Scottish Cardiac Society Member Privacy Notice
About the Scottish Cardiac Society (SCS)
We are a Scotland wide organisation committed to procuring the best possible level of cardiac care for the Scottish population. It provides an influential forum for discussion and advice on the moving fronts in Cardiology with particular interests in enhancing the national network of specialist cardiac care, ensuring provision of high quality services and equity of delivery.
Where is your data stored?
Data for the Scottish Cardiac Society (hereafter SCS) is held by the Royal College of Physicians of Edinburgh (hereafter RCPE) and stored on Microsoft Office 365 Account. The SCS is the data controller for any data relating to SCS membership, travel grants and events. If you have any concerns or queries, please contact scs@societysupport.org or write to Scottish Cardiac Society, 11 Queen Street, Edinburgh, EH2 1JQ in the first instance.
All SCS data is accessed by Fitwise Management on behalf of RCPE to deliver administration work for the SCS.
Why do we collect your data?
A. Membership & SCS events
For the purposes of the membership administration of the SCS and the effective running of the SCS events, we will be obtaining personal information from all membership applicants and delegates. This includes identifiable information such as email address, name and job title, home or work address and telephone number. As part of the membership application process, all applications are circulated to the SCS council for approval. Dietary requirements will be requested when registering for an SCS event, however these details are only given to the venue and supporting team on the day so that the delegate can be adequately catered for.
B. Travel & research grants
For the purposes of the SCS administration and accounting, your travel grant details and contact information will be stored by the SCS and retained for seven years. Once the payment has been processed, your financial information will be redacted.
Third parties:
For the purposes of processing your direct debit, a copy of your direct debit details will be sent electronically to our Direct Debit Processor. A copy (both hard copy and electronic) of this is held at the SCS office for reference. For travel and research grants, as part of our financial processes your application details including financial information will also be stored on a third party accounting service used by the SCS. Additional data privacy information on the use of this system will be issued to those required to use it.
The SCS use Facebook and Twitter as part of their social media presence and for the publicity of upcoming SCS events.
Marketing
For the purposes of providing an excellent membership service to all members we believe there are legitimate society interests in processing your data for carefully considered and specific purposes that help deliver the aims of the Society to to promote the development of scientific knowledge about Cardiac Care and further the development of Cardiology and Cardiac Surgery as Specialties within Scotland.
For legitimate society interests, as a member of the SCS you will be sent all communication relating to SCS business, activities and projects. This includes:
- SCS Bi-Annual Meetings
- SCS badged or co-badged activities and projects
On all documentation for the SCS, your consent will be asked for communication concerning external (non-SCS) projects, events and activities felt to be of relevance to you.
You can withdraw and change your permissions at any time by contacting scs@societysupport.org or writing to: Scottish Cardiac Society, 11 Queen Street, Edinburgh, EH2 1JQ.
How long do we keep your data for?
Those who apply for membership or a travel grant which is not accepted, is retained for one year for the purposes of resubmission to the Society. Following the AGM, any declined applications are deleted.
Those members who deactivate their membership, their contact email address and basic membership information will be retained for one year. This is to ensure that there are no issues with any details relating to the direct debit previously set up for the society. All financial information as required will be kept for 7 years. Following CPD protocol, information about attendance of a SCS event will be retained for up to 5 years.
The right to withdraw to consent & erasure
All members, and non-members attending SCS events, have the right to see what data is held by the SCS and also the right to erasure. If you would like to see what data is held by the SCS please contact scs@societysupport.org or write to Scottish Cardiac Society, 11 Queen Street, Edinburgh, EH2 1JQ.
Accessing your data
To make an informal request for any personal information we may hold you should in touch with the SCS administrator at the contact details provided below.
Additionally you can find out which personal information we hold by making a ‘subject access request’ under the GDPR. Where we hold information about you we will provide:
- A description of what we hold.
- An overview of why we are holding it.
- Details of who it could be disclosed to.
- A copy of the information in a suitable format within 30 days.
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 you would like to lodge a complaint about the SCS regarding your personal data you can do so by contacting the Information Commissioner. Their information can be found at https://ico.org.uk/ .
Automated decision making & profiling
The SCS do not have any automated system in place which involves decision making and profiling of members and delegates. When sending information to members and past delegates information which may be specific to a job title or region and prior to sending all communication is approved by the SCS Secretary and through an approved SCS distribution agreement agreed by SCS council.
Changes to the member privacy notice
The SCS from time to time may make amendments to the privacy notice therefore we encourage all members to review the notice on a regular basis.