Privacy policy

Introduction

In order to carry out some of our activities, the British Neuro-oncology Society (BNOS) collects certain types of data.

This policy expands upon our previous data protection notices to incorporate changes to data protection requirements introduced by the General Data Protection Regulation (GDPR), effective from 25 May 2018.

Within the context of this policy, the terms ‘we’, ‘us’ and ‘our’ refer to BNOS.

This policy outlines how BNOS collects, stores and processes any personal information. BNOS has a legal duty to ensure that we process personal data in a way that is fair, safe and secure, in accordance with the GDPR.  We will not share your personal information with anybody else without your knowledge, unless we are required by law to do so.

Data collected by BNOS

BNOS collects two types of data:

  • Personal data:
    • The types of personal data we collect, our legitimate interests for such data collection, and how we use this data is described in the section below.
  • Non-personal data, some examples of which include:
    • The IP addresses of visitors to our website: using Google Analytics, this data informs us of how our website is used. This data does not identify any individual. Please visit Google Analytics Cookie Usage on Websites for more information, and to access Google Analytics privacy document. You can opt out of Google Analytics tracking any part of your visit to our web pages by disabling cookies on your internet browser.
    • Annual conference evaluation feedback: This is collected from those attending our annual conference, collated into anonymised aggregate data, and used internally to examine patterns of feedback and to inform the planning of the subsequent year’s conference.

Personal Data collected by BNOS

Your data will only be used for the purposes described at the point that you submit it, or as detailed within this policy.

Abstract submissions

Prior to our annual conference, BNOS invites abstract submissions for consideration of awarding the opportunity to present a poster / oral presentation at the conference.

Abstracts are submitted securely via ExOrdo. ExOrdo’s privacy details can be found here.

As part of the process, applicants will be required to submit some personal data including name and email address. These details will only be used by us to verify the application submission, to make contact with the individual(s) making the submission regarding application status, and/or to gather further information if/as required.

Abstract submission data is kept for 12 months then deleted.

Shortlisted abstracts will be collated for display on our website; and in the Oxford University Press (OUP) online publication, Neuro-Oncology. Published abstracts will include author name(s), and no other personal data.

The OUP’s privacy policy is available here.

Application data

BNOS will, from time to time, seek applications to join Council. Applicants will be requested to provide a CV and supporting statement; plus two nominations. Applicants will need to provide contact details which will only be used by us to make contact regarding the status of the application, or to gather more information if/as required.

All application data is stored securely and retained for 12 months, then deleted. Data is kept for this period of time in the event that any individual requests to discuss or contest the outcome of their application.

Bursary and Young Investigator Award (YIA) submissions

Prior to our annual conference, BNOS welcomes applications for Bursaries – an award which is made to assist those successful with the cost of conference attendance / associated costs.

Bursary applicants are required to provide a letter of support and CV.

Similarly, those wishing to apply for the YIA award will be required to provide a summary of research, relevant papers, CV, plus a letter of support from a BNOS member.

In both cases, applicants will need to provide contact details, which will only be used by us to make contact appropriate to the application.

Contact forms

Our website offers the facility to contact us via an online form. This form requests completion of details including your name, email address, organisation, and query/message details.

The data provided is collated into an email which is sent to the BNOS Administrator. None of the data provided when completing the online contact form is stored by the website.

Continuing Professional Development (CPD) certificates

Those who wish to request a CPD certificate following our annual conference can submit a request via our post evaluation meeting questionnaire. Personal details submitted for this purpose will only be used to create and send the certificate to the individual, and for no other purpose.

Individual data relating to CPD will be stored for six months after the annual conference date, in the event that a replacement certificate is required.  A delegate attendance list will be maintained for as long as required by the external body providing the CPD approval of the annual conference.

Mailing list data

BNOS maintains a mailing list on MailChimp, which includes the names and email addresses of those interested in receiving email updates from us. This data is used to:

  • provide general society information, and / or other information that we feel may be of interest to both our members and non-members
  • notify of forthcoming annual meetings, and related topics
  • invite your participation in a survey relevant to neuro-oncology, or that BNOS is conducting
  • deal with enquiries made by you

The mailing list data is maintained by Data Processor, Jenny Loughlin. All individuals on this mailing list have provided consent, consent most recently being sought prior to the GDPR implementation date of 25 May 2018.

BNOS will review this list every three years and carry out consent update exercises accordingly.

If you are on our mailing list and wish to be removed, please contact us directly by email.

Additionally, do please email us if you would like to be added to our mailing list.

Membership data

In order to apply for membership you will be asked to submit some personal information, including: your name, position, place of work, address, postcode, telephone number and email address.

Personal data provided by our members via the online membership subscription form is stored electronically in our website database.  We never share this database with any other parties and we will hold your personal information for up to three years.

The data you provide is used to:

  • provide membership status notifications
  • deal with enquiries made by you
  • provide general society information, and / or other information that we feel may be of interest to our members
  • notify of forthcoming annual meetings and related topics
  • administer member discounts on conference fee in conjunction with our current conference organiser (for BNOS 2018, this is Aesculap Academia)
  • invite your participation in a survey relevant to neuro-oncology, or that BNOS is conducting

If you wish to opt-out of BNOS holding your personal data electronically on our membership database, please complete our online Request to remove data records form, or email us.

The online membership system is linked to an account BNOS has set up with Stripe, for the sole purpose of processing payments. No card payment details are recorded by the BNOS website, and BNOS does not have access to, or store any payment details within our own systems. Payment details that are entered are encrypted, ensuring users a higher level of security.

Details of Stripe’s privacy policy may be found here.

Publicity

BNOS will, with permission, take photographs at our annual conference for use on our website and other publicity material. Delegates will be requested, when arriving for conference registration, to indicate whether they are happy to provide consent for the taking and using of photographs for the purposes outlined.

Updating your information

If any of your data changes, do please contact us as soon as you are able to, so that our records may be kept up to date.

We may from time to time request that you confirm or update the details we hold for you, to ensure that the data we hold remains accurate.

Your rights

As Data Subject (termed by the GDPR as ‘Natural Person’) you have the right if you wish to request what data we hold for you. This is called a Subject Access Request (SAR). To make such a request, please contact us. There is no charge for making a request, and BNOS will respond within one month as set out by GDPR guidelines. We will need to validate any request before responding.

You also have the right to request that data we hold is amended; or that your data is deleted. Additionally, you may request a restriction on the processing of your data. For example, whilst you may consent to BNOS holding your data for the purposes of administering your membership, you may wish to opt out of generic email updates about events etc.

For any queries about / or to exercise your rights, please contact us by email.

Secure storage of data

BNOS takes precautions to ensure that any data disclosed to us is kept secure, accurate, up to date, and only kept for as long as it is needed for the purposes of its use.

Data is stored using password protection systems, and only authorised personnel can access this data.

BNOS members are responsible for keeping their own username and password details confidential.

BNOS will never share any personal data held with any third party other than any organisations named in this policy for the purposes described.

Our website may, from time to time, contain links to other websites. BNOS is not responsible for the privacy policies or practices of these websites. It is your responsibility to check the policies of these sites prior to submitting any personal data.

Contact us

If you have any queries about this policy, please contact one of our Data Processors by email:

Jenny Loughlin
BNOS Webmaster
jenny@bnos.org.uk

Becci Pearson
BNOS Administrator
becci@bnos.org.uk

Alternatively, you can get in touch with us via our Contact form on the BNOS website.

BNOS’ nominated Data Controller is the collective of BNOS Council. Details of current Council members can be found on our website.

Changes to our Privacy Policy

This privacy policy may change from time to time in line with legislative updates.

Amended versions of this policy will be posted directly to our website with the date of update clearly displayed.

 

Date of policy version: 13 June 2018