Privacy policy
How the Biochemical Group collects and uses your data
Who we are
The Biochemical Society is a Registered Charity no. 253894 and Registered Company in England and Wales (no. 892796), limited by guarantee. We are registered with the Information Commissioner’s Office (no. Z5546006) in the UK under the Data Protection Act 1998.
Portland Press Ltd is a Registered Company in England and Wales (no. 2453983). We are registered with the Information Commissioner’s Office (no. Z6404184) in the UK under the Data Protection Act 1998
Basis for processing personal information
- You have consented to us processing your data.
- There is a contractual relationship with you.
- We are legally obliged to process your data. In such instances individuals are under a statutory obligation to provide personal data.
- We believe it is in the legitimate interest of either you as the data subject, or us, to process your data. The legitimate interest for processing could be performing a contract with the individual, complying with a legal obligation, protecting vital interests. Legitimate interest can be used where there is a reasonable purpose to process an individual’s data. For more information on legitimate interest, please see the ICO’s website.
In most cases, we process your personal information on the basis of legitimate interest. If we process your personal information on another basis, we will let you know.
Data that we collect
With respect to most people with whom we interact, and whose personal information we process, we may collect and process the following data:
- Name
- Biographical details such as nationality, gender and date of birth
- Contact details
- Financial Information
How we use your personal data
The use of your data is dependent on which of our services you are using and your consent. For every instance in which consent is required you will be notified explicitly.
- to operate, manage, develop and promote our organisation and our relationship with you or the organisation you represent (if any) and related interactions.
- to operate, administer and improve our website, premises and the way in which we conduct our operations.
- to protect our charity from fraud, money-laundering, breach of confidence, theft of proprietary materials and other financial or business crimes
- to comply with our legal and regulatory obligations and bring and defend legal claims.
- to conduct equality data monitoring, analysis and planning
- to include in management information, statistical analysis and internal and external research
- to measure the impact and effectiveness of each of our programmes, our events and our online advertising and to make improvements.
- for marketing and communications purposes, including contacting you with programme, career and volunteering opportunities in the future.
- additional purposes for processing are ensuring the security of our website and services, maintaining back-ups of our systems and communicating with you.
Your emails and other communications may also occasionally be accessed by persons other than the member of staff with whom they are exchanged for ordinary business management purposes (for example, where necessary when a staff member is out of the office or has left the organisation).
We will process your personal data that has been provided during the use of our services. The table in the appendix contains all the data we collect. The services that process your data are listed below.
Services that require the use of your data
- a) Biochemical Society membership
- Committee memberships
- Volunteer positions
- b) Awards
- c) Grants
- d) Marketing and Communications
- Sales
- B2B and B2C contacts
- e) Publishing
- Manuscripts and peer review services
- Editorial invoicing
- Publications
- Public record
- Data deposition
- f) Research area and Theme Panels
- g) Events
- Hosting on behalf of
- Attending
- Submissions of abstracts
- d) Harden Bursaries
Retention periods are specific to each service and data item collected. Detailed below are links to specific service areas policies.
Biochemical Society Membership
To be a member of the society we will collect and retain data from you to provide you with member services, the mandatory data collected is required to fulfil this service.
While a membership is active all the mandatory items of the membership profile are retained under the ‘contract’ legal basis.
Marketing and communication materials that are optional will be held under consent and mechanisms will be in place to revoke this consent as desired by the member.
Upon lapsed membership the membership record is reduced to retain only the Name, membership number, email address, start date and lapsed date.
If the member had been in any historical, scientific, award, grant or bursary related activity there will be retention of that information on historical, scientific archival and/or financial records grounds.
Conferences and Events
The data provided for Events and Harden bursaries will be processed for the purposes of registration at an event, speaking at an event or management of a submitted abstract. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
2.7 We may process information relating to transactions, including event registrations, which you enter into with us and/or through our website (“transaction data”). The transaction data may include your contact details and the transaction details. The transaction data may be processed for supplying the purchased registration and keeping proper records of those transactions. We do not record your credit card details. If bank details are provided for reimbursement or payment of invoices these are processed by our Finance Department only. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely our interest in the proper administration of our business.
2.8 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. 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.
2.9 We may process information that you provide to us for providing feedback on our events (“feedback data”). The feedback data may be processed for the purposes of improving our events and, where explicit consent is given, to receive further information on user-selected Portland Press publications. The legal basis for this processing is consent.
2.10 We may process any of your personal data identified in the other provisions of 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.
2.11 In addition to the specific purposes for which we may process your personal data set out in this policy, 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 to protect your vital interests or the vital interests of another natural person.
2.12 Please do not supply any other person’s personal data to us, as we require a record of consent.
What data do we share and why?
Data is primarily shared between The Biochemical Society and Portland Press Limited. To perform the service contracts for you or to comply with legal and regulatory requirements your data is shared with third parties. The agreements with these parties are regularly reviewed to ensure your data’s protection.
Third party services we use
- Access Dimensions
- EJP, eJournal Press
- JPS, eJournal Press
- AWS
- Office365
- Stripe
- Eventsforce
- Silverchair
- THINK systemfrom MPS
- Aptara and Aptara’s Power Editor (PXE)
- Civica
- GoDaddy.com
- SurveyMonkey
- CCC Rightslink
- GoCardless
- Conga Composer
- Intercard
- Nova Techset
- Figshare
- SheepCRM
- Similarity Check
- OA Switchboard
- Proofig
- GoTo
- SurveyMonkey Apply (part of SurveyMonkey)
- Bridge (part of Learning Technologies Group)
- DotDigital
- Doodle
- Hootsuite
- Exeter Premedia
- Researcher App
- TrendMD
- PSI IP Registry
- Jisc Publications Router
- CrossRef
Cookies and other tracking technology
A cookie is a text-only string of information that a website transfers to the cookie folder of the browser on your computer’s hard disk so that the website can remember who you are. The
Where relevant, this website uses cookies to store login session information during your login session. If you choose to remember your login, then the cookie will be retained on your computer after you log out. By logging in to the system you are – by necessity – accepting these cookies.
Your Rights
|
Person type |
|
| Member |
As a member you sign up to our services to receive a range of benefits, you will not be able to unsubscribe certain electronic communication without the termination of your membership |
| Proposer |
You provide us your name and details as the proposer, for us to confirm an application this is required to complete a service contract for membership, awards or editorial commissions |
| Award applicant |
Consent will be sought, you have the right to revoke this consent. If you revoke your consent there will be no award |
| Award supporter |
Consent is sought and recorded from a supporter to the applicant you can revoke this consent. This will result in no award for the applicant if successful |
| Award nominator |
Consent is sought and recorded from a nominator to the applicant you can revoke this consent. This will result in no award for the applicant if successful |
| Grant applicant |
Applicant’s details will be held in line with financial and organisation policy to enable us to fulfil the contract even in the event of non-award of grant |
| Grant application academic sponsor |
Sponsor’s details will be held in line with financial and organisation policy to enable us to fulfil the contract even in the event of non-award of grant |
| Author |
Your details are kept as a scientific/historic record, there is no impact on your right for rectification or notification |
| Author reviewer |
Your details are kept as a scientific/historic record, there is no impact on your right for rectification or notification |
| Editor | Your details are kept as a scientific/historic record, there is no impact on your right for rectification or notification |
| Conference lead |
Your details are kept as a scientific/historic record, there is not impact on your right for rectification or notification |
| Panel member |
Your details are kept as a scientific/historic record, there is not impact on your right for rectification or notification |
| Theme panel/Research area nominator |
Your details are kept as a scientific/historic record, there is not impact on your right for rectification or notification |
| Committee member |
As a committee member you will receive communication via email, if you wish to no longer receive emails or wish to have your data removed it will coincide with your removal from the committee. |
| Policy network |
The Policy Network is a group of members who are interested in the Society’s Policy work and who wish to get involved and stay up-to-date with the recent policy news. |
Retention and deletion of your personal data
We keep your personal data in line with our policy depending on:
- the length and nature of our relationship with you
- how long it is reasonable to keep records to show we have met the obligations we have to you and by law
- any periods for keeping information which are set by law or recommended by regulators, professional bodies or associations
- any relevant proceedings that apply
Your personal data may be converted into statistical or aggregated data which can’t be used to identify you, then used to produce statistical research and reports.
Revoking consent * apart from the initial option on website
Within the system that you provided consent you will have an option to revoke that consent. In our legacy systems which are in the process of being retired please email mydata@biochemistry.org or mydata@portlandpress.com to have someone manually remove you from our services.
- right to rectification
Any rectifications can be made using your login to the Biochemical Society or Portland Press based system, where there is no user login available a rectification requests can be made via email to the ‘mydata’ email addresses detailed above.
- right of notification
Any change to the way your data is being used you will be notified by email or post
