WSO Lay Membership Application Form

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* Privacy Policy and Terms of Use

Association Management System (AMS) - Terms of Use and Privacy Notice


(This Terms of Use and Privacy Notice has been amended on November 13th, 2018 to comply with the EU General Data Protection Regulation)


This is an Agreement for services of the Association and access to this AMS.

  1. Definitions

    1. Association” means WSO;

    2. Association Global Account” means the account created for the Users of the Association which links all of the platforms through which the Association renders Services;

    3. Data Subject” means both the Users and the Members of the Association where it is used in relation to the protection of Personal Data;

    4. GDPR” means EU General Data Protection Regulation 2016/679;

    5. Member” means, without regard to his/her previous status as a User, a natural person who is accepted by the Association as a Member;

    6. AMS” means the Association Management System to register, apply for membership, browse users and allow the purchase of services and goods from the Association;

    7. MLG” means MULTILEARNING Group Inc. (the AMS Technology Provider who developed, owns and maintain the MULTIREGISTRATION AMS Platform), as the Association’s designee (hereinafter, referred to as: “its Designee”);

    8. Personal Data” means any information relating to an identified or identifiable natural person;

    9. Services” mean all of the services provided by the Association to its Users and/or Members;

    10. User” means a natural person who registers as a user of the Association without being a Member of the Association.

  1. Preamble

    1. This Agreement ("Agreement"), specifies the terms and conditions under which the User and the Member may access this AMS, which includes the General Privacy Notice of the Association under Section 8.

    2. By using this Platform you confirm that you have read and accepted the conditions found in this Agreement and that you agree to be bound by these terms and conditions and all applicable laws.

  1. Duties of the Data Subject

    1. As a User or a Member, you may access this AMS. Nothing contained herein shall be construed as granting, by implication or otherwise, any license or right to use the trademarks used in connection with this AMS or to use any other intellectual property in a way not expressly contemplated therein.

    2. As a User or a Member, you shall not divulge or share your username or password.

    3. As a User or a Member, you shall use this AMS only in the manner prescribed in this Agreement and in accordance with instructions that may appear during the use of this AMS. In doing this, the User and the Member must also respect obligations and ethical rules of its profession.

    4. As a User or a Member, you are solely responsible for verification of the accuracy of the information available on this AMS and any links from this AMS.

    5. As a User or a Member, you shall not divulge, transmit, extract or compile from this AMS the personal information of other Users and/or Members.

    6. As a User or a Member, you agree to share your personal information (such as your first name, last name, and a method of contact (e.g., phone number or email address)) with the other Users and/or Members of this AMS.

    7. In no event shall the Association be liable for any special, indirect or consequential damages, or any damages whatsoever resulting from loss of use, data or profits arising out of or in connection with the use or performance of any information posted on this AMS. In no event is the Association liable for any damage to your computer system or business delays caused by computer viruses that may emerge from the use of this AMS.

    8. As a User or a Member, you agree not to post or transmit any unlawful, threatening, libelous, defamatory, obscene, pornographic or profane content or any material that constitutes or encourages criminal conduct or that violates any law. You do not have a right to make available under any law or under contractual or fiduciary relationships (such as inside information, proprietary and confidential information learned or disclosed as part of employment relationships or under nondisclosure agreements); infringes any patent, trademark, trade secret, copyright or other proprietary rights of any party; contains software viruses, spyware or any other computer code, files or programs that interrupt, destroy or limit the functionality of any computer software or hardware or telecommunications equipment; "stalks," "flames" or otherwise harasses another person or entity; and/or contains chain letters, jokes, political advocacy, personal messages or other non-related messages.

    9. When you place materials or information on the publicly viewable portion of this AMS, you give to the Association for the period of copyright protection an irrevocable, non-exclusive license to use that material and information for any purpose. To the extent permitted by applicable law, you waive, release and agree not to assert any rights that you may have in connection with any content shared or posted by you. You further agree and authorize the Association and its affiliates and licensees to print, publish, reproduce, broadcast, and disseminate in any form or media, without compensation to you, your name, likeness and content, and any such permission may not be revoked for any reason.

  1. Duration of The Agreement

    1. Access to this AMS and its services is provided as long as the User or the Member is active but the User or the Member's access may be terminated without prior notice in the following circumstances:

      1. Information related to User is incomplete or erroneous;

      2. Email address of the User or the Member is inactive or invalid;

      3. The User or the Member has not complied with the terms and conditions in this Agreement;

      4. The Association has decided to delete or disable the User or the Member account

    2. Membership services are provided to Members as long as dues are paid in a timely manner and the duties outlined in section 3 are complied with :

      1. Membership Refund Policy

You may cancel your membership at any time by non-renewal or by contacting us at the postal or email addresses listed on this website. Requests for refunds of membership fees will not be granted unless such requests are received within 10 days of the date the membership fees were paid.


Refund requests must be made in writing by the payer, and will be accepted via fax or email.


Requests must be received by the stated cancellation deadline.


In case of credit card payment:

  • Refund requests must include the following information:

    • date of payment

    • membership number

    • full name of the member

    • full name of the card holder of the card used to make the payment

    • first 4 digits and last 4 digits of the credit card used to make the payment

  • Refunds will be credited back to the original credit card used for payment


In case of wire transfer payment:

  • Refund requests must include the following information:

    • date of payment

    • membership number

    • name of the member

    • name of the payer

  • Bank transfer charges will be deducted from the refunded amount.


After cancellation, the member will no longer receive any related membership benefits

  1. Fees
    When applicable, a payment will be requested from the User or the Member for access to paid services.

  2. Disclaimer

    1. The Association is not responsible for temporary or prolonged interruptions of this platform or any loss of data that may result thereof.  

    2. The Association does not endorse the remarks, diagnosis, or advice found in the material or works transmitted by users among themselves or published on this AMS or on any website linked to this platform.

    3. The association, its affiliates and any directors, officers, employees, agents, contractors, subcontractors or agents of the foregoing shall not, under any circumstances, be liable for consequential, incidental, indirect or special damages, of any kind, or any other damages whatsoever, including without limitation, those resulting from loss of use, data or profits, and whether resulting from the use or inability of use of any content of this AMS (or a website linked to this platform), or any other cause and even if caused by the Association, its contractors or their affiliate's negligence or if the Association, its contractors or their authorized representative has been apprised of the likelihood of such damages occurring, or both.

    4. The user hereby agrees to indemnify and hold harmless the Association and its board members, officers, employees, contractors and agents, for, any loss, liability, claim, damage, expense (including but not limited to costs of investigation and defense and reasonable attorneys' fees) arising from or in connection with the user’s use of this AMS or on any website linked to this platform in violation of this agreement or in violation of any applicable law.

  1. Use of MULTIREGISTRATION AMS (Association Management System)

    1. The Data Subject agrees that the Personal Data provided on this AMS will be shared with platforms run by its Designee for the provision of education at the request/service of the Association, which will enable the User to access MULTILEARNING educational platforms. 

    2. User and/or Member of AMS ; agrees to the following:

      1. The use of AMS, their trademarks, as well as their "look and feel" are the exclusive property of MLG and are protected under intellectual property laws. User and/or Member are authorized to use the AMS solely for personal, non-commercial purposes. The rights to use the AMS is inalienable and non-transferable and is reserved to Users and/or Members who have accepted these terms and conditions. User and/or Member shall not reproduce, translate, alter, reverse engineer, transmit or communicate AMS in whole or in part, and/or its source code without prior written authorization from MLG, nor give access to the AMS to any unauthorized users. Users and/or Members are not authorized to distribute, sell, rent or otherwise transfer the use of AMS.

      2. MLG provides only the means to manage Users and/or Members and allow them to register, obtain extra services and purchase services and goods.  MLG does not access end-users’ profile other than to resolve technical issues or provide assistance and statistics.

      3. MLG will not be liable to you for any misuse of your data outside AMS. Users and/or Member agree that MLG cannot be held liable for infringements on Personal Data not processed through AMS. MLG will not be responsible for any loss or damages (notably, direct, indirect, incidental, special or consequential damages) or loss of profit that may result from the use of AMS.

      4. Members and Users are responsible for the interoperability and capacity of hardware used with the AMS. At any time, MLG may temporarily interrupt the access to this platform in order to update, modify, rectify, improve or change the equipment used to provide the services. MLG declines any responsibility for defects, incompatibilities, interruption of service or non-compliance of the product.  The AMS and the service of MLG are provided to Users and/or Members "as is". MLG does not provide any guarantee on the AMS with regard to its downloading, its streaming, its security defects and/or errors which it may contain. MLG cannot be held responsible for damages which may affect Users and/or Members computer system and/or for loss of data which may result from the downloading or use of the AMS.

      5. MLG reserves the right to deny access to Users and/or Member accounts, without prior notice and at MLG's sole discretion, when such accounts have been manually or automatically flagged for behaviour which can be interpreted as an attempt to damage the integrity of the systems, to tamper with the systems' data, to bypass the system's security safeguards, or to breach any of the terms covered in this section. Should a User and/or Member be dissatisfied with MLG's decision, that User and/or Member may request termination of their access to AMS themselves.

      6. The Data Subject agrees and acknowledges that the Personal Data provided on the AMS is stored on MLG databases for security, backup and archiving purposes, as well as facilitation of the performance of Services provided by the Association. As of May 25th, 2018, the archive and backup retention period is between 6 months and 1 year. Archives and archived backups use encryption to protect the data both in transit and at rest.

      7. This section “Use of "AMS" is governed by the laws of the Province of Quebec and the laws of Canada applicable therein without reference to any conflict of law principles. If any provision of these terms and conditions shall be unlawful, void, or for any reason unenforceable, then that provision shall be deemed severable from these terms and conditions and shall not affect the validity of any remaining provisions. These terms and conditions constitute the entire agreement between User and/or Member and MLG and may only be modified by MLG at its discretion.


  1. Privacy Notice


Last updated on 25th May, 2018


Welcome to the WSO (hereinafter referred to as the Association or the Society) privacy notice.


The Association respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website and AMS (hereinafter referred to as the “Platforms”), regardless of where you visit it from, or when you interact with any of the online forums, registration forms, sign-up forms, other digital activities carried out through this the Platforms (“Activities”). This Privacy Notice also describes your choices regarding the use, access and correction of your personal information and informs you about your privacy rights and how the law protects you.



Important information and who we are

Purpose of this privacy notice

This privacy notice aims to give you information on how the Association collects and processes your personal data through your use of the Platforms, including any data you may provide through the Platforms when you sign up to any of our activities including signing up for our newsletter, applying for membership and requesting funding.

The Platforms are not intended for children 18 years of age or younger and we do not knowingly collect data relating to children.


It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.


The Association is the controller and responsible for your personal data (collectively referred to as “WSO”, "we", "us" “society” or “our” in this privacy notice).

Changes to the privacy notice and your duty to inform us of changes

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. You can always log in to our membership area and use the ‘Update Your Profile’ section to update your details.


Third-party links


The Platforms may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.


The data we collect about you


Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes first name, maiden name, last name, username

  • Profile Data includes

    • Demographic data - title, date of birth and gender

    • Contact Data includes postal address of either you or your institution, email address and telephone numbers.

    • Financial transaction Data includes details about payments to and from you and other details of services you have purchased from us.

    • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access The Platforms.

    • Profile Data includes your username and password (which is stored in an encrypted form), your interests, preferences, feedback and survey responses.

    • Usage Data includes information about how you use our website and services.

    • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.


We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.


We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.


Purpose of collection


The personal information we collect from you is used to enable us to provide you with any of the Society services and activities (as described in section 3).


If you fail to provide personal data


Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with membership and/or membership discounts. In this case, we may have to cancel your membership, but we will notify you if this is the case at the time.


How is your personal data collected?


We use different methods to collect data from and about you including through:

  • Direct interactions. You may give us your identity, contact and financial data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

    • apply for membership;

    • apply for funding (awards, grants, scholarships etc) or participate in elections

    • apply for meeting attendance;

    • request marketing to be sent to you;

    • enter a competition, promotion or survey; or

    • give us some feedback.

  • Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our cookie policy for further details. Third parties: We work closely with third parties (including, for example, business partners and sub-contractors in technical, and payment services, advertising networks, analytics providers, academic institutions and search information providers) from whom the Association may receive information about you.


How we use your personal data


The Association may use your personal information in the performance of any contract we enter into with you, to comply with legal obligations, or where the Association has a legitimate interest in using your information to enhance the services we provide. Legitimate purposes include but are not limited to one or all of the following: providing direct marketing and assessing the effectiveness of promotions and advertising; modifying, improving or personalizing our services and communications; detecting fraud; investigating suspicious activity and otherwise keeping our site safe and secure; and conducting data analytics.

In addition, we may use your information in the following ways:

  • To provide you with information about services that you request from us;

  • To provide you with information about other opportunities, events and services we offer that are either (i) similar to those you have already purchased or inquired about, or (ii) entirely new products, events and services related to the society;

  • For internal research purposes to help enhance, evaluate, develop, and create the Association Platforms (including usage statistics, such as "page views" on the Association’s websites);

  • To notify you about changes or updates to our websites or services;

  • To administer our services and for internal operations, including troubleshooting, data analysis, testing, statistical, and survey purposes;

  • To allow you to participate in interactive features of our service; and

  • For any other purpose that we may notify you of from time to time.


Personal information will not be kept longer than is necessary for the purpose for which it was collected. This means that, unless information must be retained for legal or archival purposes, personal information will be securely destroyed, put beyond use or erased from systems when it is no longer required or, where applicable, following a request from you to destroy or erase your personal information.


Opting out


You can ask us to stop sending you communications at any time by logging into the website and checking or unchecking relevant boxes to adjust your communication preferences or by following the opt-out links on any marketing message sent to you or by The Please be aware that if you ask to be removed from future communications we will no longer be able to send you messages about your membership, including the reminder to renew your membership.




    You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some   parts of The Platforms may become inaccessible or not function properly.


Change of purpose


We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.


Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.


Disclosures of your personal data

  • The Association will not disclose to or share your personal information with any unaffiliated third party except as follows:

  • Where necessary in connection with services provided by third parties (i) who provide us with a wide range of office, administrative, information technology, production, payment, or business management services, and (ii) who are required to comply with this policy;

  • Where your consent has been provided, with a third party such as an academic institution, school, employer, business or other entity which has provided you with access to a product or service through an integration or access code, information may be shared regarding your engagement with the service or product, results of assessments taken and other information you input into the product or service;

  • Where the Association is required to disclose personal information in response to lawful requests by public authorities and government agencies, including to meet national security or law enforcement requirements; to comply with a subpoena or other legal process; when we believe in good faith that disclosure is necessary to protect our rights or to protect the rights, property or safety of our services, users or others; and to investigate fraud


International transfers

We share your personal data within the society. This will involve transferring your data outside the European Economic Area (EEA).

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.


Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Access to your personal data will be restricted to only those who need to know that information and required to perform their job function.

We use third-party vendors and hosting partners to provide the necessary hardware, software, networking, storage, and related technology required to run our Activities. Where practical, we seek to obtain confidentiality agreements that are consistent with this Privacy Notice and that limit others’ use or disclosure of your personal information.

Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. Your data must be retained for as long as local accounting regulations require and generally for 5 years.


In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your legal rights

You have the right to make a written request to be informed whether or not we hold or process any of your personal information (by emailing ). In your written request, you may:

  • Request that we provide you with details of your personal information that we process, the purpose for which it is processed, the recipients of such information, the existence of any automated decision making involving your personal information, and what transfer safeguards we have in place;

  • Request that we rectify any errors in your personal information;

  • Request that we delete your personal information if our continued processing of such information is not justified;

  • Request that we transfer your personal information to a third party;

  • Object to automated decision-making and profiling based on legitimate interests or the performance of a task in the public interest (in which event the processing will cease except where there are compelling legitimate grounds, such as when the processing is necessary for the performance of a contract between us);

  • Object to direct marketing from us; and

  • Object to processing for purposes of scientific, historical research and statistics.

Where applicable under your local laws, we will not use your personal information for marketing purposes, nor disclose your information to any third parties, unless we have your prior consent, which we will seek before collecting your personal information.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights).

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

  1. Amendments to this Terms of Use and Privacy Policy

    1. The Association may amend this This Terms of Use and Privacy Policy at any time.

    2. In case of an amendment, the Association will inform the Data Subject by:

      1. On our Privacy Terms and Conditions

      2. And/or when you log in

  1. Contact


For requests of information and to exercise Data Subject’s Rights, please contact


The Association (Data Controller) represented by the Joint Controller:

Email preferences

Should you be unable to complete this form, please contact :

WSO Membership Services
c/o Kenes International Organizers of Congresses S.A
7, rue François-Versonnex
C.P. 6053,
1211 Geneva 6, Switzerland
Tel: +41 22 906 91 66; Fax: +41 22 906 9143