The information we hold, and where it comes from.
This policy sets out how the Society for the Study of Behavioural Phenotypes (SSBP) uses and protects your personal information.
We do not trade personal data for commercial purposes and will only disclose it if required by law, if it is necessary to arrange your event attendance, or if it is with your consent. This policy was created in May 2018 to show that we are adhering to the new General Data Protection Regulation (GDPR), which comes into force in May 2018. All personal data held by the SSBP is managed by our General Administrator, Elizabeth Walmsley (firstname.lastname@example.org) and our Conference Administrator, Rebecca Windram (email@example.com). Please contact either of these Administrators regarding any data protection query that you may have.
Who we are
The Society for the Study of Behavioural Phenotypes (SSBP) is a registered charity (Charity Registration No. 1013849). The SSBP is an international society, with its administrative base in the UK. At the SSBP, we take concerns about your privacy very seriously, and we do all we can to respect your right to privacy.
The information we hold, and where it comes from
All personal information we hold has been provided by you directly, either through your application to join the SSBP, or through your registration to attend an SSBP conference. Some information may have been updated by email, if you have voluntarily sent updated details or been in email contact with us. If you are an SSBP Member, we hold your personal contact information and the information that you provided in your Application form. Contact information is used to allow the SSBP to update members with news from the society. Members are reminded of forthcoming conferences and submission deadlines. Members are also contacted when their subscription payments are due, or if their payments are in arrears and they are in danger of having their membership lapse. The SSBP holds personal contact data provided by members under the legal basis of “legitimate interest”.
If you are not a member, but are attending this year’s SSBP conference, we hold all the registration details that you have provided, including personal contact details. The SSBP holds the personal data of current conference attendees between registration and the date of the conference under the legal basis of “legitimate interest”.
If you were an attendee at a previous SSBP conference, and if you have given us your consent, we hold your contact information so that we can let you know about future SSBP conferences.
What we use your information for:
If you are an SSBP Member, we will use your information for the purposes of keeping you informed about the SSBP’s news and activities, including forthcoming conferences, bursaries, SSBP travel grant opportunities and other related information which may be of interest to you. We will also contact you to update you on the status of your membership.
If you are not an SSBP Member, we will use your information solely to contact you about forthcoming SSBP conferences.
Who receives your data
All data collected is routinely used solely by the SSBP.
Occasionally, the SSBP stages an event in collaboration with another research or clinical charity. In this case, the minimum information required to administer this joint event is shared with our partner organisation. This will only affect those who register to attend a jointly-run event. At no point is any data sold or used in any unlawful or unethical manner or provided to any other third parties.
The legal justifications
To comply with the new EU General Data Protection Regulations (GDPR), we must provide a legal justification for the information that we hold.
If you are an SSBP Member, we hold your contact information under the justification of “legitimate interest”. It is in your interest as a member to be informed of forthcoming SSBP events and SSBP initiatives where your membership subscription entitles you to privileges. It is a legitimate interest of the SSBP to wish to maximise member retention by sending timely reminders of subscription renewals.
If you are a non-member attending this year’s conference, we hold your registration information under the justification of “legitimate interest”. You have made a payment to the SSBP to attend our Conference and will need to be informed of arrangements for this event. After the Conference we will delete your information, unless you have given us permission to retain it for a 3 year period.
If you are a non-member who previously attended an SSBP conference, we hold your contact information under the justification of “consent”. At the time of registration at the previous conference, or in response to an email from us, you indicated that you would like to be contacted and gave us permission to hold your contact details for a 3 year period. You are able to revoke this consent at any time by contacting the SSBP General Administrator or Conference Administrator .
If you are a non-member by virtue of a lapsed membership we will have contacted you to advise you that your membership is about to lapse and to ask you to indicate if you wish to continue to receive information from us for a 3 year period (Opt-in). If you do not wish to receive further information from us you need take no further action as your contact data will be removed from our system if we do not receive your consent within 1 month.
How long do we keep your data?
If you are an SSBP Member, we will retain your information for as long as you are a member of the SSBP. You are constitutionally a member of the society until you contact the SSBP to withdraw membership, or until your membership lapses through non-payment of subscription fees. The SSBP Constitution states that membership is considered to have lapsed after members have reached 1 year in arrears with their subscription payments. At this point you will be asked if you consent to receive further information from us for a 3 year period in a non-member capacity. If you do not provide your consent then your data will be removed from our records. You may cancel your consent at any time by contacting the SSBP General Administrator or Conference Administrator.
If you are a not an SSBP member but have given consent to be contacted about future SSBP conferences, you will be asked to renew your consent every 3 years. If you do not actively renew your consent then you will be automatically removed from our records.
You have numerous rights under the GDPR act to control what happens to your personal information.
As an individual whose personal data is processed by SSBP you have the following rights:
To exercise any of these rights, please contact the SSBP’s General Administrator, Elizabeth Walmsley (firstname.lastname@example.org) or our Conference Administrator, Rebecca Windram (email@example.com). Please also contact either of these Administrators regarding any data protection query that you may have. If you are not happy with the way we have handled your data and are unable to resolve the issue with us personally, you can complain to the ICO or the Charities Commission.