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Privacy Policy

How we use your information

This privacy notice tells you what to expect when ISHA The Hip Preservation Society (ISHA) collects personal information. It applies to information we collect about:

Visitors to our websites

When someone visits www.ishaconference.com we use a third-party service, Google Analytics, to 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. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. 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.

Use of cookies by the ISHA

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

How do I change my cookie settings?

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

E-newsletters and mailings

We use a third-party provider, to deliver our monthly e-newsletter. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. Our third-party provider adheres to ISHA’s privacy policy.

Security and performance

The ISHA uses a third-party service to help maintain the security and performance of the ISHA Conference website. To deliver this service it processes the IP addresses of visitors to the ISHA Conference website.

Personal Data

ISHA will request and hold only personal data that is required to enable us to fulfil our attendance and membership contracts with you and any data where we have a legal obligation to do so.

This data will be shared with our third-party appointed data processors to enable your participation to be managed and the appropriate logistical arrangements put in place.

We will not share your data with any other third-party organisations, other than those directly responsible for the delivery of the contracted services, unless we have obtained your prior consent to do so.

Personal data is stored in secure third-party data storage centres on servers located within the EU.  Further information relating to our data security platform can be found here.

WordPress

We use a third party service, WordPress.com, to publish our society and conference websites. These sites are hosted at WordPress.com, which is run by XXXXX. We use a standard WordPress service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address.

Surveys

We use a third party tool, Google Forms, to seek feedback from members, delegates and website users about their experience using the ISHA conference website. We will only use the information to improve our site, and ensure we provide a fair service to all parts of society. We will use the information only in ways that will not identify anyone, and we will not make any attempt to identify anyone from the information we collect. For more information, see the Google Forms privacy notice

People who contact us via social media

We use a third party provider, Hootsuite to manage our social media interactions.

If you send us a private or direct message via social media the message will be stored by Hootsuite for three months. It will not be shared with any other organisations.

People who email us

Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with ISHA policy.  Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

People who make a complaint to us

When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.

We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

People who use ISHA services

The ISHA offers various services to members and non members. We use a third party to deal with some requests, but they are only allowed to use the information relative to the service being provided.

We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have requested educational information to carry out a survey to find out if they are happy with the level of service they received. When people do subscribe to our services, they can cancel their subscription at any time and are given an easy way of doing this.

Individuals applying for under the ISHA Travelling Fellowship Program

When individuals apply for under the ISHA Travelling Fellowship Program, they submit their information in an application form, providing information that can assist with the qualification process. This information will be shared with the Fellowship Awards Committee. Any personal information that is provided in the application and during the Program, are used only for the purpose of reviewing the application and the ongoing administration and management of the Program. We may also publish information about projects on our own website.

 

Service providers reporting a breach

Public electronic communications service providers are required by law to report any security breaches involving personal data to the relevant data protection authority.

We use the data collected to record the breach. We retain personal information only for as long as necessary to carry out these functions, and in line with our retention schedule. This means that logs and breach reports will be retained for two years from receipt, and longer where this information leads to regulatory action being taken. We retain de-personalised information about organisations for as long as is necessary to help inform future actions, but no individuals are identifiable from that data.

If you accept a final offer from us, some of your personnel records will be held on CIPHR which is an internally used HR records system.

Your rights

Under the Directive (EU) 2016/680 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data by competent authorities for the purposes of the prevention, investigation, detection or prosecution of criminal offences or the execution of criminal penalties, and on the free movement of such data, and repealing Council Framework Decision 2008/977/JHA, you have rights as an individual which you can exercise in relation to the information we hold about you.

You can read more about these rights here – http://ec.europa.eu/justice/data-protection

Complaints or queries

ISHA tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of ISHA’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

If you want to make a complaint about the way we have processed your personal information, you can contact us in our capacity as the statutory body which oversees data protection law – info@ishaconferences.com.

Access to personal information

ISHA tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Directive (EU) 2016/680 of the European Parliament. If we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.


To make a request to the ISHA for any personal information we may hold you need to put the request in writing addressing it to our Information Governance Department.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Information Governance Department.

Disclosure of personal information

We will not disclose personal data without consent, unless we have a legal or contractual obligation to do so.

You can also get further information on:

  • agreements we have with other organisations for sharing information;
  • circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
  • our instructions to staff on how to collect, use and delete personal data; and
  • how we check that the information we hold is accurate and up to date.

Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 5 January 2018.

How to contact us

If you want to request information about our privacy policy you can email us at information@ishaconferences.com.

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