PRIVACY POLICY

The World Anaesthesia Society promises to protect and respect the privacy of our members and visitors to our website. We take our duty to process your personal data very seriously. This policy explains how we collect, manage, use and protect your personal information when you visit our website and/or if you’re a member.

In this policy, references to the World Anaesthesia Society, WAS, or to ‘we’ or ‘us’ are the World Anaesthesia Society (WAS). We are a specialist society of the Association of Anaesthetists of Great Britain and Ireland (AAGBI) and are based in the UK at 21 Portland Place, London W1B 1PY.

The processing of personal data shall always be in line with the General Data Protection Regulation (GDPR), The Data Protection Act 2018, and Privacy and Electronic Communication Regulations (PECR).

We are registered as a data controller with the Information Commissioner’s Office, registration reference ZA354476

We may change this document from time to time to reflect the latest view of what we do with your information. Please check back frequently; you will be able to see if changes have been made by the date it was last updated.

Personal Data You Provide

The personal information that you provide us when you complete the WAS application form (paper version or online) is stored in a secure database held at the AAGBI. The Specialist Society Officers have sole access to this information. We collect basic data about you, such as your name, postal address, telephone number and email address when you apply for membership. We collect your bank details if you pay your membership subscription by direct debit and we securely share this data only as necessary in order to process your payments.

By providing personal information such as your name and e-mail address via the forms on our website, you agree to us contacting you with regard to the information provided.

The information you provide will be held securely by us and/or our data processors, whether the information is in electronic or physical format. We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

How Your Personal Data is Used

We use the data you provide to:

  • process your membership application and provide ongoing essential membership related communication
  • fulfil the membership contract, for example: sending you a copy of World Anaesthesia News or details of our Annual General Meeting
  • communicate with you, for example: sending information about WAS, our activities, our seminars or newsletter
  • respond to any correspondence that you have sent us
  • manage our society more effectively, for example: when we seek feedback we use this to help improve our service

We are committed to ensuring that the information we collect, and use, is appropriate for this purpose, and does not constitute an invasion of your privacy. Communications will be relevant, timely and not excessive.

If you would like to change the way you hear from us, you can contact us by email WAS@aagbi.org

Website Data and Cookies

We use software that monitors traffic on our website which helps us to understand our visitors; for example, how visitors find our website, how long they spend on our site, which web pages they are most interested in etc. We use this because better understanding how visitors are interacting with our website helps us to improve the content, design and functionality of our site. This allows us to offer a better online experience to our visitors.

We use cookies and other technologies to collect data on visitors and visitor activity on our website. This data includes:

  • Time and date of visit (this can help us to identify and plan for busy periods on our website)
  • IP address (this is a numerical label assigned to a device by an Internet Service Provider to enable the device to access the internet)
  • Browser and Operating System (this can help us to make sure that our website functions correctly in the browsers/operating systems used to access our site)
  • Device Information e.g. device type and screen size (this can help us to make sure that our website functions correctly in the devices used to access our site)
  • Referring Data e.g. a search engine link (this can help us to understand which search engines are helping visitors to find our website)

Legitimate Interests

The General Data Protection Regulation (GDPR) is the primary piece of legislation defining your rights over our processing of your personal information. The GDPR requires us to declare which of six lawful reasons we are relying on when we are processing your personal data: we operate on the basis of “legitimate interest” when communicating with you.

Broadly speaking legitimate interests means we can process your personal information if:

  • We have a genuine and legitimate reason and
  • We are not harming any of your rights and interests

When you provide your personal details to us we use your information for our legitimate interests to carry out our work to promote and advance education, safety and research in global anaesthesia. By doing this, though, we will also carefully consider and balance any potential impact on you and your rights.

Sharing of Personal Data

We only disclose information to third parties or individuals when obliged to by law, for purposes of national security, taxation, criminal investigations, professional regulatory body investigations and the following:

  • When we use other companies to provide services on our behalf e.g. mailing or delivering orders, sending mail and emails, providing access to apps, customer analysis, assessment and profiling, when using auditors/advisors or processing credit/debit card payments
  • If we receive a complaint about any content you have posted or transmitted to or from one of our sites, to enforce or apply our terms and conditions or if we believe that we need to do so to protect and defend the rights, property or personal safety of the Association, our websites or our visitors or for other lawful purposes
  • We may disclose aggregate statistics about our site visitors, members, customers and sales to describe our services and operations to prospective partners and other reputable third parties and for other lawful purposes, but these statistics won’t include any personally identifying information
  • If we run an event in partnership with other named organisations your details may need to be shared. We will be very clear what will happen to your data when you register

WAS will share your personal data with third parties only for the purposes of essential sub-contracted processing. We will seek assurances that these contractors/processors have in place appropriate technical and organisational measures to safeguard the security of your data.

We will never sell, trade, rent, exchange or otherwise share your personal information with any other person, company or organisation unless necessary to fulfil our contractual responsibilities, we have a legal obligation to do so, or without gaining consent to do so.

Your Privacy Rights

At any point while we are in possession of or processing your personal data, you, the data subject have the following rights:

  • Right of access – you have the right to request a copy of the information that we hold about you free of charge
  • Right of rectification – you have the right to correct data that we hold about you that is inaccurate or incomplete
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation
  • Right to object – you have the right to object to certain types of processing such as direct marketing
  • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling

Queries and Complaints

If you have any queries, would like to request a copy of any personal data we hold or would like to update your contact details please contact WAS@aagbi.org

In the event that you wish to make a complaint in regards to how your personal data is being processed by WAS, please contact WAS@aagbi.org. If you are unhappy with how your complaint has been handled you have the right to lodge a complaint directly with the ICO.

Changes to Our Privacy Policy

We will keep our privacy policy under regular review and will place any updates on our website. This privacy policy was last updated on 5th June 2018.

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