Personal data management policy
COSMED attaches the greatest importance to the protection of the private life and the personal data of its interlocutors as well as to the respect of the regulations in force.
The treatment of these data by COSMED as person in charge of treatment is carried out according to the methods described below.
➢ What personal data is collected and why?
• 1. Members
COSMED collects personal data concerning its members on the membership form and within the framework of the management of the association and the realization of its missions (actions of representation, regulatory watch, Certificate of Free Sale, training, group of purchases, event and demonstration).
Purposes and legal basis: the processing of these personal data of the members is necessary to allow COSMED to manage the membership of its members and more generally the functioning of the association.
The processing of the personal data of the customers (members or not) within the framework of the subscription, of the inscription to the formations, events, of the delivery of CVL, of the referencing of the suppliers and more generally to the subscription of any service available on the Internet site is necessary for the supply of the services, the management of the orders and the payment and more generally the management of the relations between COSMED and the customer.
The processing of these personal data also allows the management by COSMED of the connection space on the website.
The processing is based on the execution of the membership contract and the order and the respect by COSMED of its legal obligations.
Anyone who does not wish to provide the information identified as mandatory will not be able to join COSMED or place an order for services.
Moreover, the personal data allows COSMED to manage its contact file and the association for the purposes mentioned in point 3.
- COSMED suppliers and partners
COSMED can collect personal data concerning its suppliers and partners within the framework of the execution of the contracts with these last ones.
Purposes and legal basis: the treatment of these personal data is necessary to allow COSMED to manage the contract and the exchanges with the supplier or partner.
The processing is based on the execution of the contract and the respect by COSMED of its legal obligations.
Moreover, the personal data allow COSMED to manage its contact file and the association for the purposes mentioned in point 3.
3. Contact and association management
COSMED may collect and process data in different settings :
- On the contact form on the website www.cosmed.fr
- During exchanges between COSMED and the person concerned by e-mail or telephone in particular
- On the contact form put online at the time of the annual publication of the Cosmetic Industry Directory – France –
- When COSMED collects public data (name, first name, function, e-mail address, telephone number), especially on the Internet or in the press.
Anyone who does not wish to provide the necessary information will not be able to benefit from the activities organized and the information sent by COSMED.
COSMED may process and publish personal data to carry out the distribution of the Members’ Directory, the Cosmetic Industry Directory – France and the Suppliers’ Directory.
For the publication of the Members’ Directory on the Website, the processing of personal data is based on the legitimate interest of COSMED to publish a directory of its members, in particular to set up systems of exchanges between members and to assert the representativeness of the association. The name and first name of the designated collaborator (purchasing department) is freely accessible on the Website. The telephone number and the email address are accessible only to the members connected on the Website via their space.
Any person has the right to object for legitimate reasons to the publication of his or her personal data in this directory upon request to COSMED. COSMED will be able to limit the publication to the name of the company and data concerning this last one with the exclusion of data identifying a physical person.
For the publication of the Suppliers’ Directory on the Website, the processing of personal data is based on the contract concluded between COSMED and the supplier insofar as the publication of its coordinates is necessary to reference it within the framework of the service provided. The contact information is accessible only to the members connected on the Internet site via their space.
For the publication and distribution of the Cosmetic Industry Directory – France, the processing of personal data is based on the consent of the person concerned (whether or not a member of COSMED). In case of refusal, COSMED may limit the publication to the name of the company and data concerning the latter (excluding data identifying a natural person). The person concerned can withdraw his or her consent at any time by contacting COSMED at the address below.
➢ How is Personal Data processed?
Personal data are processed by COSMED as the data controller for the purposes described above.
COSMED undertakes not to use them for any other purpose, nor to transmit them to third parties, except in the cases provided for in this data management policy or after information and, if necessary, consent of the person concerned.
Recipients: ersonal data may be communicated by COSMED to its administrators, its staff and its suppliers (in particular, for the hosting, the messaging service, the realization of surveys, the sending of newsletters and regulatory alerts, the reception of the participants to the congresses and events, the organization of the trainings, organization of webinars, online payment), including some service providers transferring data outside the European Union to countries not subject to an adequacy decision of the European Commission (e.g. sending regulatory alerts, newsletters and the webinar tool).
When personal data of contacts are collected for the organization of events, activities or demonstrations, they may be transferred to service providers in charge of the organization or the animation of the event for the preparation and the smooth running of the intervention.
COSMED takes all steps to require such recipients and processors to comply with applicable regulations and, where appropriate, that transfers outside the European Union are based on an adequate level of protection or sufficient safeguards, a copy of which data subjects may obtain upon request to COSMED. More information is available from COSMED upon request.
In addition, COSMED may have to communicate the personal data processed to authorized third parties in the context of compliance with a legal obligation, at the request of a judicial, administrative or public authority, or in application of a judicial or administrative decision.
Conservation and archiving: the personal data are kept in active base for the purposes exposed above for the duration necessary to the realization of these purposes, namely: The data collected within the framework of the adhesion, of a contract or an order, for the duration of the adhesion or the contract
The personal data used for the management of the file of contacts and partners are preserved for a duration of three years as from the last contact between COSMED and the concerned person.
The personal data collected for the execution of a contract are archived for the duration necessary for the establishment, the exercise or the defense of a right in justice, equivalent to the duration of prescription applicable to the obligations between COSMED and the concerned person.
COSMED makes its best efforts to keep and archive these personal data in appropriate security conditions in compliance with the applicable provisions, according to the current technical means
➢ What rights do you have to the personal data you provide ?
Any person who has given personal data to COSMED has the following rights on these data:
- A right of access to the data (to know if data processing is carried out and if so, information on this processing and the copy of the processed data) and of rectification in case of inaccurate data;
- A right to the erasure of data (“right to be forgotten”) except when the processing is necessary for the fulfilment of a legal obligation or the exercise of legal rights and a right to the limitation of processing in the cases provided for by the regulations in force;
- The right to define directives relating to the fate of personal data after his death;
- The right to the portability of the raw data provided to COSMED;
- The right to lodge a complaint with the competent authority (notably the CNIL in France);
- The right to object to the reception of newsletters and information e-mails, the right to object, for members, to the publication of personal data in the Members’ Directory, and more generally, the right to object to the processing of data based on COSMED’s legitimate interest;
- The right to withdraw consent for publication in the directory or the dissemination of photographs related to events (except news events or elected officials in the exercise of their functions).
These rights can be exercised by e-mail or by postal mail to COSMED at the address below.
These rights will have to be exercised under the conditions envisaged by the regulation in force. In particular, a proof of identity may be requested in case of doubt on the identity of the person
➢ COSMED’s contact information
Les Ocres de l’Arbois – Bâtiment B
495 rue René Descartes
13100 AIX EN PROVENCE
E-mail : firstname.lastname@example.org