Last updated: 22nd February 2022
The EU General Data Protection Regulation (GDPR), which is enforceable from 25 May 2018, provides new rights to individuals and requires organisations to provide information about their processing in a clear and transparent way. We have published this updated Privacy Statement to take into account new requirements and to explain how we collect, store and use personal data. When we refer to “we”, “us” or “our” in this Statement we mean ESACT-UK.
ESACT-UK is a Society which promotes the communication of knowledge and experience between scientists and engineers whose work has a direct or indirect bearing on cell culture biotechnology and the products derived from it. As such we run an annual scientific conference and keep our members informed of other events which we believe to of interest to them (including other scientific conferences such as those of our pan-European sister society, ESACT).
This Privacy Statement applies to personal data collected by ESACT-UK and processed by our Officers and committee members. We are committed to protecting the privacy of our members, delegates and exhibitors who attend our events and endeavour to comply with the Data Protection Act 2018.
How to contact us
If you have any questions about this Privacy Statement or would like to contact us about any other matter, please use the contact form on our contact page and select ‘Secretary’ from the ‘Recipient’ dropdown to contact the ESACT-UK Secretary.
How we collect your personal data
We collect personal data in the following ways:
- When you provide your contact details to us when registering for our annual conference.
- When you apply to become of a member of ESACT-UK.
- When you provide your contact details to us when contacting us through our contact form
The personal data we routinely collect includes: full name, contact details (Email address, Postal address, phone number), job title and company/institution name.
While you visit our site, we’ll track:
- Tickets you’ve viewed: we’ll use this to, for example, show you tickets you’ve recently viewed
- Location, IP address and browser type: we’ll use this for purposes like estimating taxes and shipping
We’ll also use cookies to keep track of basket contents while you’re browsing our site.
When you purchase from us, we’ll ask you to provide information including your name, billing address, shipping address, email address, phone number, credit card/payment details and optional account information like username and password. We’ll use this information for purposes, such as, to:
- Send you information about your account and order
- Respond to your requests, including refunds and complaints
- Process payments and prevent fraud
- Set up your account for our store
- Comply with any legal obligations we have, such as calculating taxes
- Improve our store offerings
- Send you marketing messages, if you choose to receive them
We generally store information about you for as long as we need the information for the purposes for which we collect and use it, and we are not legally required to continue to keep it. For example, we will store order information for XXX years for tax and accounting purposes. This includes your name, email address and billing and shipping addresses.
We will also store comments or reviews, if you choose to leave them.
Our products and services are not aimed at children.
How we use your personal data
We may use your personal data for the following purposes:
To maintain records of our current membership.
To maintain records of prospective, current and past delegates and exhibitors to enable us to tell you about future meetings, which we have balanced with the interests of our past delegates and exhibitors.
To send email newsletters (i.e. information about events which may be of interest to you) to you, if you have not opted out of these or if you are a member of ESACT-UK.
To track and verify attendees and ticket holders for our events such as our annual conference and contact you as required for the organisation and administration of said events.
About our email newsletters
On our ESACT-UK communications we invite you to unsubscribe from these at any point by clicking on the unsubscribe link on any emails you receive from us. Alternatively, you can unsubscribe by emailing us through the contact form on our contact page, selecting ‘Secretary’ from the ‘Recipient’ dropdown.
We do not conduct any segmentation of our newsletter audiences.
Your rights regarding your personal data
You have a number of rights under data protection law, which have been strengthened under the General Data Protection Regulation:
- Access: You have the right to access the personal data we may hold about you and the purposes for which we are using it. We may ask for proof of your identity. On receipt of such a request we will endeavour to respond to you as soon as possible, at most within one calendar month.
- Rectification: You have the right to request that we amend any personal data which is incorrect or requires updating.
- Erasure: You have the right to request that we delete any personal information pertaining to you. We will assess any deletion request on a case by case basis and will endeavour to respond to you as soon as possible, at most within one calendar month.
If you would like to exercise any of these rights, please email us through the contact form on our contact page and select ‘Secretary’ from the ‘Recipient’ dropdown.
If you are concerned about the manner in which we have collected and used your personal data, please contact us using the contact details above – we will do our best to help. If you are unhappy with the way in which we have handled your personal data you have the right to contact the Information Commissioner’s Office.
Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Where we store your personal data
We store and process your personal data through MailChimp and Dropbox. We also store form entries and data associated with your payments on our website database. This does not include your payment card details such as your card number, sort code, expiry date or CVC.
Sharing of your personal data
We accept payments through Stripe. When processing payments, some of your data will be passed to Stripe, including information required to process or support the payment, such as the purchase total and billing information.
We will not share your personal information with any third parties for them to use for their own marketing purposes beyond provision of names and company/institution affiliation in the form of a Delegates list to those attending the annual ESACT-UK conference. We may disclose your personal data if required to do so by law.
How long we store your personal data for
We will only retain personal data for as long as is necessary for the purposes we are using it for. How long we retain data will vary depending on the purposes it is used for. We routinely update our email newsletter lists to ensure those who are not engaged are removed and will do so if you choose to opt out of our correspondence by unsubscribing.
External Links
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Please remember that if you use a link to go from our websites to another website, or you request a service from a third party, this Privacy Statement will no longer apply once you have left our website. Your browsing and interaction on any other website is subject to that website’s own rules and policies.
Updates to this Statement
We review and update this Statement regularly to take account of changes to our processing and regulatory changes. We encourage you to review it from time to time. If we make any significant changes to this Statement, we will endeavour to communicate this to you where possible.