WHAT IS CONSIDERED PERSONAL DATA?
Personal data is any information that can be used to find out your identity and any other personal details about you. This includes such data as your name, address, telephone number and email address.
WHAT INFORMATION DO WE KEEP AND FOR WHAT PURPOSE?
ISPSO does not identify you or keep any information (e.g. IP address) when you access the public area of our websites.
Cookies are small text files stored by the browser on your computer or other device when you visit our website. Cookies store small pieces of information e.g. they will remember you’ve visited our website or performed a certain action. However, personal data can never be obtained from cookies.
For cookies to be stored on your computer, you do not need to make any special browser settings. The browser accepts cookies as a default setting and stores them in a folder that may be named ‘Temporary Internet Files’ for example. To stop cookies, simply deactivate this function in your browser. For more information, consult the help files for your browser. You can also delete cookies at any time. Cookies can speed up your access to our websites as they store your previous viewing information so note that deactivating or deleting cookies may restrict your use of the website and the available services.
ISPSO is organised to operate as a not for profit corporation under section 501(c)(6) of the United States Internal Revenue Code of 1986. It is registered in the State of Kansas in the United States of America. According to United States of America’s law we are required to keep financial records showing any payments you make to us for seven years e.g. your membership or booking a conference place. This information is kept separate from your membership record. We will never use these details to contact you in regard to anything except your payments.
When you apply for membership with ISPSO we require you to let us have your name, country, city, telephone number, email address, year of birth, and your full address. These details are only kept for the purposes of maintaining the registry of members. We also request you to provide a statement of interest, a brief biography, and your professional identification for the purpose of evaluating your application. You can optionally also provide other details such as employment information, education, and working experience. You are free to withdraw this information at any time by contacting us: ISPSO Administrator: firstname.lastname@example.org Executive Director: email@example.com and we will immediately remove it from our database.
If you are a member of ISPSO you automatically have a Buddypress profile on our website which is searchable in the member’s area. The profile is created using only your name and surname you provided to us. You can add information to this profile. You can remove your Buddypress profile information from our website at any time by logging into your member’s area and accessing your profile.
When you buy a ticket for one of our conferences, webinars, or any other type of event we keep a record of your personal data before, during, and after your purchase. Before and during the conference the data is used to ensure that you get the most out of your event.
After the event we keep your data so that we can let you know of other events that you might be interested in. For conferences specifically we share your name, country, organisation, but not your email address for networking purposed with other delegates. You can have your details completely removed from the conference material by requesting it to the Chair of the event or by contacting ISPSO Administrator: firstname.lastname@example.org Executive Director: email@example.com
We save the information you provide on specially protected servers. These servers can be accessed only by a limited number of carefully selected persons who are subject to strict confidentiality requirements and legally binding confidentiality agreements. We use the following third-party services:
- Stripe for financial transactions
- Simplelists for Listserv
- Microsoft Azure for Website
- Microsoft Office365 (Sharepoint) for Database
- SimplyVoting for Elections
- Quickbooks for accounting
- Jotform for membership’s applications and data collection
LISTSERV & ANNOUNCEMENTS
When you become members you automatically join our members and announcement listserv. Listserv user guidelines and terms of service can be found here. At any time you can opt out from these services by simply contacting us: ISPSO Administrator: firstname.lastname@example.org Executive Director: email@example.com
FORWARDING OF DATA TO THIRD PARTIES
Third parties who receive data as data processing contractors are also subject to data protection regulations and contractual confidentiality obligations. We may be obliged to provide data to courts, public authorities, or other state bodies. If you have opted in to receiving a publication as part of your membership benefits, then we will share your name, email, and address with Karnac (Routledge). Your data will otherwise not be made available to third parties. We never sell your data to third parties.
You have the following rights under GDPR:
- Right to be informed
- Right of access
- Right to rectification
- Right to erasure
- Right to restriction of processing
- Right to data portability
- Right to object
RIGHT OF ACCESS
- You have a right to see the information we hold about you.
- To access this, you need to provide a request in writing to our data protection officer, together with proof of identity.
- We will usually process your request free of charge and within 30 days, however we reserve the right to charge a reasonable administration fee and to extend the period of time by a further two months if the request is manifestly unfounded or vexatious and/or is very complex.
WITHDRAWING CONSENT FOR THE STORAGE OF YOUR DATA (Right to erasure)
You can withdraw your consent for the storage of your personal data at any time. The data will then be deleted provided that it is not prescribed by law or needed for billing or accounting purposes or as soon as these purposes are fulfilled.
We will deal with your request free of charge and within 30 days but reserve the right to refuse to erase information that we are required to retain by law or regulation, or that is required to exercise or defend legal claims.
ISPSO Data Controller firstname.lastname@example.org
MAKING A COMPLAINT
If you do have concerns, please contact our Data Protection Officer and ISPSO Administrator: email@example.com or the Executive Director: firstname.lastname@example.org so that we can work with you to put things right.
You have the right to make a complaint to a supervisory authority, in particular in the Member State of your habitual residence, place of work, or place of the alleged infringement if you consider that the processing of personal data relating to you infringes on GDPR regulations. You can view further details here https://edps.europa.eu/data-protection/our-role-supervisor/complaints_en
If your complaint remains unsolved then you can contact the Information Commissioners Office at www.ico.org.uk