiation Oncology;
    2. Association Global Account” means the account created for the Users of the Association which links all of the platforms through which the Association renders Services;
    3. Data Subject” means both the Users and the Members of the Association where it is used in relation to the protection of Personal Data;
    4. GDPR” means EU General Data Protection Regulation 2016/679;
    5. Member” means, without regard to his/her previous status as a User, a natural person who is accepted by the Association as a Member;
    6. AMS” means MULTIREGISTRATION Association Management System to register, access educational platforms, and allow the purchase of services and goods from the Association;
    7. MLG” means MULTILEARNING Group Inc. (the AMS Technology Provider who developed, owns and maintain the MULTIREGISTRATION AMS Platform), as the Association’s designee (hereinafter, referred to as: “its Designee”);
    8. Personal Data” means any information relating to an identified or identifiable natural person;
    9. Services” mean services provided by the Association to its Users and/or Members;
    10. User” means a natural person who registers as a user of the Association’s without being a Member of the Association.
  2. Categories of Personal Data Collected on AMS
    1. In order to create an account for the User and for future communication, the Association collects the following categories of Personal Data at the time when the User registers for the Services:
      1. First and last name
      2. Email address
      3. Country
      4. Institution/Organization
    2. In order to improve and customize the Services, the Association collects the following personal data at the User’s discretion at the time when the User registers for the Services:
      1. Gender
      2. Area of expertise
    3. The Association stores the password information of the Users and Members in a secure and encrypted form.
    4. The Association does not collect information related to the payment for its Services, such as credit/debit card numbers, security codes, expiry dates etc.
    5. The Services provided by the Association rely on cookies to identify Users, User devices and User sessions, and these cookies are essential for the Association’s platforms to function properly. If the User chooses to disable cookies, a large subset of the functionality provided by the Association’s platforms will either be unavailable or cease to work as expected. By using the Services, the User or the Member consents the use of cookies by the Association in line with the terms of the Privacy Terms and Conditions.
    6. The Association represents and warrants that all of the Personal Data collected from the Data Subjects will be processed in a confidential and secure manner. The Association acknowledges that all of the necessary legal and technical measures have been taken to ensure the confidentiality and security of the Personal Data processed.
  3. Purposes for Processing of Personal Data on AMS
    1. The Association processes the Personal Data of the User’s for registration, to provide Services and account-keeping purposes. The Association may also extract and use the Personal Data to invite Users and Members to participate and contribute in its activities and/or enhance its understanding of its Users and Members, such as statistical breakdowns and market analysis.
    2. By creating an Association Global Account on AMS, The Data Subject agrees that the Personal Data previously provided on AMS will be shared with platforms run by its Designee for the provision of education at the request/service of the Association, which will enable the User to access MULTILEARNING educational platforms.
    3. The Data Subject consents to receive emails from the Association in relation to the services allowing the Association to fulfil its mission and its functioning such as membership related services (membership approval process, any payment dues, confirmation or non-confirmation of payments, renewal of membership, voting processes), other end-users registration and submission processes, grants applications and mailings related to contributions to educational and scientific activities of the Association.
    4. Data subjects will have the option to opt-in to receive direct marketing emails through their profile in the email preferences section in AMS or other ways made available to them by the Association, in order to consent that the Association may use their name and email address to send informational and promotional emails.
  4. Transfer of Data to Third Parties from AMS
    1. The Data Subject agrees and acknowledges that the Association may share his/her email address with third-party email automation service providers for sending emails specified in 3.4 and or promotional email provided that the Data Subject agrees to receive promotional emails.
    2. The Data Subject agrees and acknowledges that the Association may use the online platforms provided by its Designee for the purposes of registration and performance of Services.
    3. The Data Subject agrees and acknowledges that the Personal Data provided on AMS are stored on MLG databases for security, backup and archiving purposes, as well as facilitation of the performance of Services provided by the Association. Since May 25th, 2018, the archive and backup retention period is between 6 months and 1 year. Archives and archived backups use encryption to protect the data both in transit and at rest.
  5. Data Subject’s Rights on AMS
    1. The Data Subject has the following rights:
      1. The right to confirm as the whether or not the Association processed his/her Personal Data and if so, the right to access that Personal Data (‘the right to access”);
      2. The right to have any inaccurate Personal Data rectified and any incomplete Personal Data completed (“the right to rectification”);
      3. Except for the occasions in which the Personal Data is needed for compliance with a legal obligation or exercise or defence of legal claims, the right to request erasure of his/her Personal Data (“the right to erasure” or “the right to be forgotten”) provided that the Data Subject is an EEA resident and that:
        1. The Personal Data is no longer necessary for the processing purposes;
        2. The Data Subject withdraws consent;
        3. The Data Subject has the right to object to the processing under the applicable data protection laws;
        4. The processing is for direct marketing purposes;
        5. The Personal Data has been unlawfully processed;
      4. The right to restrict the processing of your personal data provided that:
        1. The Data Subject contests the accuracy of the personal data;
        2. The processing is unlawful however the Data Subject opposes the erasure;
        3. The Personal Data is no longer necessary for the processing purposes however the Data Subject requires personal data for the establishment, exercise or defence of legal claims;
        4. The Data Subject have objected to processing, however the verification of the grounds for objection is pending;
        5. The right to object to our processing of your personal data except the situations where such processing is necessary for:
          1. The performance of a task carried out in the public interest or in the exercise of any official authority vested in the Association;
          2. The legitimate interests pursued by the Association or by a third party.
      5. The right to receive his/her Personal Data in a structured, commonly used and machine-readable format (“the right to data portability”), given that the Personal Data has been provided by the Data Subject based on consent or for the performance of a contract and that such processing is carried out by automated means and unless doing so will infringe the rights and freedoms of others;
      6. The right to lodge a complaint with a supervisory authority responsible for data protection;
      7. The right to withdraw consent at any time, without affecting the lawfulness of processing before the withdrawal.
  6. Use of MLG Software
    1. User and/or Member of AMS ; agrees to the following:
      1. The use of AMS, their trademarks, as well as their "look and feel" are the exclusive property of MLG and are protected under intellectual property laws. User and/or Member are authorized to use the AMS solely for personal, non-commercial purposes. The rights to use the AMS is inalienable and non-transferable and is reserved to Users and/or Members who have accepted these terms and conditions. User and/or Member shall not reproduce, translate, alter, reverse engineer, transmit or communicate AMS in whole or in part, and/or its source code without prior written authorization from MLG, nor give access to the AMS to any unauthorized users. Users and/or Members are not authorized to distribute, sell, rent or otherwise transfer the use of AMS. 
      2. MLG provides only the means to manage Users and/or Members and allow them to register, obtain extra services and purchase services and goods.  MLG does not access end-users’ profile other than to resolve technical issues or provide assistance and statistics.
      3. MLG will not be liable to you for any misuse of your data outside AMS. Users and/or Member agree that MLG cannot be held liable for infringements on Personal Data not processed through AMS. MLG will not be responsible for any loss or damages (notably, direct, indirect, incidental, special or consequential damages) or loss of profit that may result from the use of AMS. 
      4. Interruption of service and interoperability registered Users and/or Members and Users of the AMS are responsible for the interoperability and capacity of hardware used with the AMS. MLG declines any responsibility for defects, incompatibilities, interruption of service or non-compliance of the product.  The AMS and the service of MLG are provided to Users and/or Members  "as is". MLG does not provide any guarantee on the AMS with regard to its downloading, its streaming, its security defects and/or errors which it may contain. MLG cannot be held responsible for damages which may affect Users and/or Members computer system and/or for loss of data which may result from the downloading or use of the AMS.
      5. MLG reserves the right to deny access to User and/or Member accounts, without prior notice and at MLG's sole discretion, when such accounts have been manually or automatically flagged for behaviour which can be interpreted as an attempt to damage the integrity of the systems, to tamper with the systems' data, to bypass the system's security safeguards, or to breach any of the terms covered in this section. Should a User and/or Member be dissatisfied with MLG's decision, that User and/or Member may request termination of their access to AMS themselves.
      6. This section “Use of "AMS" is governed by the laws of the Province of Quebec and the laws of Canada applicable therein without reference to any conflict of law principles. If any provision of these terms and conditions shall be unlawful, void, or for any reason unenforceable, then that provision shall be deemed severable from these terms and conditions and shall not affect the validity of any remaining provisions. These terms and conditions constitute the entire agreement between User and/or Member and MLG and may only be modified by MLG at its discretion.
      7. MULTILEARNING, MULTIWEBCAST, MULTIEPOSTER, MULTITESTER, MULTIREGISTRATION, MULTIEPORTAL, MULTIREGISTRATION, MULTISUBMISSION and their logo are trademarks of MLG.
  7. Amendments to Privacy Terms and Conditions
    1. The Association may amend this Privacy Terms and Conditions at any time.
    2. In case of an amendment, the Association will inform the Data Subject by:
      1. On our Privacy Terms and Conditions
      2. And/or when you log in
  8. Contact
For requests of information and to exercise Data Subject’s Rights, please contact

The Association (Data Controller):
Johanna VanArsdall - Johanna.VanArsdall@astro.org -Meeting Department
251 18th Street South, 8th Floor
Arlington, VA 22202
Telephone: 703.502.1550


The Contractor (Data Processor):
MULTILEARNING Group Inc.
8782 Lajeunesse
Montreal, Quebec H2M1R6
Canada
support@multilearning.com