Congress Highlights rules

ERA encourages third parties (not-for-profit) to use the materials of the ERA Annual Congress to prepare special Highlight Sessions to be held after the ERA Congress*.

The rules outlined below must however be strictly followed.

Other third parties can also present ERA Congress Highlights but a specific procedure/authorization must be followed to protect both the reputation of the Society as well as the copyright of the authors (see point 4).

I. Authorization Process

Third parties must seek explicit authorization from the ERA before distributing or using any ERA Congress Highlights content.

Requests must be received at least 30 days prior to the initiative date by using the appropriate Application Form (applications received after the deadline are unable to be considered for the authorization process). Applications must be filled in, signed and sent via e-mail to cooperation@era-online.org.

A brief introduction (maximum of a half page) to the initiative is required as part of the ERA authorization process.

If the request is accepted, the third party will be able to use the ERA Congress Highlights content (supplied by the ERA HQ). Furthermore, the sentence “Courtesy of ERA” must always be included.

The third-party must send all the drafts in which the ERA Congress logo and disclaimer will appear to the ERA HQ for final approval before this is distributed. Failure to comply with these requirements will compromise any eventual future ERA authorization requests.

The ERA Secretary General will be in charge of granting the authorization and shall consult the Council should the initiative not fulfil the minimum requirements outlined in this regulation or whenever this be deemed necessary.

Granting the authorization will be based on the educational programme of the initiative: if this is missing the authorization cannot be given. The educational programme must be scientifically valuable, and it must deal with renal or related topics.

II. Educational Use Only

Content is intended for educational purposes only and should not be used for commercial or promotional activities.

III. Accurate Representation

Third parties must accurately represent the content and context of the ERA Congress Highlights to avoid misinterpretation or misinformation.

The ERA Congress logo should be used according to the Congress logo guidelines, which are available here.

IV. Attribution and Copyright

Third parties are required to provide proper attribution to the ERA for the content used, ensuring that the source is acknowledged in all distributed materials.

Organizers must request due authorization from the authors for the use of the content, in accordance with Point 8.7.5 of the ERA’s Terms & Conditions regarding copyright ownership.

V. Non-Modification Clause

Third parties are prohibited from modifying ERA Congress Highlights content to maintain the integrity and accuracy of the information.

VI. Penalties for Non-Compliance

Revocation of authorization. The ERA reserves the right to revoke authorization for the distribution and use of ERA Congress Highlights content by third parties in cases of non-compliance.

Cease and desist notice. Third parties found to be in violation of the guidelines may receive a formal cease and desist notice, requiring them to immediately stop the unauthorized distribution or use of ERA Congress Highlights content.

Legal action. The ERA may pursue legal action against third parties that persist in non-compliance, seeking damages for any harm caused by the unauthorized distribution or use of ERA Congress Highlights content.

Loss of privileges. Non-compliant third parties may lose certain privileges or access to ERA resources, events, or collaborations in the future.

Blacklisting. Persistent or severe cases of non-compliance may result in the blacklisting of the offending third party, prohibiting them from future participation or collaboration with the ERA.

VII. Information Channels and Transparency

Clear communication channels are provided for third parties to seek clarification or additional information regarding the rules, the authorization process and, in general, the Congress Highlights content.

The ERA Headquarters can be contacted via e-mail at secretariat@era-online.org for any queries or requests.

These rules are available on the ERA website and are periodically updated.

VIII. Privacy and Data Protection

These rules include provisions for handling any personal data or sensitive information contained within the Congress Highlights content, ensuring compliance with data protection laws such as GDPR in Europe.

Data minimization. Ensure that only necessary personal data is collected from individuals involved in the distribution or use of ERA Congress Highlights content, and that this data is kept to a minimum.

Lawfulness, fairness, and transparency. Clearly communicate to individuals how their personal data will be processed, ensuring transparency and fairness in data handling practices.

Purpose limitation. Personal data collected for the distribution and use of ERA Congress Highlights content should only be used for the specific purposes outlined and not for any other unrelated purposes.

Data security. Implement appropriate technical and organizational measures to safeguard personal data against unauthorized access, disclosure, alteration, or destruction.

Data subject rights. Respect the rights of individuals regarding their personal data, including the rights to access, rectification, erasure, restriction of processing, data portability, and objection.

Consent. Obtain explicit consent from individuals before collecting and processing their personal data for the distribution and use of ERA Congress Highlights content, ensuring that consent is freely given, specific, informed, and unambiguous.

Data transfer. Ensure that any transfer of personal data outside the European Economic Area (EEA) is conducted in compliance with GDPR requirements, including the use of appropriate safeguards such as Standard Contractual Clauses or Binding Corporate Rules.

Data retention. Establish clear policies for the retention and deletion of personal data collected for the distribution and use of ERA Congress Highlights content, in accordance with GDPR requirements.

Data Protection Impact Assessment (DPIA). Conduct DPIAs where necessary to assess and mitigate the risks associated with the processing of personal data for the distribution and use of ERA Congress Highlights content, particularly where processing is likely to result in high risks to individuals’ rights and freedoms.

Data Breach Notification. Establish procedures for promptly detecting, reporting, and investigating any data breaches involving personal data collected for the distribution and use of ERA Congress Highlights content, in compliance with GDPR requirements for notifying the relevant supervisory authority and affected individuals where necessary.

IX. Review and Update

These rules will be periodically reviewed to ensure they remain relevant and effective, considering changes in technology, educational practices, and legal requirements.

X. Reporting / Educational Impact Assessment

Third parties are required to submit reports (a template will be provided) detailing the extent of the distribution, audience reach, and any feedback received, allowing the ERA to assess the impact and effectiveness of the educational initiative.

XI. Translation

ERA encourages translation into the national language where the highlights are presented, or in multiple other languages for inclusion purposes. It is the responsibility of the organizer to make sure that the translation is accurate and, in any case, a link to the original version must always be available. ERA only confirms the original version.

* The use of the Congress materials (i.e. webcasts) must take into consideration the embargo policy: all the webcasts will be freely available as of August 30, 2024 (during the embargo period, only registered participants can have access). However, registered participants can request permission to use their personal account for educational purposes. 

Last update: June 2024