We are committed to maintaining the trust and confidence of our members, and visitors to our websites, app and events with regard to your personal information.
Your privacy is very important to us, which is why we make sure you are always in control of what we do with your personal information. This policy explains when and why we collect your personal information, how we use it, the limited conditions under which we may disclose it to others and how we keep it secure.
We collect information to provide you with a better experience of using our websites, app, and event participation and for communications form us including our monthly newsletter. In order to provide you with access to certain services or data within our websites, app and events, we may require that you provide us with personal information, for example if you wish to become a Society member or attend a conference/meeting.
This information may include your name, postal address, telephone number, e-mail address, affiliation, user name or screen name used to access our services, method of payment including transaction and credit/debit card details.
Visit our websites – logging the Internet Protocol (IP) address of your computer to be able to receive and send information on the internet.
Register or buy tickets or membership on our website.
Register or update your personal details using online forms and accounts.
Contact us via email, telephone or letter.
Take part in our promotions, competitions, user experience surveys or questionnaires.
We will process your data (for example your name, address, email address, affiliation) in accordance with your rights under the Data Protection Act 1998. We may process your information in any number of ways and on any secure databases we use for the following purposes:
• To create an electronic record of your data to enable your request for information to be processed.
• To consider any applications you make for membership.
• To help us manage your membership or run any other services we provide to you.
• To administer and manage the products and services we make available to you.
• To compile delegate lists for distribution to attendees at our events, or for advertising future courses and events promoting The Aerosol Society or DDL Conference.
• To help us identify products and services which we think will interest you (unless you have asked us not to).
• For user account administration within The Aerosol Society.
• To assist us with statistical analysis, compliance/regulatory reporting and compliance with our legal obligations, policies and procedures.
• We may also communicate with you, relevant event marketing from other similar organisations, should you consent to receiving communications from us.
• With your express prior consent, we may use your name, photograph and affiliation to highlight such things as awards and research via the Society social media accounts.
What is a cookie?
A cookie is a text file that is stored on your computer or mobile device by a website’s server. Each cookie contains anonymised information about how you use our websites and applications, which allows us to improve your experience of using our products and services.
There are two types of Cookies our websites use: WordPress and WordFence.
• WordPress cookies are used to keep users logged in to their accounts and facilitate the shopping cart system. The WordPress cookie is used to access information from the user’s website account (such as name, email address used when signing up, if they’re an academic professional or a student, membership status etc.).
• WordFence is an anti-malware suite that checks the visitor is a natural person and marks their PC as such via a cookie.
If you prefer, it is possible to disable cookies by modifying the settings in your browser. However, you may not be able to use all of the interactive features on our websites if cookies are disabled.
When you visit our websites we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We use the information we collect to help us understand how our websites are used so that we can improve them. We also use it to compare the popularity of different pieces of content on our websites.
This information is processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
We take our obligations and responsibilities regarding protecting your privacy very seriously, and therefore, we exercise great care to protect the information we collect about you.
We will share your information only in the following circumstances:
• Where you have provided your express prior consent, and the contractor or organisation is working directly with us as a partner as a part of maintaining our activities, products, or services. Service providers and suppliers are required to keep confidential and secure the personal information received from us and may not use it for any other purpose other than as originally intended.
• If compelled by law to do so.
We use a third-party provider, MailChimp, to deliver our member newsletter and to send you relevant products and services information mailshots with your consent. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-communications. For more information, please see MailChimp’s privacy notice. You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails or by emailing us at firstname.lastname@example.org
Society member contact details 1 year post membership expiry
Event attendees contact details 3 years post event
Event interest mailing list contact details 6 months post event
Event exhibitor contact details 3 years post event
Corporate members contact details 6 months post membership expiry
Event speaker information 3 years post event
• We use Secure Site License (SSL) approved technology where appropriate.
• Website pages that use this technology are flagged with a padlock symbol.
• We use secure technology in all our email communications and unless you have provided us with your clear and express consent, we do not disclose your email address to any other recipient.
Once you have provided your express consent for us to contact you on our behalf, or on behalf of other organisations, there are a number of methods available to you in order to change your preferences or to correct or update your personal information at any time by:
• clicking the ‘unsubscribe’ link in any promotional email you receive from us.
• contacting us via the online contact form on our websites.
• contacting us via email at email@example.com.
Third-party websites (for example scientifically related conferences and events of interest to our members) and services we link to through our websites have their own privacy policies, independent of us. We hold no responsibility or liability for these independent policies. We encourage you to look for and review the privacy policies of any third-party website you visit.
If you write to us with a request, you will have a right to be provided with a copy of all personal information we hold about you within 1 month of your request.
You can request that your personal data is transferred directly to another ‘data controller’ at any time.
You can request that we correct or update your personal data at any time to ensure that your information is accurate and up-to-date.
We may be required to archive your personal information however, we will not retain personal data for longer than is necessary for the purpose we obtained it. You have the right to request that we delete your personal information in certain circumstances, i.e. where the purpose for collecting your personal information no longer exists and we are not obligated to retain all or any part of your personal information for legal reasons.
We will not contact you about our related products or services or send you any other communications if you have indicated that you do not want to receive these. In this case, your name will be included in appropriate suppression lists.
You can withdraw your consent at any time by contacting us at firstname.lastname@example.org.
This Privacy Statement may be updated periodically and without prior notice to you to reflect changes in our online and Society information practices. We will indicate at the top of the statement when it was most recently updated. We recommend that you visit our Privacy Statement page whenever you visit our websites so that you are aware of any changes.
• We will never pass your personal details to anyone for them to use for their own marketing purposes unless you have previously provided us with your informed and specific consent.
• We will ensure that we obtain your express consent before we contact you by any method for any purpose.
• We will make sure our contact with you is relevant, based upon the preference information you give us.
• You can change your contact preferences at any time. All you need to do is update your preferences by contacting us at email@example.com.
• Your personal information will be stored safely and will remain secure at all times.
• No statistical information which identifies you personally will be published.
• No personal information will be kept any longer than necessary in order to fulfil the purpose it was collected for, and if you ask us to, it will be deleted.
• We will always delete your personal information if requested by you to do so.
• We will always comply with the Data Protection Act 1998 and all other applicable laws and EU Directives.
• Please remember to let us know if your details change so that we can keep in touch.
© Copyright The Aerosol Society 25th April 2018