Data Protection
Privacy notice for suepo.org, its local websites and the SUEPO App, in accordance with the General Data Protection Regulation (Regulation (EU) 2016/679, GDPR)
At SUEPO, protecting your privacy is a priority. As a data controller, we are committed to the principles of the GDPR, which has applied across the European Union since 25 May 2018. This notice explains what personal data we process, why we process it, how we protect it and which rights you have. It applies to suepo.org, its local websites (subdomains) and the SUEPO App.
Who is responsible
The controller of your personal data is the SUEPO section whose website or services you use. Its name, address and contact details are listed in the Impressum of the respective website.
Cookies on our websites
Our websites use cookies to provide basic functions, display external media and understand how the site is used. Cookies are grouped into the following categories:
| Cookie categories | |
|---|---|
| Required cookies Always active |
Needed for basic functions such as page navigation, security and logging in to member areas. The website cannot function without them. |
| Media cookies Optional |
Needed to display embedded content from external services, such as videos, audio, images or social media posts. These services may set their own cookies. |
| Marketing cookies Optional |
Allow us and our partners to identify content that interests you on our website and to show relevant recommendations on external partner websites. |
| Statistics cookies Optional |
Help us understand how attractive individual pages are, so that we can improve the website. Only anonymised data is collected, which does not allow any conclusions about you personally. |
On your first visit, a cookie banner lets you accept all cookies, decline all optional cookies, or use the checkboxes to choose which categories you allow. Required cookies cannot be switched off, because the website does not work without them. You can also delete stored cookies at any time in your browser settings.
The SUEPO App
The SUEPO App does not use advertising, tracking or analytics and does not build user profiles. It only processes the data it needs to work: when you sign in, your membership login is verified against our membership management system, and a device identifier is used to deliver push notifications through Google Firebase Cloud Messaging.
Personal data we need from members
To run the union and provide membership services, we need the following information:
| Membership data | |
|---|---|
| Contact details | Name, postal address, email address and phone number |
| Employment status | Active, on invalidity or retired |
| Grade and seniority | At the European Patent Office (EPO), used to determine your membership category |
| Payment details | Bank account number, used to process membership contributions |
If this information is not provided, we may not be able to offer membership or the related services and benefits.
Why we use your data
We process members' personal data to carry out the membership relationship and to meet our legal obligations, in particular to:
- provide membership services, such as membership confirmations, renewal notices and payment notifications;
- keep you informed about union news, events and meetings, and about developments in working conditions;
- respond to and investigate questions, comments, complaints, concerns or allegations.
For any other purpose, such as online surveys, we will ask for your consent and provide a specific privacy notice for that activity.
Who we share your data with
We do not sell your personal data. We only share members' data where necessary:
- with legal or regulatory authorities, when required by law;
- with professional and legal advisers, when we ask them for advice;
- with service providers that support our work, such as website hosting, membership management and email services.
Service providers may only process your data on SUEPO's instructions and are contractually bound to protect it.
How we protect your data
Personal data is stored electronically in password protected systems behind firewalls. Paper records are kept in secure filing systems.
How long we keep your data
We keep personal data only as long as needed to provide membership services. If you resign, or have not renewed your membership for two years, your data may be reviewed and deleted. Some records, such as financial records, may need to be kept longer to meet legal requirements.
Your rights
Under the GDPR you have the right to:
- access the personal data we hold about you (subject access request);
- have inaccurate data corrected;
- have your data erased;
- restrict or object to certain processing;
- receive your data in a portable format;
- withdraw your consent at any time, where processing is based on consent;
- change your communication preferences.
You also have the right to lodge a complaint with a data protection supervisory authority, in particular in the country where you live or work.
Cancelling your membership is simple: send an email to your local SUEPO section, or use the electronic form where your local website provides one.
Contact
For questions about data protection or this notice, or to exercise your rights, please use the contact form on your local SUEPO website or write to webmaster (at) suepo.org.
Last updated: October 2026