Privacy and Data Protection – May 2018
YOUR USE OF THIS WEBSITE SIGNIFIES YOUR CONSENT TO ALLOW UKSG TO COLLECT AND USE PERSONAL INFORMATION ABOUT YOU IN ACCORDANCE WITH THIS POLICY.
This policy will be reviewed and updated in line with the Information Commissioner’s Office guidelines and any changes will be added to this page.
Date of Creation: 10/05/2018
1. WHAT IS UKSG?
UKSG owns and operates this website. It is a company registered in England and limited by guarantee. Company number: 4145775. It is also a registered charity. Registered charity number:
1093946.
Registered office: Witney Business & Innovation Centre, Windrush House, Windrush Industrial Park, Burford Road, Witney, OX29 7DX
VAT number: GB 348 8541 20
2. THE INFORMATION UKSG COLLECTS ABOUT USERS
UKSG collects information such as your name, job title, company and contact details. UKSG may also collect information about your marketing preferences, business activity or other details relevant to your interests or membership of UKSG.
UKSG collects this information when you register or update your details using online forms. Other information may be collected from printed forms, e-mail or telephone, or through surveys or questionnaires.
UKSG also records some data through cookies. You can read the cookies policy here. https://www.uksg.org/cookies
3. HOW UKSG WILL USE THE INFORMATION COLLECTED?
UKSG uses your personal information for recording details for orders, bookings, delivery and payments.
The information is used to deliver UKSG’s services to users of the website and in other areas of its activities.
UKSG may also use the information to contact you about important UKSG activity or alert you to relevant UKSG products and services that UKSG believes will be of interest and for statistical purposes.
The legal basis on which we process this information is as follows:
Consent – you have given clear consent for us to process your data for a specific purpose – attending a conference, seminar or webinar, signing up to a newsletter or joining our discussion group for example.
Contract – we need to process your data to fulfil a contract with you – such as registering for one of our events where we cannot fulfil the contract without it.
Legitimate Interest – the processing is necessary for our legitimate interests or for the legitimate interests of a third party such as keeping you informed of UKSG activity that relates to you interests and activities. Your interests are paramount however and you can change what information we send you at any time by emailing info@uksg.org
We do hold a Special Categories of data which could be construed as sensitive such as special diets or requirements which are needed to help you attend one of our events. This data is only passed on where essential to perform this service (such as ensuring special meals are available).
4. DETAILS ABOUT THIRD PARTIES TO WHOM UKSG PASSES INFORMATION
UKSG will share your information with staff in order to deal with the day to day administration of your membership or associated services.
UKSG will only share your information with consultants, contractors or third parties working directly with us as part of maintaining activities, products or services on UKSG’s behalf. This might, for example, include associates, conference services providers, market researchers, consultants, mailing houses, website or customer database providers. They will be subject to a Non-Disclosure Agreement to protect your data.
Information you give in response to surveys or questionnaires in print or online may be used by UKSG to improve products and services, or by third parties in anonymised reports.
5. HOW LONG DOES UKSG KEEP THE INFORMATION?
UKSG will retain personal information on its systems until such time that you notify us to say you do not wish to be contacted again. After this time UKSG will then keep a record of basic information indicating your preference.
6. WHAT UKSG WON’T BE ABLE TO DO IF YOU DON’T PROVIDE INFORMATION
UKSG won’t be able to administer purchases of UKSG’s products and services.
7. DETAILS OF HOW UKSG HOLDS THE INFORMATION SECURELY
All your information is stored on secure servers in the UK and US. Access to servers is restricted to UKSG staff and authorised third parties solely for the business of UKSG.
8. YOUR RIGHTS IN RELATION TO THE INFORMATION
You may at any time change your preferences for marketing communications contact or withdraw your consent for us to hold your data. You can do this by e-mailing info@uksg.org.
You have the right to access information that UKSG holds about you.
If you wish to exercise your rights of access to your personal data held and processed by UKSG, please contact:
UKSG
Witney Business & Innovation Centre
Windrush House
Windrush Industrial Park
Burford Road
Witney
OX29 7DX
UK
or by email at: info@uksg.org
9. WHO TO CONTACT IN CASE OF COMPLAINTS
If you believe any information UKSG holds about you is inaccurate or if you have a complaint in relation to this privacy policy, please contact info@uksg.org in the first instance and UKSG will do its best to correct it as quickly as possible.
If you are unhappy with the response, further information about what to do next is available on the Information Commissioner’s Office website. https://ico.org.uk/concerns/