BPNS Privacy Policy

BACKGROUND:

The British Peripheral Nerve Society (BPNS) understands that your privacy is important to you and that you care about how your personal data is used and shared online. We respect and value the privacy of everyone who visits this website, www.bpns.org.uk (“Our Site”) and will only collect and use personal data in ways that are described here, and in a manner that is consistent with Our obligations and your rights under the law.

Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of Our Privacy Policy is deemed to occur upon your first use of Our Site. New applicants for membership will also be required to read and accept this Privacy Policy when signing up for membership. If you do not accept and agree with this Privacy Policy, you must stop using Our Site immediately.

1.            Definitions and Interpretation

In this Policy the following terms shall have the following meanings: 
 
“Account”
means an account required to access and/or use certain areas and features of Our Site;
“Cookie”
means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in section 13, below;
“Cookie Law”
means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003;
“personal data”
means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data that you give to Us via Our Site. This definition shall, where applicable, incorporate the definitions provided in the EU Regulation 2016/679 – the General Data Protection Regulation (“GDPR”); and
“We/Us/Our”
means British Peripheral Nerve Society (BPNS), a not-for-profit professional association, address c/o Dr R Hadden, BPNS Honorary Secretary, Department of Neurology, King’s College Hospital, Denmark Hill, London SE5 9RS.
 
2.            Information About Us
2.1          Our Site is operated by the British Peripheral Nerve Society, a not-for-profit professional association, address c/o Dr R Hadden, BPNS Honorary Secretary, Department of Neurology, King’s College Hospital, Denmark Hill, London SE5 9RS.
2.2          We can be contacted by email at secretariat@bpns.org.uk
2.3          We are affiliated to the Association of British Neurologists.
 
3.            What Does This Policy Cover?
This Privacy Policy applies only to your use of Our Site. Our Site may contain links to other websites. Please note that We have no control over how your data is collected, stored, or used by other websites and We advise you to check the privacy policies of any such websites before providing any data to them.
 
4.            Your Rights
4.1          As a data subject, you have the following rights under the GDPR, which this Policy and Our use of personal data have been designed to uphold:
4.1.1     The right to be informed about Our collection and use of personal data;
4.1.2     The right of access to the personal data We hold about you (see section 12);
4.1.3     The right to rectification if any personal data We hold about you is inaccurate or incomplete (please contact Us using the details in section 14);
4.1.4     The right to be forgotten – i.e. the right to ask Us to delete any personal data We hold about you (We only hold your personal data for a limited time, as explained in section 6 but if you would like Us to delete it sooner, please contact Us using the details in section 14);
4.1.5     The right to restrict (i.e. prevent) the processing of your personal data;
4.1.6     The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation);
4.1.7     The right to object to Us using your personal data for particular purposes; and
4.1.8     Rights with respect to automated decision making and profiling.
4.2          If you have any cause for complaint about Our use of your personal data, please contact Us using the details provided in section 14 and We will do Our best to solve the problem for you. If We are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.
4.3          For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens Advice Bureau.
 
5.            What Data Do We Collect?
Depending upon your use of Our Site, We may collect some or all of the following personal and non-personal data (please also see section 13 on Our use of Cookies and similar technologies):
5.1 Members.
This is restricted to the data entered by the member themselves at the time of joining (either into BPNS website, or previously on a paper application form). This includes one email address, name, job title, specialty, place of work, address (either home or work depending what was provided by the member), one phone number (mobile or landline depending what was provided by the member), areas of interest, whether a trainee (and date training ends) or retired, and names of proposer(s) for membership. The above data on members may be accessed by any other member who can view this data once logged in. We do not store anyone’s bank details.
5.2 Non-members who wish to receive occasional emails. We store only the email address and no other information.
5.3   Abstract Library - previously presented cases of individual patients. Data stored includes the names of presenter and co-author(s), institution, title, diagnosis, abstract as submitted by the presenter, a few published references, and a brief summary of the audience discussion (written by the BPNS Case Library Editor). The purpose is educational – so members can search previous cases, to assist diagnosis and treatment of future similar patients. Cases are anonymised and accessible only to members who have logged in. The identity of the patient is known to the presenter/co-authors but not to the BPNS. In principle a patient might be identifiable based on unique details of their case and knowledge of their treating doctor but this is unlikely. We do not store the patient’s name, DOB or any identifying number. Since 2016 the BPNS has accepted abstracts only if the patient has given written consent, but before 2016 many patients did not give written consent.
 
6.            How Do We Use Your Data?
6.1          All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with Our obligations and safeguard your rights under the GDPRat all times. For more details on security see section 7, below.
6.2          Our use of your personal data will always have a lawful basis, either because it is necessary for Our performance of a contract with you, because you have consented to Our use of your personal data (e.g. by subscribing to emails), or because it is in Our legitimate interests.
6.3          The purpose of this data is to allow the BPNS to communicate with members, to publicise and organise meetings or events organised by the BPNS or other relevant bodies, to organise bursaries, to publicise news of relevance to members, and to allow members to communicate with each other. The BPNS normally communicates with members by email. Trainee/retired status affects the membership subscription. Other listed data allows the BPNS to understand the demographics of its members to target its activities more effectively.
6.4          Specifically, We may use your data for the following purposes:
6.4.1     Providing and managing your membership;
6.4.2     Providing and managing your access to Our Site;
6.4.3     Personalising and tailoring your experience on Our Site;
6.4.4     Supplying Our services and meetings to you (please note that We require your personal data in order to enter into a contract with you);
6.4.5     Personalising and tailoring Our services for you;
6.4.6     Replying to emails from you;
6.4.7     Supplying you with emails that you have opted into (you may unsubscribe or opt-out at any time by contacting secretariat@bpns.org.uk
6.4.8     Market research;
6.4.9     Analysing your use of Our Site and gathering feedback to enable Us to continually improve Our Site and your user experience;
6.5           With your permission and/or where permitted by law, We may also use your data for marketing purposes which may include contacting you by email, telephone and/or post with information, news and offers on Our services and meetings. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that We fully protect your rights and comply with Our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
6.6          You have the right to withdraw your consent to Us using your personal data at any time, and to request that We delete it.
6.7          Retention. We do not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected.
6.7.1     The BPNS normally stores personal data on previous members for 10 years after they have ceased to be an active member (because some may wish to rejoin, or a query may arise relating to their membership or activities with the Society). After this period, all personal data will normally be deleted. 
6.7.2     Case Library abstracts will be stored indefinitely while the BPNS remains in existence.
 
7.            How and Where Do We Store Your Data?
7.1          We only keep your personal data for as long as We need to in order to use it as described above in section 6, and/or for as long as We have your permission to keep it.
7.2          Your data will only be stored within the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein).
7.3          Data security is very important to Us, and to protect your data We have taken suitable measures to safeguard and secure data collected through Our Site. Data will be stored on a secure server (currently operated by Illuminaries Ltd www.illuminaries.co.uk), or encrypted on a personal computer.
 
8.            Do We Share Your Data
8.1          We may sometimes contract with third parties to supply products and services to you on Our behalf. These may include payment processing (currently by PayPal), organisation of meetings, delivery of goods, search engine facilities, advertising, and marketing. In some cases, the third parties may require access to some or all of your data. Where any of your data is required for such a purpose, We will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, Our obligations, and the obligations of the third party under the law.
8.2          In certain circumstances, We may be legally required to share certain data held by Us, which may include your personal data, for example, where We are involved in legal proceedings, where We are complying with legal requirements, a court order, or a governmental authority.
8.3          Otherwise, the BPNS will not give any personal data (including email lists) to any third parties outside the BPNS without the individual’s permission.
 
9.            What Happens If Our Society Splits or Merges?
9.1          If the BPNS divides into more than one society, or merges with another society, any personal data will, where it is relevant to any part of Our society that is being transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use that data only for the same purposes for which it was originally collected by Us.
 
10.         How Can You Control Your Data?
10.1       When you submit personal data via Our Site, you may be given options to restrict Our use of your data. In particular, We aim to give you strong controls on Our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from Us which you may do by unsubscribing using the links provided in Our emailsandat the point of providing your details and by managing your Account).
 
11.         Your Right to Withhold Information
11.1       You may access certain public areas of Our Site without providing any data at all. However, some features and functions available on Our Site are restricted to members who have provided certain data.
11.2       You may restrict Our use of Cookies. For more information, see section 13.
 
12.         How Can You Access Your Data?
You have the right to ask for a copy of any of your personal data held by Us (where such data is held. Under the GDPR, no fee is payable and We will provide any and all information in response to your request free of charge. Please contact Us for more details at secretariat@bpns.org.uk, or using the contact details below in section 14.
13.         Our Use of Cookies
13.1 Our Site may place and access certain first party Cookies on your computer or device. First party Cookies are those placed directly by Us and are used only by Us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve our services. 
 
14.          Contacting Us
If you have any questions about Our Site or this Privacy Policy, please contact Us by email at secretariat@bpns.org.uk. Please ensure that your query is clear, particularly if it is a request for information about the data We hold about you (as under section 12, above).
 
15.           Changes to Our Privacy Policy
We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.

 

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