| This policy has been prepared with reference to the list of requirements for privacy notices published by the Information Commissioner’s Office on this website page: https://ico.org.uk/for-organisations/guide-to-data-protection/privacy-notices-transparency-and-control/privacy-notices-under-the-eu-general-data-protection-regulation/ (as at 1 May 2018) |
This Privacy Policy applies to information we, the Menarche Menstruation Menopause and Mental Health (4M) consortium, collect about individuals who join the consortium as members. It explains what personal information we collect and how we use it.
If you have any comments or questions about this notice, feel free to contact us at 4mhealth@exeter.ac.uk.
1. Personal data that we process
The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.
| Purpose | Data (key elements) | Basis |
| Enquiring about our organisation and its work | Name, email, message | Legitimate interests – it is necessary for us to read and store your message so that we can respond in the way that you would expect. |
| Signing up as a member | Name, email, affiliations, research interests, reason for signing up | Consent – you have given your active consent. |
2. How we use your data
We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this policy.
For example, we may use your personal information to:
- reply to enquiries you send to us;
- add you to our mailing list (JISCmail, Googlegroups, or MailChimp)
- send you emails about the activity of the consortium;
- invite you to online and in-person meetings via calendar invitations;
- invite you to join the member directory
3. When we share your data
Your name and email address are added to GoogleGroups, MailChimp and JISCmail (with your consent) to enable you to be added to our mailing list. The privacy policy for JISCmail is available here: https://www.jiscmail.ac.uk/cgi-bin/wa-jisc.exe?SHOWTPL=PRIVACY&L=ALL-4M
We will only pass your data to other third parties in the following circumstances:
- we are required by law to share your data.
In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.
4. How long we keep your data
We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.
Where data is collected on the basis of consent, we will seek renewal of consent at least every six years from 20th Jan 2025.
5. Rights you have over your data
You have a range of rights over your data, which include the following:
- Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting ‘unsubscribe’ links at the bottom of all our emails).
- You have the right to ask for rectification and/or deletion of your information.
- You have the right of access to your information.
- You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.
A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.
6. Cookies & usage tracking
A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, e.g. remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.
Our website is powered by WordPress. WordPress collects information about the usage of our website, based on cookies. This information is not personally identifiable. The data is collected anonymously, stored by WordPress and used by us to create reports about website usage. WordPress’s privacy policy is available at https://wordpress.org/about/privacy/.
7. Modifications
We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify people whose personal data we hold and is affected.
| This policy was compiled using a template available at: https://whitefuse.com/blog/privacy-policy-notice-templateFor more tips, advice and resources on digital communications for charities, non-profits and membership associations, visit www.whitefuse.com/blog |
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