Glasgow Odontological Society (from now on referred to a “us”, “we”, “our” or “the Society”) operates https://glasgowodonto.org (the “website or site”) to bring you information about our Society, our season of evening meetings and Annual Dinner.
Our remit is to use your personal information to improve your experience of the website and to manage member areas of the site. We are committed to holding your data securely, only sharing it if you agree to this and to give you as much control as possible about how you update, delete and access your data.
The information we collect from you
While using our website, we may ask you to provide us with certain information which is personally identifiable. This may include, but is not limited to, your name and email address, mobile phone number and GDC number (“Personal Information”).
This applies in particular to anyone who is a member of the Glasgow Odontological Society or anyone who registers to attend events. Registering as a non-member with us enables you to gain faster access to bookings and payment options. Becoming a member online provides you with an array of options to make payments, manage your payment options and access resources.
We organise the site in this way so we can run the events smoothly and contact you with updates and links to claim CPD.
How long is your information stored?
Your personal information is stored for as long as you are a member of the Society. If you are a non-member who has registered to attend events this information is stored until you no longer wish to attend events. You can do this by contacting us.
At the same time information is gathered when you book on to our events. This is stored long enough to ensure that certificates can be provided for you and information about your attendance can be forwarded to NHS Education Scotland (NES). We also add your details to our mailing list which is used to inform you of future CPD events. You can unsubscribe from this list at any time and your details will be erased.
We undertake a regular audit of the personal information we hold and use this to ensure that we store information securely and monitor how it is used and shared.
We also store Log Data
As is common practice, we store information on the visits people make to our website. This is carried out by collecting information that your browser sends whenever you visit our website (“Log Data”) using Google Analytics.
This Log Data may include information such as your computer’s Internet Protocol (“IP”) address, browser type, browser version, the pages of our Site that you visit, the time and date of your visit, the time spent on those pages and other statistics.
We use the information provided by Google Analytics and Log Data to see how effective our website is and how to make changes to improve your experience. Google Analytics provides options to limit the amount of time data is retained and these are currently set to 26 months.
The legal basis for holding your details
We hold details which relate to your membership of the Society as well as your attendance at events. Under GDPR, because of this we satisfy the remit of contract and have a legitimate reason respectively for keeping a record to satisfy your CPD and GDC requirements. All of your details are stored with password protection and managed by a designated data controller (as of 23 May 2018, Andrew Miller). You have a right to ask for your details and to ask for these to be deleted and forgotten. You can do this by contacting us (see below).
Your data and your right to access Personal Information
The safe storage of your Personal Information is very important to us. We respect your right to privacy and your rights to access information held about you.
You have the right, under the GDPR, to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request a correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request erasure of your personal information, ensuring your ‘right to be forgotten’. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below). You should be aware that, for legal reasons, we may be unable to erase certain information.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you would like to make a request, please email us at firstname.lastname@example.org and we will answer and deal with your request within fourteen working days. You will not have to pay a fee to access your personal information. However, we may have to charge a small fee if your request for access is agreed to be unfounded or excessive.
The security of your Personal Information is also of utmost importance to us. All users of the internet should have confidence in accessing and sharing information.
However it is vital to understand that no method of transmission over the Internet, or method of electronic storage, is 100% secure. We have set up a series of safeguards and complied with current regulations to protect your Personal Information, but we cannot guarantee its absolute security.
In the event of a breach of security we pledge to notify you within three days of its discovery with a plan of action to help you to take any necessary steps if your data has been compromised.
Communicating with you
We promise that we will only use your Personal Information to contact you with emails, newsletters and information about the Glasgow Odontological Society, our events and activities. There is a professional requirement for you to undertake CPD to enhance your day-to-day practise and benefit patients so we will send emails to you and add information to our websites to alert you to what can be considered legitimate opportunities to engage with these.
Your name and email address will be stored securely with our email provider MailChimp on servers in the United States. MailChimp may not supply this information to third parties unless there is a legal obligation to do so.
The details …
MailChimp lawfully transfers EU/EEA personal data to the U.S. pursuant to our Privacy Shield Certification. MailChimp also complete a SOC II Type 2 examination on an annual basis for the Trust Principal Criteria of Security, Processing Integrity, Confidentiality, and Availability.
Glasgow Odontological Society has signed a Data Processing Agreement with MailChimp in order to meet the requirements of the GDPR. This permits us to continue to lawfully transfer EU personal data to MailChimp and permits MailChimp to continue to lawfully receive and process that data so we can send you newsletters about activities which are of interest to dental professionals.
Stripe payment gateway
We take online payments for your membership and one-off events using the Stripe payment gateway. Stripe’s services in Europe are provided by a Stripe affiliate—Stripe Payments Europe Limited (“Stripe Payments Europe”)—an entity located in Ireland. In providing Stripe Services, Stripe Payments Europe transfers personal data to Stripe, Inc. in the US.
To ensure that your personal data is adequately protected, Stripe have certified to the EU-U.S. and Swiss-U.S. Privacy Shield Framework. View the Stripe Privacy Shield Policy.
In addition to Privacy Shield, Stripe continues to employ additional compliance measures to ensure an adequate level of protection of personal data transferred outside the European Economic Area.
Cookies are files with small amounts of data which are generated when you click on a site or specific pages in a site. The data gathered may include what is known as an anonymous unique identifier. The identifier identifies the action taken, not you, which is why they are called anonymous.