Personal Data Protection and Processing Policy
Caribbean Oral Health Initiative, (COHI), a non-profit organization, established under the laws of the Commonwealth of Puerto Rico, with impact on the communities of the Caribbean region, whose ethical standards and good practices are part of its constitution, hereby declares that by making use of the Personal information and data received from the persons or entities mentioned below, these will be handled physically, or through our portal and its applications, for the purposes listed below:
- Management of forms, subscription and / or records.
- Contact users or data subjects, in response to requests they have made to the organization.
- Dissemination of the activities of the Caribbean Oral Health Initiative, its projects, and calls.
- Find the relevance and relevance of that information, according to your interests, to find improvements in the communication channels and the experience of our users or related.
- Use the information to find improvements in the performance of our website, and to ensure the operation of our site, its security and that of your information.
- Ensure that the data of our users, academics, researchers, dentists, dental students and non-students in dental education, technical suppliers, customers, patients, and others related to the object of the association.
- Presentation of service proposals.
- Compliance with the legal relationships that are generated.
1. Information we oversee:
- Any information that is received by Caribbean Oral Health Initiative (COHI) through digital or physical forms may include: first and last name, email, social security number, mailing or residential address, telephone number, passport number, driver's license number, voter identification number or any other personal or official information, social networks, other identity document, City and country of residence, Organization to which it belongs, Position in the organization, Sector to which it belongs (public, private or civil), anonymous data related to the user's behavior during the visit to the website, whether through cookies, pixels or similar technologies.
- You may also collect the time of the visit and the contents visited and any other information including the personal information offered by it or that is obtained by us ("Your information") which will be collected, maintained and used in order to provide the services or products that you or your institution, establish, in accordance with the terms and scope provided by law, and to the terms of privacy and data protection described herein, as well as any other national or international provision that applies, within the framework of the services indicated.
- This could include health data, considered sensitive personal data, when such information is needed for research, or in some cases academic and professional data, if necessary.
2. Legal basis, principles and legitimate interest.
This Policy for the Protection and Treatment of Personal Data ("Privacy Policy") is communicated in compliance with the Law 38-2016 that establishes the guidelines and practices of protection of personal data and includes the treatment through the use of cookies of the COHI website generally indicated by the URL https://www.cohiweb.org y https://cohi.online and your lower level domains (the "Website" or the "Website"). Please read this Privacy Policy carefully as it will help you make informed decisions about how to share your personal data with us. Likewise, it is reported that this Privacy Policy is consistent with our policies and practices about the personal data we receive.
The processing of your personal data will be carried out in accordance with the principles of legality, loyalty, transparency, purpose limitation, data minimization, accuracy, conservation limitation, integrity, confidentiality, and responsibility.
The processing of personal data is also based on legitimate interest since, for example, users of our website demonstrate their willingness to obtain our services by browsing our site or filling out registration or contact forms, to provide our services to the interested parties.
For information about the protection of your personal data, you can contact us via email: contact@cohiweb.org
3. From whom is the information collected?
The Users of the Website subject to this Privacy Policy are: (a) academics, b) researchers, c) dentists or dentists, d) dental students and dentists, e) area personnel, f) technical suppliers, e) Clients, f) others.
4. How do we use this information?
The personal data described in the earlier point will be used by the organization, in the following cases:
- Management of forms, subscription and / or records.
- To perfect the relevance of the contents.
- To contact users or data subjects, in response to requests they have made.
- To improve activities, projects, and calls.
- To show whether the contents are relevant and relevant according to your interests, as well as to find improvements in our communication channels in terms of user experience and design.
- The data related to the access tools are used both to find improvements in the performance of our website, and to ensure the operation of our site, its security and that of your information.
The communications by which we will collect your data are mainly through emails, postal messages, telephone calls, forms, written contracts, and dissemination of advertisements on digital platforms.
5. Data protection guarantees
The Organization will not sell, distribute, or lease this information to third parties, except in accordance with this Privacy Policy. Likewise, it is reported that no transfers of personal data will be made, except in those cases in which they are strictly necessary for the performance of CAF's activities and functions, following the following assumptions:
- When required by authorities under a law, to follow the corresponding regulations. For example, in response to a court order, subpoena, or request from an enforcement agency for an applicable rule.
- When the relationship with clients is presented, to supply services following the goals of the organization.
The exchange of information described above may involve the transfer of your information to third party organizations or countries. We will implement proper measures to ensure that your personal data still is protected and secure by applicable data protection laws.
Likewise, reports or summaries can be generated and shared from the data collected, among others, the most visited pages or the number of registered to an event. As summaries, these reports cannot be used to track a particular person.
6. Retention of your personal data
We keep your personal data and anonymous information collected through the forms, contracts and the website, for operational, registration and legal purposes. We will keep your personal data about you for the period necessary to fulfill the purposes described in this Privacy Policy or our data retention policies unless an applicable rule requires a longer retention period.
7. How is my information kept secure?
We protect the security and integrity of the personal data we collect by implementing physical, electronic, and managerial procedures to safeguard and protect information against loss, misuse, unauthorized access, disclosure, alteration, or destruction. However, due to the inherent nature of the internet as an open global communication vehicle, we cannot guarantee that any information, whether during transmission over the internet, while stored in our data systems or maintained by us, is absolutely safe from intrusion by others, including hackers; However, in case of security breaches we will notify in the shortest possible time the existence of a risk to your rights.
8. What if I don't want to share my information?
The filling of registrations and forms on our site is voluntary, and without doing so, users can browse our website, however, taking the forms are necessary to receive electronic newsletters, and certain communications related to events, calls and other activities of the organization.
When browsing the page, the anonymous information described above will be collected, which, being anonymous, does not allow specific users to be named.
If you are registered for an activity or subscribed to a newsletter, we may send you emails about your registration or subscription preferences. In any of these messages, the user may choose to withdraw from the list and thereby unsubscribe and the data collection derived from it. You can also send us an "opt-out" request at contact@cohiweb.org.
9. What rights do I have when supplying my information?
Data protection laws grant certain rights to data subjects. You have, or may have, the right to:
1. Right to information: You may request details of the information we hold about you and how we process it.
2. Right of access: You may, at any time, request access to your personal data.
3. Right to erasure (right to be forgotten): You can ask that your personal data be deleted.
4. Right to rectification: You have the right to rectify inaccurate personal data concerning you.
5. Right to restrict: You may, at any time, limit or restrict the processing of your personal data if it does not prevent compliance with applicable laws or our legal relationship.
6. Right of Portability: You have the right to receive the personal data that you have provided us with by electronic means, in a structured, commonly used, and machine-readable format, and then be able to transmit them to another data controller.
7. Right to opposition: You will have the right to object at any time to the processing of your personal data.
8. Rights related to automated decisions or profiling: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects or affects you in an equally significant way.
Likewise, you may revoke or withdraw the consent previously supported for the processing of your personal data or oppose such processing.
It is important to note that these rights may not be absolute. For example, if you withdraw your consent to process your personal data, we may continue to process your personal data to the extent needed or permitted by law, in relation to the exercise and defence of our rights or our legal and/or regulatory obligations.
You do not have to pay anything to exercise your rights and you can request the exercise of any right listed above, through the contact email contact@cohiweb.org, request that will be processed by the responsible authority within COHI. The deadline for responding to requests to exercise rights is one (1) month, from the receipt of your request. This period may be extended by a further two (2) months, if necessary, considering the complexity and number of requests.
Final note
The policies will continue to be updated often, so the update to this Policy will be posted on this page. If the changes are significant, we may also choose to send an email to all our registered users with further details.
If required by law, we will obtain your consent or give you the opportunity to refuse any further use of your personal data.
