BTOG Privacy policy

Introduction

We are committed to safeguarding the privacy of our members and website visitors.

This policy applies where we are acting as a data controller with respect to the personal data of our members and website visitors; in other words, where we determine the purposes and means of the processing of that personal data.

We use cookies on our website. Those cookies are not strictly necessary for the provision of our website and services, we will ask you to consent to our use of cookies when you first visit our website.

Our website incorporates privacy controls which affect how we will process your personal data. By using the privacy controls, you can specify whether you would like to receive direct communications. You can access the privacy controls via your account https://www.btog.org/home-page/resources/btog-members-only/account/, which you can access after logging in.

In this policy, “we”, “us” and “our” refer to the British Thoracic Oncology Group (BTOG), company number: 9816385; VAT Registration: 228944575; and charity number: 1166012.

BTOG uses the Office 365 Microsoft platform.  Only verified staff members/officers can access the shared files and folders.  Data centres are all situated in the UK.  All emails and file storage are encrypted.  All PCs are password protected and each staff member/officer has a unique password.  All staff/officers follow the advice in the Cyber Security Small Charity Guide www.ncsc.gov.uk/charity/

How we use your personal data

In this section we have set out:

(a)    the general categories of personal data that we may process;

(b)    in the case of personal data that we did not obtain directly from you, the source and specific categories of that data;

(c)    the purposes for which we may process personal data; and

(d)    the legal bases of the processing.

We may process data about your use of our website and services (usage data). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system, provided by Google. We do not use the Google Advertising Features data collection functionality within Google analytics. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.

When you join BTOG or the BTOG Network, you consent to us processing account data that you provide, which may include your name, job title, email address, employer and area of specialty or interest. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you.

When using our services, such as educational events or our annual conference, you consent to us processing personal data that you provide (service data). The service data may include your name, job title, email address, employer and area of specialty or interest. The service data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you.

When you provide information to post for publication on our website or through our services (publication data), you consent to us processing that data.

When you send us an enquiry or correspondence, you consent to us processing information it contains for the purposes of providing relevant information to you.

When you join BTOG, you consent to joining our mailing list, which is managed through MailChimp. We may send you email notifications and newsletters.

We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our organisation against risks.

In addition to the specific purposes for which we may process your personal data set out in this section, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

Providing your personal data to others

We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

We may disclose your personal data to our suppliers or subcontractors identified below insofar as reasonably necessary for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you.

In regards to our partners system for registrations, the servers are hosted in the EU and there is a retention policy that any personal information regarding a registration will be deleted after a year. Payment information is kept as we are required to keep this for financial records. Please see below link with full details: https://venuesworld.com/events-gdpr-consent/

In addition to the specific disclosures of personal data set out in this Section 4, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

International transfers of your personal data

In this Section, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).

The hosting facilities for our website are situated in the United Kingdom, however some functionality is provided by third party plugins and services, such as Mailchimp, that may be hosted outside the UK.

Retaining and deleting personal data

This section sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

We will retain your personal data as follows:

(a)    Usage data will be retained for a minimum period of 12 months following your visit to our website, and for a maximum period of 50 months following your visit to our website.

(b)    Account data will be retained for a minimum period of one year after the date you join, and for a maximum period of three years after the date you join to allow us to remind you to rejoin or revalidate your membership or, for example, attend our annual conference.

(c)    Service data will be retained for a minimum period of one year after the date you join, and for a maximum period of three years after the date you join to allow us to remind you to rejoin or revalidate your membership or, for example, attend our annual conference.

(d)    Publication data will be retained for a minimum period of one year after the date you join, and for a maximum period of five years after the date you provide it

(e)    Correspondence data will be retained for a minimum period of one year after the date you join, and for a maximum period of three years after the date you join to allow us to remind you to rejoin or revalidate your membership or, for example, attend our annual conference.

Notwithstanding the other provisions of this section, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

Amendments

We may update this policy from time to time by publishing a new version on our website.

You should check this page occasionally to ensure you are happy with any changes to this policy.

We may notify you of changes to this policy by email or through a notice on our website.

Your rights

In this section, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

Your principal rights under data protection law are:

(a)    the right to access;

(b)    the right to rectification;

(c)    the right to erasure;

(d)    the right to restrict processing;

(e)    the right to object to processing;

(f)    the right to data portability;

(g)    the right to complain to a supervisory authority; and

(h)    the right to withdraw consent.

You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee. You can access your account data by visiting the account section when logged into our website and you can request any other personal data we may hold on you by email to info@btog.org.

You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.

In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.

You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

To the extent that the legal basis for our processing of your personal data is:

(a)    consent; or

(b)    that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

You may exercise any of your rights in relation to your personal data by written notice to us at info@btog.org.

About cookies

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

Cookies that we use

Managing cookies

Cookie Settings

You can change your cookie preferences any time by clicking the above text or the cookie symbol in the bottom left corner of your screen. This will let you revisit the cookie consent banner and change your preferences or withdraw your consent right away.

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

(a)    https://support.google.com/chrome/answer/95647?hl=en (Chrome);

(b)    https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);

(c)    http://www.opera.com/help/tutorials/security/cookies/ (Opera);

(d)    https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);

(e)    https://support.apple.com/kb/PH21411 (Safari); and

(f)    https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

Blocking all cookies will have a negative impact upon the usability of many websites.

If you block cookies, you will not be able to use all the features on our website.

Our details

This website is owned and operated by the British Thoracic Oncology Group

We are registered in England and Wales under registration numbers: Company Number: 9816385

        VAT Registration: 228944575

        Charity number: 1166012.

        Our registered office is BTOG, c/o Newby Castleman LLP, West Walk Building, 110 Regent Road, Leicester, LE1 7LT

Our principal place of business and secretariat is BTOG, 235 Loughborough Road, Mountsorrel, Loughborough, Leicestershire, LE12 7AS, England

You can contact us:

(a)    by post, to the secretariat address given above

(b)    using our website contact form

(c)    by telephone, on 07810 016414

(d)    by email info@btog.org

Data protection officer

Our data protection officer is Dawn Mckinley, BTOG Senior Executive Officer (SEO), who can be contacted via any of the methods given above.

This document was created using a template from SEQ Legal (http://www.seqlegal.com).