AMOSSHE (‘we’ or ‘us’ or ‘our’) gathers and processes your personal information in accordance with this privacy notice, and in compliance with relevant data protection regulation and laws. This notice provides you with the necessary information about your rights and our obligations, and explains how, why and when we process your personal data.
AMOSSHE’s registered office is Third Floor, Woburn House, 20 to 24 Tavistock Square, London, WC1H 9HQ. We are a company registered in England and Wales under company number 04778650. We act as the data controller when processing your data. Our designated Data Security Officer is John Bloomfield (Executive Director), who you can contact at our registered office address, at firstname.lastname@example.org or on +44 (0)20 7380 6633.
AMOSSHE processes your personal information to meet our legal, statutory and contractual obligations, and to provide you with our products and services. We will never collect any unnecessary personal data from you, and do not process your information in any way, other than as specified in this policy.
We may collect the following personal data from you:
We collect information in the following ways:
AMOSSHE takes your privacy very seriously and will never disclose, share or sell your data without your consent (unless required to do so by law). We only retain your data for as long as is necessary, and for the purpose(s) specified in this policy. Where you have consented to let us provide you with promotional offers and marketing, you are free to withdraw this consent at any time.
The purposes and reasons for processing your personal data are as follows:
In addition, if you are a member of AMOSSHE:
You have the right to access any personal information that AMOSSHE processes about you, and to request information about:
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information. We will strive to do so as quickly as possible, unless there is a valid reason for not doing so, at which point we will notify you. You can amend the majority of your personal information held by AMOSSHE on our website through your personal secure login.
You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with data protection laws, as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information, and the right to be informed about any automated decision-making we may use.
If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request. This is to ensure that your data is protected and kept secure.
Jiscmail provides AMOSSHE with a mailing list facility for members. If you are an AMOSSHE member, we provide Jiscmail with your name and email address for the purposes of registering you on private mailing lists for AMOSSHE members only.
Wild Apricot provides us with our website services and membership database. We use this service to store your information, and provide you with secure access to members-only online content. We also use this service to enable you to log in to register for events, and manage email subscriptions. We use Wild Apricot to send out newsletters and information relevant to you using their online systems. We host the following information about you on the website: Name, job title, work email, work address, your preferred pronouns, any dietary or other requirements for events, and your finance contact name, job title and email address.
AMOSSHE utilises Office 365 for its secure online filing capabilities. AMOSSHE stores an archive of your personal information on this system as a backup to our membership database.
AMOSSHE uses Google Forms and Sheets to collect various survey information, and to register delegates for our national conference. AMOSSHE only asks you to share through these forms your name, job title, work email address, preferred pronouns and dietary or other requirements for events, plus your finance contact name, job title and email address. AMOSSHE also uses Google Analytics to monitor engagement with our websites. For this purpose we share your IP address with Google Analytics.
AMOSSHE uses EvaSys for some member surveys to enable us to continue to provide relevant events and activities to our members, and to provide relevant information to the membership. AMOSSHE only asks you to share your name, job title, email address and organisation name. For some surveys we collect information about your organisation and department, including salaries, staff numbers and departmental budgets. You are not required to provide this information or complete the surveys.
AMOSSHE takes your privacy seriously, and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction, and have several layers of security measures in place, including: encrypted hard drives, multi-factor authentication, restricted access to data, and SSL certificates.
AMOSSHE utilises some products or services (or parts of them) that may be hosted / stored in the United States of America, which means that we may transfer any information that is submitted by you through the website outside the European Economic Area (EEA) for the purposes of website and membership database hosting.
Therefore, the personal information you submit through our website may be stored on servers that are hosted in the United States of America. Where this is the case, we will take steps to ensure that those providers use the necessary level of protection for your information and abide by strict agreements and measures set out by AMOSSHE to protect your data and comply with the relevant data protection laws.
You are not obligated to provide your personal information to AMOSSHE. However, because this information is required for us to provide you with our services, we will not be able to offer some of our services without it.
As noted in the How we use your personal data section of this policy, we occasionally process your personal information under the legitimate interests legal basis. Where this is the case, we have carried out a thorough Legitimate Interests Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests, ensuring that they are proportionate and appropriate.
We use the legitimate interests legal basis for processing your name, job title, place of work and work email address, and have identified that our interests are to provide you with relevant sector information and resources, in line with AMOSSHE’s membership aims.
AMOSSHE only ever retains personal information for as long as is necessary, and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of six years, after which time it will be destroyed. We will keep other personal information (dietary requirements, other requirements for events, and finance contact information) for three years. We are required to keep personnel records (including recruitment, disciplinary and working time records) for three years.
Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise, and/or withdraw your consent.
Owing to the products, services or treatments that we offer, AMOSSHE sometimes needs to process sensitive personal information (known as special category data) about you, to ensure that we can cater for you at AMOSSHE events. Where we collect such information, we will only request and process the minimum necessary for the specified purpose, and identify a compliant legal basis for doing so.
Where we rely on your consent for processing special category data, we will obtain your explicit consent through our online forms connected to AMOSSHE events and conferences. You can modify or withdraw consent at any time, which we will act upon immediately, unless there is a legitimate or legal reason for not doing so.
AMOSSHE only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however, you wish to raise a complaint regarding the processing of your personal data, or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.
John Bloomfield, Executive Director
AMOSSHE, The Student Services Organisation
Third floor, Woburn House
20 to 24 Tavistock Square
+44 (0)20 7380 6633
Information Commissioners Office: ico.org.uk/concerns/handling
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