Privacy and Data Protection
Last updated on 12/05/2020.
For convenience, we have divided our data protection policies into three separate pages:
- Privacy Policy This policy explains generally how we collect, use, store, and protect your personal information.
- Cookie Policy Explains more about how we may collect personal information about you via cookies.
- Data Retention Policy You can find out how long we may hold onto your personal information here.
If you have any questions contact our appointed Data Privacy Officers at EBS, dataprotection@execbs.com, if you prefer to call or write to us, then you can find our contact details at the bottom of this page.
Policy Statement
The Vascular Society of Great Britain and Ireland & the Circulation Foundation are committed to protecting the privacy and security of your personal information. This Privacy Policy gives you detailed information on when and why we collect your personal information, how we use it and how we keep it secure.
Data Controller
The Vascular Society is registered in England as a limited liability company. Our registered number is 05060866 and our registered office is at 146 New London Road, Chelmsford, Essex, England, CM2 0AW.
02072057150
admin@vascularsociety.org.uk
The Circulation Foundation is the working name of the charitable foundation of the Vascular Society. Charity Number: 1102769
02072057151
info@circulationfoundation.org.uk
The Journal of Vascular Societies Great Britain and Ireland (JVSGBI) is the working name of a published Journal owned by the Vascular Society.
Editorialoffice@jvsgbi.com
How we collect your personal information
We collect your information when you decide to interact with us, complete an application form to become a member of the Vascular Society, purchase one of our services such as the Annual Science Meeting (ASM) registration, donate, fundraise or sign up to our mailing list. We also collect information about your computer to look at how our audience use our website, so that we can offer the best possible experience. Information collected includes your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths.
Purpose and Lawful Reasons for processing your data
For all services purchased from the Vascular Society we will process your data to ensure the correct delivery of those services.
The lawful reason for processing data in these cases is contractual and will include:
- Vascular Society Membership
- Vascular Society Events: Training or educational courses and conferences
- Vascular Society Bursaries, travel or research grants
- Circulation Foundation Donation
- Articles in the Journal of Vascular Societies Great Britain and Ireland (JVSGBI)
- In order to publish information in the outcomes section of the VSQIP, your information is shared with the National Vascular Register (NVR). The lawful reason for processing your data is legitimate interest.
We may contact you from time to time regarding information you may be interested in from the Vascular Society or related organisations. We will only process your data in this regard and contact you only if we have obtained your consent to do so.
The lawful reason for processing data in this case is consent and will include:
- The Vascular Society marketing such as conference alerts
- Job adverts
- External organisation marketing
- Circulation Foundation Newsletter, fundraising news and surveys
- Surveys or information from our Partner organisations
We may process data that falls within the special categories of data. The below list details the data that is processed that falls in that category:
Health information - for any special requirements at conferences and events. This information will only be used with your consent and to ensure we are able to deliver any special requirements you may have. The lawful reasons for processing this data are consent and explicit consent as given by you, the data subject.
Data sharing
The Vascular Society will never share, sell or trade your personal information to any third parties for marketing purposes.
We currently use other organisations to manage our activities such as Executive Business Support (EBS Ltd) for our administrative support and National Vascular Registery (NVR - hosted by the Clinical Effectiveness Unit, Royal College of Surgeons of England) to publish within the outcomes section of the VSQIP website. EBS Ltd and NVR (RCS Eng.) have access to your data in order to perform services on our behalf. We make sure anyone who provides a service for us enters into an agreement with us and meets our standards for data security. They will not use your data for anything other than the clearly defined purpose relating to the service that they are providing. Please click here for a full list of third party organisations.
We may share your data with representatives or volunteers of the Vascular Society for the purpose of providing the relevant service. The data shared with these individuals is limited and only to individuals that meet our standards for data security. Regular training and auditing is conducted to ensure that these aims are met.
If you have asked us to obtain payment from an organisation such as an NHS finance department, we may share your details to facilitate this transaction
We only collect the information that is necessary to carry out our business and provide a particular service that you have requested, and to keep you informed. :Types of information we collect:
- Demographic information - (Name, address, contact details, e-mail address)
- Diversity monitoring information - (Age, Gender, Disability and Region)
- Purchasing information
- Membership application information - (Date of birth, qualifications, work specialisms)
- Donation and fundraising information
How your information is stored
Your information will either be stored on our website, in a restricted secure server environment or on cloud based software that we have verified as suitable and which meets our security requirements. Only individuals that need to will be allowed to access your data and this access is limited to the requirements of the individual’s task. We ensure that all individuals, volunteers and staff members of any third party have been trained to understand their requirements in keeping your data safe. Any hard copy paper records which may be sent to the organisation, such as application forms, are stored in a secure environment and where relevant transferred into electronic format.
How long is your information kept
We will only keep your data for as long as it is necessary, for the majority of information will be retained for 7 years to coincide with financial requirements. For areas that you have withdrawn your consent or asked for your data to be removed it will be destroyed as soon as possible within 1 month. If we decide not to destroy your data we will inform you as to why we have made this decision. For full information, please see our Data retention policy
Your choices
You should find it easy to access and amend the personal information that we hold on you, or request that we stop contacting you by withdrawing your consent. If you have an online account with us, you can amend your personal details and email contact preferences at any time. Simply sign in on the web site and log into your account in the member log in area. Alternatively if you prefer, you can contact us by telephoning 02072057150 or email admin@vascularsociety.org.uk,
Your rights
You have the following rights as an individual: The right to be informed; the right of access, the right to rectification; the right to erasure; the right to restrict processing; the right to data portability; the right to object; and rights in relation to automated decision making and profiling.
If you have any queries or concerns regarding the use of your data and the above rights, please contact us by telephone on 02072057150 or by email admin@vascularsociety.org.uk
The supervisory authority is the ICO and comments and concerns can be raised with them.
Further information on data protection regulations and laws can be found: https://ico.org.uk/for-the-public
Contact Us
This Privacy Policy was prepared with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of your personal information. However, we are happy to provide additional information or explanation needed.
If you have any questions, comments or requests regarding our Privacy Policy then please do not hesitate to get in touch with us.
To make things easier for both of us we would appreciate it if your queries were addressed to:
| Write |
Email |
Telephone |
Data Privacy Officers
Executive Business Support Limited
City Wharf
Davidson Road
Lichfield
Staffordshire
WS14 9DZ |
dataprotection@execbs.com |
+44 (0)1543 442194 |
Complaints
If you are not satisfied with the way that we have handled any of your requests or queries relating to our use of your personal data then you can contact the Information Commissioner’s Office at www.ico.org.uk. The Information Commissioner’s Office is the statutory body responsible for overseeing data protection legislation and law in the United Kingdom.