Personal data is any information relating to an identified or identifiable living person. When collecting and using personal data, our policy is to be transparent about why and how we process personal data.
What data do we collect?
When you use the ICPH website, we send your computer a small file called a cookie, which we can access when you visit this site in future. To analyse our cookie data, we use a third party service provided by Google LLC called Google Analytics. We collect this information to help this site run smoothly, to automatically populate your login information, and to analyse trends in the way our users interact with the site.
If you use third party social media services such as Twitter and Facebook via this site, those services may also place cookies on your computer when you use this site. Third party cookies are not covered by this policy, and we encourage users to read the cookie policies of these sites.
You can change your cookie settings for this site at any time by clicking ‘cookie settings’ in our website footer (at the bottom of every page on this site).
Data you supply via online forms
You may choose to submit your personal information to us by filling in an online form on this website. Examples of when we may collect personal information from you in this way include:
- When you register your interest for an event.
- When you make a programme suggestion.
- When you enquire about sponsorship.
The list is not exhaustive.
We may collect the following information:
- First name, last name, form of address, job title.
- Contact information (including postal and email address).
- Demographic information such as nationality, postcode country, preferences and interests.
- Other information relevant to customer surveys and/or offers.
- Credit/debit card information provided to us other than online.
- Participant type (membership status, membership number).
- Declaration of professional capacity (e.g., as health care professional or as working in a professional capacity with such health care professionals as a routine part of their employment).
As a participant in the event we may collect:
- Interaction (electronic commentaries, questions or answers, surveys, polls).
- Media (photo, video, audio, webcast)
- Other content (abstract, presentation)
- Networking (profile picture, chat messages, chat-comments and emoticons, areas of interest, group membership, 1:1 messages)
- Speaker details (biographies, conflict of interest)
- Programme details (personal programme on mobile website and app)
- Account information (log-in data, contact data, business information).
Tracking data (usage data such as search activity, pages viewed and date and time of visit, browser type, type of computer or mobile device, browser language, IP address, mobile operator, unique device identifier, location information, and requested and referring URLs).
We will only ever use your personal data for marketing purposes if you have consented to this.
Information we collect at receipt and opening of emails
We use a third party provider, Dot Digital to deliver our marketing emails. If you have opted-in to receive marketing communications from us, we will collect the following information on your email consumption:
- how you interacted with each email: e.g. whether you opened, deleted or forwarded the email, and details of any links you clicked
- the type of device you used to open the email
- your browser type and operating system
- your geographic location.
For more information, please see Dot Digital's Information Policy
How is my information stored?
The information you provide to us via this website is stored on Bioscientifica’s systems on a secure remote server. Bioscientifica has implemented stringent security policies and technical measures to protect your information from unauthorised use, or accidental loss. Any personal information held by Bioscientifica is stored securely, and is only accessible by authorised personnel.
Why we need the information and what we do with it
We require this information to understand your needs and provide you with a better service, and for the following reasons:
- Internal record keeping.
- Delivery of our products and services.
- For statutory or contractual requirements.
- Improvement of our products and services.
- With your consent, we may periodically send emails which we think you may find interesting, using the email address which you have provided. Such communications may include information in relation to our activities and services, including approved occasional communications from Corporate members (where you have opted in to receive these), and any other activity related to the event you have expressed interest in.
- From time to time, we may also use your information to contact you. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.
How long do we keep the information?
We retain the personal data processed by us in a live environment for as long as is considered necessary for the purpose(s) for which it was collected (including as required by applicable law or regulation, typically 6 years).
In addition, personal data may be securely archived with restricted access and other appropriate safeguards where there is a need to continue to retain it.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic, and managerial procedures to safeguard and secure the information we collect online.
If you pay your fees by credit or debit card, we will not retain your card details after processing your payment. You will need to resubmit this information for future transactions.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Our legal basis for processing your data
We rely on the following lawful bases to process your personal data:
- Consent (for example, to send you direct marketing by email).
- Contractual relationship (for example, to provide you with goods or services that you have bought from us, or when you agree to participate in user experience research).
- Legal obligation (for example, carrying out due diligence on agreements).
- Legitimate interests (see below).
Personal data may be legally collected and used if it is necessary for a legitimate interest of the organisation using the data, as long as its use is fair and doesn’t adversely impact the rights of the individual concerned.
We will always assess if our processing of your personal information is fair and balanced and if, in our opinion, it is within your reasonable expectations. We will balance your rights and our legitimate interests to make sure that we use your personal information in ways that are not unduly intrusive or unfair.
Our legitimate interests
• Administration and operational management - this includes running the event, legal and financial reporting and meeting legal requirements, responding to your enquiries, providing information and our support, research and surveys.
We do not disclose your personal data to other organisations other than as necessary for the purposes for which you have supplied your information or to comply with our legal obligations.
We do not disclose your personal data to other organisations other than as necessary for the purposes for which you have supplied your information, to comply with our legal obligations, or to ensure data integrity.
We may disclose your data to the below third parties in order to deliver a service to you.
- We use Shocklogic to manage your event registration data.
- We use Oxford Abstracts to manage your abstract submission data.
- We use DotDigital to manage data on your email activity and preferences.
- We use may use a third party supplier for digital events.
- We use Ref:tech to manage physical events.
Links to third party websites
You have the right to access any personal information that Bioscientifica Ltd holds about you. If we do hold information about you we will, upon your request:
- Give you a description of the information we hold about you.
- Tell you why we are holding this information.
- Tell you who this information could be disclosed to.
- Allow you to have a copy of the information in an intelligible form.
If you would like access your personal information, please contact:
Tel: +44 (0)1454 642200
Post: Starling House, 1600 Bristol Parkway North, Bristol, BS34 8YU