How we use your information
DOWNLOAD THE PRIVACY STATEMENT OF THE BRITISH ORTHODONTIC SOCIETY HERE
Privacy Notice
May 2018
This Privacy Notice sets out the obligation regarding protection and the rights of members in respect of their personal data under the new EU General Data Protection Regulation (GDPR). This applies to the information we hold in our database and extends to the information we collect from visitors to this website, and those who log in to this website.
The new EU General Data Protection Regulation defines personal data as any information pertaining to a ‘natural person’ - an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
This privacy notice sets out British Orthodontic Society’s (BOS) obligations regarding the collection, processing, transfer, storage and disposal of personal data. The procedures set out must be followed at all times by the Society, its employees and other parties working with the Society or on behalf of the Society. British Orthodontic Society is committed to complying with the law and places high importance on the correct and lawful handling of personal data.
Who We Are
British Orthodontic Society (Registered Charity No. 1073464) whose registered address is 12 Bridewell Place, London EC4V 6AP. British Orthodontic Society is a Company Limited by Guarantee Registered in England and Wales, Company No. 03695486.
Your Privacy Rights
As a member, you have the right to object to how we process your personal data; you can request to see what personal data we hold about you on our database, ask us to correct inaccuracies, delete, or restrict personal data; You can also ask us to provide your personal data to a third party such as ‘Find treatment’ where practice details are shared to the general public on our BOS website: www.bos.org.uk For members who register to use our online facilities, you can make changes to your personal data yourself by logging in on the membership portal; you also have the option to delete all your personal data from our website. Alternatively, you can contact us in writing via email or letter and ask to have your data deleted from our database. We then have a timescale of one month to respond to your request, we envisage to handle requests in a timely manner.
How we use your information
Information you voluntarily provide to us: When you apply for membership of the British Orthodontic Society, you are voluntarily giving us information that we collect for the purpose of handling new membership enquiries, for the purpose of contracting for and providing services for members, for the setup, maintenance and updating of the BOS account (including data from events), for the account management and access control and for providing data at the time of registration. This information may include one or more of the followings; salutation, first name, last name, sex, gender, date of birth, qualifications, nationality, address, country, e-mail address, mobile phone number), Members data related to the registration for, participation in and holding of the respective event (event data), such as events for which a person has registered.
Information you automatically provide to us: When you become a member British Orthodontic Society, you will receive our quarterly Journal of Orthodontics in the post. A mailing list of correspondence addresses is generated and supplied to the publishers of the Journal; that is the only occasion we would share your personal data such as your name and address after which it is destroyed. The British Orthodontic Society also supplies information, specifically name, email and GDC number, to the organisation (currently the Royal College of Surgeons of Edinburgh) for the purpose of sending an invitation to access the VLE/CPD information of the BOS VLE site and to the supplier of the BOS core CPD membership benefit. In line with the GDPR we will always seek your permission before sharing your personal information, other than for the above purposes. Your details will never be passed on to a third party except where you have opted in to the ‘Find treatment service’ or you have provided practice information to us.
How we store your information
Members personal data will be processed and stored on an electronic and paper database, our electronic database is a password protected software; we also keep the hard copies of membership forms in securely locked filing cabinets. British Orthodontic Society only grant employees access to the membership database for Society/orthodontic related purposes. As a membership organisation we store your personal data to keep you abreast with general BOS information and updates, information on BOS courses and events, questionnaires and surveys from the BOS approved by the BOS Audit Committee pertaining to British Orthodontic Society. This data will only be used to send NON BOS information if you have specifically opted in to receive it.
Disposal of Data
The BOS accounts are kept indefinitely. If a member terminates membership, all data in the BOS are deleted except for the person's master data in the BOS (DSID, first name, last name, sex, date of birth, birth year, nationality). The master data are likewise deleted ten years after the termination of membership. Following the new GDPR laws effective May 2018, members have a right to erasure, also known as ‘the right to be forgotten’ : this is where members can request to have all data deleted from the database. Personal data of deceased members is deleted almost immediately after BOS are made of the death as there is no longer any need to keep data for any reason.
Privacy Note - Cookies
Website
When someone visits this website, we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting this website. We will not associate any data gathered from this site with any personally identifying information from any source. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.