Privacy and Data Policy

The Neonatal Society is committed to safeguarding and protecting the privacy of our members, visitors and audiences. This Privacy Policy explains the types of information we collect from you and what happens to personal data that provided to us.

What our Privacy Policy covers

We have a rigorous approach to privacy and the management of personal data. All information collected about our audiences is in accordance with:

The General Data Protection Regulation

The Privacy and Electronic Communications (EC Directive) Regulations 2003

Directive 2009/136/EC of 25 November 2009 (European Union Cookie Directive)

If you have any queries regarding our privacy policy, contact The Neonatal Society:

Dr Christopher Gale: christopher.gale@imperial.ac.uk

Types of information we collect

The Neonatal Society may collect and process the following information about you:

  • Voluntary information provided by you, for example when you join the society or sign up to receive emails from us (name, email address, postal address, bank details for the sole purpose of establishing a Banker’s Order for payment of subscription).
  • When you pay your subscription or make a booking for a meeting.
  • Information about your use of our website, for example pages viewed, location data or traffic sources used to visit our website.
  • IP addresses – we use IP addresses to help identify those using The Neonatal Society website to gather broad demographic information for reporting purposes. The use of IP addresses is also used to help diagnose problems with our server and may also be used to assist in the detection of fraud. In this instance The Neonatal Society may pass this information to the police.

How we use the data that is collected

The Neonatal Society aims to use the information that is collected to provide a personalised service to all our customers. Data is used for:

Subscription payment and meeting registration

The Neonatal Society will use the personal information provided to fulfil purchases, for example processing membership applications, event registration confirmations and inclusion within meeting attendee lists. This includes contacting you in relation to any queries, for example answering an email, and sending confirmations.

Communications

When you register online or make a purchase on the website, you can choose whether you would like to receive communications from The Neonatal Society by email.

If you have opted in to receive emails from us we use your e-mail address to provide you with information about meetings of the society, notice of abstract submission and award application deadlines, matters related to the Annual General Meeting, and on occasion, to inform you of significant events in the life of the Society and its members.

We will not contact you for marketing purposes unless you have opted in to receive communications. When joining The Neonatal Society through any offline application process you will also be asked for your email address.

We will not pass e-mail addresses to any third party, and we will only pass banking details and postal address to the bank named on your Banker’s Order.

Service based communication

The Neonatal Society may use the information supplied to send The Neonatal Society members’ service-based communications about their membership benefits and renewal.

How long we keep your personal information

The period we keep your information depends on the purpose for which your information was collected and the use to which it was put. The Neonatal Society does not retain or use personal data for longer than is required to undertake the work of the charity.

Data relating to event delegates or other customers is kept for up to a period of six years. If you have not attended an event or purchased a product from us in two years, then we will email you to give you an opportunity to proactively provide permission for The Neonatal Society to continue contacting you. If you do not wish to provide permission, then we will no longer keep in touch.

If you are a Neonatal Society member, your record will be kept while you remain a member. If you decide to cancel, your record will be removed.

Updating your personal information

You can manage your communication preferences at any time by logging into the website. Alternatively, you can contact Dr Christopher Gale on email christopher.gale@imperial.ac.uk who will assist you with updating your details.

It is important that the information contained in our records is both accurate and current. If your personal information happens to change, please keep us informed of such changes as soon as possible. Those whose data is held by the The Neonatal Society have the right to the amendment or deletion of incorrect entries within a reasonable time. The Neonatal Society stores information only as long as necessary.

In some circumstances we may not agree with your request to change your personal information and will instead append an alternative text to the record in question.

Access to your personal information

You can ask to see the personal information that we hold about you. If you want to review, verify or correct your personal information, please note that any such communication may be required in writing.

When requesting access to your personal information, please note that we may request specific information from you to enable us to confirm your identity and right to access, as well as to search for and provide you with the personal information that we hold about you. We may charge you a fee to access your personal information; however, we will advise you of any fee in advance.

Your right to access the personal information that we hold about you is not absolute. There are instances where applicable law or regulatory requirements allow or require us to refuse to provide some or all the personal information that we hold about you. In addition, the personal information may have been destroyed, erased or made anonymous in accordance with our record retention obligations and practices. If we cannot provide you with access to your personal information, we will try to inform you of the reasons why, subject to any legal or regulatory restrictions.

If you require assistance in preparing your request, please contact Dr Christopher Gale at christopher.gale@imperial.ac.uk.

Your other legal rights

Data protection legislation ensures that you are in control of your personal information. You have a right to:

  • Request a copy of your personal information
  • Ask us to correct information that is wrong or request for it to be only used for certain purposes
  • Ask us to remove or delete personal information, also known as the right to be forgotten
  • To object to using your personal information for certain purposes, for example profiling or in marketing emails
  • Contact the Information Commissioners Office (ICO) if you feel that we are not managing your data in accordance with the GDPR
  • Please bear in mind that sometimes we may not be able to help, for example due to legal or statutory obligations

Cookies

We use cookies to make our website easier to use, and to help us understand how people are using our website so that we can make improvements. Cookies are files stored in your browser and are used by most websites to help personalise your web experience.

Cookies used on this website are: Analytics Cookies, Add This Cookies, Functional Cookies, Session Cookies, Compliance Cookies

Security

Whenever The Neonatal Society handles personal information, regardless of where this occurs, every precaution is taken to ensure that information is treated securely, for instance by encrypting the information and by storing the information in a secure environment.

Unfortunately, no data transmission over the Internet can be guaranteed to be 100% secure. As a result, while The Neonatal Society strives to protect personal information, it cannot ensure or warrant the security of any information transmitted to The Neonatal Society, which is done at the sender’s own risk.

Any information revealed, including personally identifiable information, in a public forum such as in a discussion forum or a chat, is not subject to this Privacy Policy. It is therefore important that consideration is given to what information is disclosed in these areas.

Disclosure of data

The Neonatal Society may use the information received through this website to provide Neonatal Society services.

Except from that stated above, The Neonatal Society will not disclose any personally identifiable information to third parties without permission except where required to do so by law or by a competent regulatory authority. Any information collected by The Neonatal Society will be treated confidentially.

Data from prize and award applicants

The Neonatal Society complies with the Information Commissioner’s Office (ICO) rules in which data about yourself that is provided during the application process is used and held.

From the point at which we receive your application, The Neonatal Society will need to maintain and process data about you for the purposes of reaching and communicating a decision. Such data is normally retained for six months following completion of our recruitment processes in the event of an offer of employment not being made.

If you have any queries about the process or how we handle your information please christopher.gale@imperial.ac.uk.

Linking to The Neonatal Society website

Links to any content on this website are not allowed without full and proper reference to The Neonatal Society and the Society reserves the right to withdraw permission for any link.

Links must not:

  • Suggest that The Neonatal Society promotes or endorses any third party’s causes, ideas, websites, products or services
  • Use the content for inappropriate commercial purposes

The Neonatal Society website contains links to external sites. Please note that The Neonatal Society is not responsible for the privacy practices of other sites. The Neonatal Society encourage its website users to be aware when they leave this website and to read the privacy statements of each and every website collecting personally identifiable information.

Screen shots

Screen shots of The Neonatal Society website in print should only be used with the The Neonatal Society’s permission. Screen shots must appear without any alteration to the copy or graphical images.

When using a screen shot, the URL of the The Neonatal Society’s website must be included credit given to The Neonatal Society as follows: Reprinted with permission from (URL here). © Copyright (year of creation) The Neonatal Society. All rights reserved.

For further information please contact christopher.gale@imperial.ac.uk.

Changes to the Privacy Policy

If The Neonatal Society decides to change its Privacy Policy, the changes will be posted on the The Neonatal Society website so users may always know what information is collected, how it is used, and under what circumstances, if any, it is disclosed.

The Neonatal Society will use the information in accordance with the Privacy Policy under which the information was collected.