OMERACT collects the following data:

• Identification & Contact Details: Name, address, phone number, email (used for event registration, communications, and feedback).
• Demographic Information: Gender, affiliation, or professional role (to assess participation and improve services).
• Accessibility & Dietary Requirements (if voluntarily provided for event planning).
• Payment Information: Billing address and transaction details (for registration payments).
• Technical Information: Cookies and IP addresses (to improve website functionality).
• Photographs/Videos: With your consent, for event documentation and promotion.

You directly provide OMERACT with the data we collect. We collect data and process data when you:

• Register online for any of our mailing lists or events.
• Voluntarily complete a survey or provide feedback on any of our message boards or via email.
• Use or view our website via your browser’s cookies.

OMERACT collects your data to:

• Process your conference registration and manage your account.
• Send you monthly newsletters and keep you informed about updates and events.
• Share relevant information with the co-chairs of the working groups you wish to participate in.

OMERACT may share your information with credit reference agencies when processing your registration to verify your details and help prevent fraudulent transactions.

Your data is stored with Mailchimp. Mailchimp and its affiliates own and operate servers in world-class data centers located in the United States.

Mailchimp takes the protection and security of your personal information seriously. You can find more details on their Mailchimp Data Security and Privacy page.

OMERACT retains personal data only as long as necessary to fulfill the purposes for which it was collected or to meet legal, regulatory, or business requirements. Our data retention periods are determined based on the following criteria:

• Conference and Event Registration Data: Personal data collected for event registration, such as contact information and payment details, is retained for up to two years after the event for administrative purposes, feedback, and reporting. After this period, it will be securely deleted or anonymized unless further retention is required by law.
• Mailing List and Communication Data: Contact information used for newsletters and updates will be retained as long as you remain subscribed. You may unsubscribe at any time, and your data will be removed from our mailing list promptly.
• Working Group Participation Data: Information shared with working group co-chairs is retained for the duration of your participation in the group. If you leave the group, your data will be removed promptly.
• Legal Compliance: Some data may need to be retained for specific legal or regulatory reasons, such as tax obligations, which may require retention for up to six years after collection.
• Retention Review and Deletion: OMERACT conducts regular reviews to ensure personal data is not retained longer than necessary. When data is no longer required, we securely delete, anonymize, or archive it in compliance with GDPR requirements.

You have the right to request the deletion of your personal data in certain circumstances, such as when it is no longer necessary for the purpose it was collected or if you withdraw consent (where consent was the basis for processing). To request, please contact

Shawna Grosskleg, Privacy Officer

OMERACT, 501 Smyth Rd. Room L1258 P.O. Box 201B Ottawa, ON  K1N 5C7 Canada

Phone: (613) 794-1355; Email: admin@omeract.org

OMERACT would like to send you information about our events and information that we think you might like. If you have agreed to receive marketing, you may always opt-out at a later date.

You have the right at any time to stop OMERACT from contacting you for marketing purposes.

Please click here if you no longer wish to be contacted for marketing purposes.

OMERACT would like to ensure you are fully aware of your data protection rights. Every user is entitled to the following:

• The right to access– You have the right to request OMERACT for copies of your personal data.
• The right to rectification– You have the right to request that OMERACT correct any information you believe is inaccurate. You also have the right to request OMERACT to complete the information you believe is incomplete.
• The right to erasure– You have the right to request that OMERACT erase your personal data under certain conditions.
• The right to restrict processing– You have the right to request that OMERACT restrict the processing of your personal data under certain conditions.
• The right to object to processing– You have the right to object to OMERACT’s processing of your personal data under certain conditions.
• The right to data portability– You have the right to request that OMERACT transfer the data we have collected to another organization or directly to you under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: admin@omeract.org.

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our websites, we may collect information from you automatically through cookies or similar technology

For further information, visit allaboutcookies.org

How do we use cookies?

We use cookies to help you navigate efficiently and perform certain functions. You will find detailed information about all cookies under each consent category below.

The cookies that are categorized as "Necessary" are stored on your browser as they are essential for enabling the basic functionalities of the site.

We also use third-party cookies that help us analyze how you use this website, store your preferences, and provide the content and advertisements that are relevant to you. These cookies will only be stored in your browser with your prior consent.

You can choose to enable or disable some or all of these cookies but disabling some of them may affect your browsing experience.

What types of cookies do we use?

There are a number of different types of cookies. However, our website uses:

• Necessary: Necessary cookies are required to enable the basic features of this site, such as providing secure log-in or adjusting your consent preferences. These cookies do not store any personally identifiable data.
• Functional: Functional cookies help perform certain functionalities like sharing the content of the website on social media platforms, collecting feedback, and other third-party features.
• Analytics: Analytical cookies are used to understand how visitors interact with the website. These cookies help provide information on metrics such as the number of visitors, bounce rate, traffic source, etc.
• Performance: Performance cookies are used to understand and analyze the key performance indexes of the website which helps in delivering a better user experience for the visitors.
• Advertisement: Advertisement cookies are used to provide visitors with customized advertisements based on the pages you visited previously and to analyze the effectiveness of the ad campaigns.

How to manage cookies

You can choose to enable or disable some or all of these cookies but disabling some of them may affect your browsing experience.

The OMERACT website contains links to other websites. Our privacy policy applies only to our website, so if you click a link to another website, you should read their privacy policy.

OMERACT keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 1 November 2024

If you have any questions about OMERACT’s privacy policy or the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

Email us at: admin@omeract.org

Call us: (613) 794-1355

Or write to us at: OMERACT 501 Smyth Rd. Room L1258 P.O. Box 201B Ottawa, ON  K1N 5C7 Canada

Should you wish to report a complaint or if you feel that Our Company has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office.

Email: admin@omeract.org

Address: OMERACT 501 Smyth Rd. Room L1258 P.O. Box 201B Ottawa, ON  K1N 5C7 Canada