UKEGS Privacy Policy

The UK and Eire Glaucoma Society (UKEGS) is committed to protecting and respecting your privacy. For the purposes of the General Data Protection Regulations (GDPR) and any subsequent UK legislation covering Data Protection, the Data Controller is the UKEGS Executive Committee.

UKEGS is a national scientific society founded in 1994. It aims to promote the exchange of knowledge between glaucoma specialists and those involved in the management of glaucoma patients in the UK and Eire, stimulate glaucoma research, promote interest in glaucoma as a sub-speciality, and promote and foster the interests and care of people with – or at risk of – glaucoma.

UKEGS has no paid staff, and in order to provide its services, conferences and professional networking opportunities it is supported by the International Glaucoma Association (IGA). The IGA acts as a data processor for UKEGS; ultimate responsibility for data protection and GDPR compliance rests with UKEGS as the Data Controller.

This policy explains how and why we at UKEGS collect personal information about individuals and how we use that information.  It explains the legal basis for this and the rights you have over the way your information is used.

If you have any queries about this Policy or concerning your personal information please contact the current UKEGS Chair.

  1. What personal information do we collect?

The type and amount of personal data we collect depends on why you are providing it.

If you attend or request information about the annual UKEGS conference we will collect your name, address(es), email(s), telephone number(s), occupational information relating to employment and special interests, and information required to meet your access, accommodation and dietary needs.

If you are making a request to circulate or solicit research, survey or similar information to or from the UKEGS network, we will collect your contact details as above, plus professional information and details of your request in order to enable a decision to be made.

We may also collect information related to your membership of UKEGS or your use of our events and services in order to monitor uptake and ensure service quality.

  1. How we collect information

We may collect information from you whenever you contact us or have any involvement with us, for example when you:

  • Contact a member of the UKEGS Executive Committee in any  way including by phone, email, online, social media or post
  • Visit our website
  • Sign up to receive news about our activities
  • Attend UKEGS events or meetings and provide us with information
  1. Where we collect information from

We collect information:

  • From you when you give it to us directly: You may provide your details when you attend an event, submit a poster or abstract, when you contact a member of the UKEGS Executive Council by phone, email or SMS, or when you leave your details on our website
  • When you use our website: when you use our site, information about you is recorded and stored. Please see the information below about the use of cookies.
  • From third parties: information you provide to the IGA in connection with the annual UKEGS conference, other events or requests to engage with the UKEGS network.
  1. How we use your personal information

We may use the information provided by you in a number of ways which reflect the legal basis applying to processing your data. These include:

  1. To provide you with information that you have requested or correspondence you have sent us or to manage your event registrations
  2. For carrying out obligations under a contract between us, for example for processing payments for conferences
  3. To provide you with communications with your consent that may be of interest to you including marketing information about our services and activities
  4. For analysing the operation of our website and analysing your website behaviour to improve the website and its usefulness
  5. Seeing your views so that we can make improvements to our services or represent your views to external bodies
  6. For accurately maintaining our organisational records and ensuring we know how you prefer to be contacted
  7. Our legal basis for processing your information

The use of your information for the purposes set out above is lawful because one or more of the following applies:

  • Where you have provided information to us for the purposes of requesting information or requesting that we carry out a service for you, we will proceed on the basis that you have given consent to us using the information for that purpose, based on the way that you provided the information to us.

You may withdraw consent at any time by emailing the current UKEGS Chair or the IGA at info@IGA.org.uk. This will not affect the lawfulness of processing of your information prior to your withdrawal of consent being received and actioned.

  • It is necessary to comply with our legal obligations (for example processing and retaining records relating to VAT).
  • Where the purpose of our processing is the provision of information or services to you, we may also rely on the fact that it is necessary for your legitimate interests that we provide the information or service requested, and given that you have made the request, would presume that there is no prejudice to you in our fulfilling your request.
  1. How do we protect your personal information?

We understand the importance of security of your personal information and take appropriate steps to safeguard it.

The IGA manages payments for UKEGS events; credit/debit card payments are processed by third-party PCI-compliant payment gateways through secure servers, and card details are securely destroyed immediately after processing.

However, no data transmission over the internet can be guaranteed to be 100% secure. So while we strive to safeguard your information, we cannot guarantee the security of any information you provide online and you do this at your own risk.

  1. Who has access to your information?

We always ensure only authorised persons have access to your information, and that everyone who has access is appropriately trained to manage your information. People who may have access to your information include:

  • Third parties who provide services for us, primarily the IGA, but also including conference venues.

We select our third party service providers with care. We provide these third parties with the information that is necessary to provide the service and we have an agreement in place that requires them to operate with the same care over data protection as we do.

  • Analytics and search engine providers that help us to improve our website and its use.

We may also disclose your personal information if we are required to do so under any legal obligation and may use external data for the purposes of fraud prevention and credit risk reduction, or where doing so would not infringe your rights, but is necessary and in the public interest.

Other than this, we will not share your information with other organisations without your consent.

The IGA is happy to answer queries about its role in supporting UKEGS, and enquiries can be made by email to info@iga.org.uk, by phone on 01233 64 81 71 or in writing to the IGA’s registered office: Woodcote House, 15 Highpoint Business Village, Henwood, Ashford, Kent TN24 8DH.

Owing to matters such as financial or technical considerations the information you provide to us may be transferred to countries outside the European Economic Area (EEA), which are not subject to the same data protection regulations as apply in the UK. We meet our obligations under GDPR by ensuring that the information has equivalent protection as if it were being held within the EEA. We do this by ensuring that any third party processing your data outside the EEA either benefits from an adequacy determination for GDPR purposes and/or, where appropriate, we have entered into a Data Processing Agreement which contains model EU clauses.

  1. Cookies and IP addresses

Cookies are small pieces of information sent by a web server to a web browser, which enable the server to collect information from the browser. They are stored on your hard drive to allow our website to recognise you when you visit. Please read our cookie policy.

  1. How long will we keep your personal information?

We and our data processors will retain your personal data for as long as is necessary for the relevant activity.

By way of example the IGA holds records of conference payments for at least six years in order to fulfil statutory obligations for tax purposes.

Where we rely on your consent to contact you for direct marketing purposes, we will treat your consent as lasting only for as long as it is reasonable to do so. This will usually be for two years. We may periodically ask you to renew your consent.

If you ask us to stop contacting you with marketing materials, we will keep a record of your contact details and limited information needed to ensure that we comply with your request.

  1. Your rights

You have the right to request details of the processing activities that we carry out with your personal information through making a Subject Access Request. To make a Subject Access Request please contact the current Chair of UKEGS, marking your email ‘Subject Access Request’.

From 25 May 2018 you also have the following rights:

  • The right to request rectification of information that is inaccurate or out of date
  • The right to erasure of your information (also known as “the right to be forgotten”)
  • The right to restrict the way in which we are dealing with and using your information
  • The right to request that your information be provided to you in a format that is secure and suitable for re-use (also known as “the right to portability”)
  • Rights in relation to automated decision making and profiling including profiling for marketing purposes.

Please note that all of these rights are subject to certain safeguards and limits or exemptions.

If you are not happy with the way we have processed or dealt with your information, you can complain to the Information Commissioners Office. Further details can be found here https://ico.org.uk/concerns/

  1. Changes to this policy

We review this policy regularly, and if we make any significant changes we will advertise this on our website. Do please check this policy each time you consider giving your personal information to us.

Policy V1 May 2018