Last updated 03/04/2019
Who we are
Protecting your data
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.
All data is held securely within password protected cloud-based storage, password protected website administration areas and when referring to our third-party data processors; we are aware of and are satisfied with their data handling policies which demonstrate their understanding of and adherence to GDPR guidelines. We are happy to provide copies of these policies when requested.
Should a data breach occur we are required to report to the ICO within 72 hours. We will also notify the individual/s that a data breach has happened and remind them of their rights at this point. We will take action to remove the source of the breach and take other necessary remedial action required.
What information do we collect from you?
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.
Information we collect is retained only for as long as necessary and as specified in our Retention Policy below. We monitor compliance to GDPR internally to ensure we are successfully adhering to our data protection and security policies.
We collect information in the following ways:
Why do we collect this information and what do we do with it?
We will process your data (for example your name, address, email address, affiliation) in accordance with your rights under the Data Protection Act 2018. We may process your information in any number of ways and on any secure databases we use for the following purposes:
We sometimes record video and take photographs at our conferences and events which may then be used for future marketing purposes.. Should you explicitly not wish to appear in any photographs or on camera it is your responsibility to make the organisers aware when you arrive at the event and we will do everything reasonable to support this. Following an event, should you become aware of any photograph or video where you appear please contact us on firstname.lastname@example.org and we will remove it from circulation as soon as we reasonably can.
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.
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.
Who might we share your information with?
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 may share your data with organisations working directly with us as a partner to maintain our activities, products, or services offered to you. 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.
We will share your information in the following circumstances:
Our mailing lists
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 email@example.com
How long do we keep hold of your information?
Society member contact details 2 years post membership expiry
Corporate members contact details 2 years post membership expiry
Event attendees contact details 5 years post event
Event exhibitor contact details 5 years post event
Event speaker information 10 years post event
Awards and Grants Applicants 10 years post application
Event interest mailing list contact details Until individual unsubscribes
Abstract authors contact details Unlimited for future educational purposes
Photographs and video from events Unlimited
How do we protect your information?
Communication preferences & changes to personal details
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:
Websites & services not covered by this statement
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.
YOUR RIGHTS CONCERNING YOUR DATA
Subject access rights
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.
Your right to rectification
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.
Right to Objection
The GDPR gives individuals the right to object to the processing of their personal data in certain circumstances.
Right to restriction
Individuals have the right to request the restriction or suppression of their personal data.
Right to erasure
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.
This right is linked only to where the Lawful basis for obtaining your Data was Consent.
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.
Withdrawing your consent
You can withdraw your consent at any time by contacting us at firstname.lastname@example.org.
Our right to change this privacy statement
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 are registered with the Information Commissioner’s Office (ICO) for the purpose of processing personal data.
We will process your personal data in accordance with the ICO regulations.
For any questions regarding the way we process personal data please contact our
Data Protection Officer: email@example.com at North Somerset Inspire Limited.