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Privacy Policy

THE CONFERENCE WEBSITE

Privacy Notice

About this document

This privacy notice explains what happens with any Personal Data we gather from you when you use our website at theconferencewebsite.com (the "Website"). We recognise our obligations under data protection legislation and we are committed to keeping your Personal Data safe and secure.

You should read this notice so that you understand how we will handle your Personal Data. Our aim is to only use and hold your data in the way you'd reasonably expect us to. We reserve the right to amend this privacy notice from time to time. Where we do amend this notice we will make sure that the changes are highlighted to you on our website.

Who we are

We are RF (Medical) Limited, a company registered in England and Wales with company number 06239207 whose registered office is at Ground Floor, Finchale House, Belmont Business Park, Durham, England, DH1 1TW. Our registration number with the Information Commissioner's Office is ZA231001.

If you have any questions regarding this notice or how we process Personal Data gathered through this website please contact us using the details below:  

Email:              Justin at admin@theconferencewebsite.com

 

Address:          RF (Medical) Limited

Ground Floor,

Finchale House,

Belmont Business Park,

Durham,

England,

DH1 1TW

 

 

Our Data Protection Manager is Justin who can be contacted at admin@theconferencewebsite.com. If you have a question regarding how we use your Personal Data, ask for the Data Protection Manager.

What data do we gather about you?

If you use our website, or register to receive conference alerts, we will gather the following information from you:

Data Subject

Types of information collected 

Website users who register to receive conference alerts

Ordinary Data

  • Name
  • Email address
  • Country
  • Specialities
  • Keywords

Special category Data

  • None

All users of our Website

Ordinary data

  • IP Address
  • Browser type
  • Website usage data 

Special Category Data

  • None

 

How do we collect your data?

We collect data about you from the following sources:-

  • Information you provide to us when you register for conference alerts; and
  • Cookies and similar technologies.

How do we store your data and keep it secure?

We use reasonable and up to date security methods to keep your data secure and to prevent unauthorised or unlawful access to your Personal Data, and against the accidental loss of, or damage to, Personal Data. All information you provide to us is stored on our secure servers. Maintaining data security means guaranteeing the confidentiality, integrity and availability (for authorised purposes) of Personal Data.

Where you register with us, you will be given a password to access your account. You are responsible for keeping this password secure. Do not share your password with anyone. Remember to sign out of your account when you finish a session.

We have in place procedures and technologies to maintain the security of all Personal Data from the point of collection to the point of destruction including procedures to deal with a security breach. We will ensure your Personal Data is only accessible by those who need to see your data for their specific role. We will only transfer Personal Data to a third party if that third party agrees to put in place adequate security measures themselves.  

How and why we will use your data?

We will usually only process your Personal Data where you have given your consent, where the processing is necessary for our legitimate interests or the legitimate interests of third parties, or to perform our contract with you, or to comply with our legal obligations. We do not sell or rent personal information which you provide to us.

We use the data we collect about you to make our Website and service available to you, to provide you with any information or alerts you have requested (e.g. conference alerts by email), to show you advertising which is relevant to your stated interests and to improve our Website and the services we offer.

Please see the table below or further information on how we use your data and the legal basis for that processing:

Data Subject

Purpose of Processing

Legal Basis

Users of our Website who have register to receive conference alerts.

To register you as a user of this service and to provide you with email alerts detailing relevant conferences based on your stated specialities and keywords.

Your consent to receive email alerts.

This is also necessary in order to be able to fulfil obligations under the contract between us.

Users of our Website who have registered to receive conference alerts.

To show incidental adverts which may be tailored based on your stated specialities and keywords.  Such adverts may appear on Website pages you visit and as an incidental part of email alerts you have asked to receive.

Necessary for our legitimate interests (to fund our Website and service and grow our business).

Users of our Website who have registered to receive conference alerts.

To manage our relationship with you, which may include notifying you of changes to our Website and services and privacy policy and terms of use.

Performance of our contract with you.

Necessary to comply with a legal obligation.

Necessary for our legitimate interests (to keep our records updated).

Users of our Website who have registered to receive conference alerts.

To ask, or enable, you to complete a survey or provide feedback.

Necessary for our legitimate interests (to study how users use our Website and services and to develop and improve our Website and services).

All users of our Website

For statistical and analysis purposes to improve our Website and the services we offer.

Necessary for our legitimate interests (to study how users use our Website and service and to develop and improve our website and services).

All users of our Website

Only if your consent, to notify you of products or special offers that may be of interest you.

Consent.

 

As we indicate above, some processing of Personal Data may be necessary to fulfil our contractual obligations to you. This includes when you sign up to receive conference alerts by email we need to process your name and email address to be able to send you those alerts. If you do not provide this information, we will not be able to fulfil our contractual obligation(s) to you.

How we keep your data accurate

We will keep the Personal Data we store about you accurate and up to date.  We will take reasonable steps to erase or rectify inaccurate data without delay. Please tell us if your personal details changes or if you become aware of any inaccuracies in the Personal Data we hold about you. We may contact you periodically to check your details are still up-to-date. In any event, you can update your details yourself by logging into your account on our Website.

How long will we keep your data?

We will not keep your Personal Data for longer than is necessary for the purpose(s) for which we process it. This means that data will be destroyed or erased from our systems when it is no longer required. For guidance on how long certain data is likely to be kept before being destroyed, contact us at admin@theconferencewebsite.com

What rights do you have in respect of your Personal Data?

You have the right to:

  • request access to any Personal Data we hold about you;
  • have any Personal Data which we hold about you which is inaccurate rectified;
  • have incomplete Personal Data completed;
  • have Personal Data erased;
  • have the processing of your Personal Data restricted (for example, if you think the data we hold about you is inaccurate you can ask us to stop processing it, until we will either correct it or confirm it is accurate);
  • be provided with the Personal Data that you have supplied to us, in a portable format that can be transmitted to another data controller without difficulty;
  • object to certain types of processing, including processing based on legitimate interests (see above), automated processing (which includes profiling) and processing for direct-marketing purposes; and
  • not be subject to a decision that is based solely on automated processing which produces a legal effect or which has a similar significant effect for you.

If you wish to exercise any of the rights set out above, you must make the request in writing to admin@theconferencewebsite.com. Please note some of these rights are restricted in some circumstances.

If you have provided your consent to any of the processing of your Personal Data, you have the right to withdraw your consent to that processing at any time, where relevant. Please contact admin@theconferencewebsite.com if you wish to do so.  In addition, if you no longer wish to receive conference alerts via email you can unsubscribe from receiving such alerts by clicking on the unsubscribe link which is included in each email, or by logging into your account on our Website and updating your account accordingly.

As indicated above, we sometimes process your data on the basis of legitimate interests. You have a right to object to this processing. If you object to us processing your data based on legitimate interests, we must no longer process that Personal Data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or that the processing is required for the establishment, exercise or defence of legal claims.

Automated decision-making

We do not conduct automated decision making (including profiling) on the Personal Data we process and in particular we confirm we conduct no automated decision making on special category data or which has a legal or similar significant effect.

Who will have access to the data we hold?

Our employees who need to access your data will view it in order that we can provide services to you. This will include members of our customer care and technical support teams. Our employees understand the need to keep your information confidential.

In addition to our employees, we also use service providers who may hold Personal Data on our behalf (for example our website developers and website hosts and providers of email delivery services). We will ensure that our service providers keep you data secure and make sure we have a contract with them which satisfies the requirements of data protection legislation. Apart from employees and our service providers and other third parties detailed below, we will not disclose your Personal Data to a third party without your consent, unless we are satisfied that they are legally entitled to the data. Where we disclose your Personal Data to a third party, we will have regard to the data protection principles.

We may disclose your personal information to third parties:

  • in the event that we sell or buy any business or assets, in which case we may disclose your Personal Data to the prospective seller or buyer of such business or assets;
  • if we or substantially all of our assets are acquired by a third party, in which case Personal Data held by us will be one of the transferred assets; and
  • if we are under a duty to disclose or share your Personal Data in order to comply with legal obligations or to protect the rights, property, or safety of our customers, suppliers, employees or other third parties. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

If your Personal Data is provided to any third parties, you are entitled to request details of the recipients of your Personal Data or the categories of recipients of your Personal Data.

Transferring your data outside the European Economic Area (EEA)

We will not transfer your Personal Data outside the EEA unless such transfer is compliant with the GDPR. This means that we cannot transfer any of your Personal Data outside the EEA unless:

  • the EU Commission has decided that another country or international organisation ensures an adequate level of protection for your Personal Data;
  • the transfer of your Personal Data is subject to appropriate safeguards, which may include binding corporate rules, or standard data protection clauses adopted by the EU Commission, or EU Commission approved frameworks (such as the EU-US Privacy Shield Framework); or
  • one of the derogations in the GDPR applies (including if you explicitly consent to the proposed transfer).

We currently transfer Personal data outside the EEA as follows:

  • we use certain suppliers who provide us with cloud based services (e.g. our email delivery providers) and who may process your data on servers which are based outside the EEA; and

 

  • We use third party suppliers to host our website who may, from time to time, use data-centres to store and process your data, which are based outside the EEA.

Cookies

Our website uses cookies to distinguish you from other users of our website; these cookies sometimes process Personal Data. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them, see our Cookie Policy.

Right to make a complaint

If you have any issues with our processing of your Personal Data and would like to make a complaint, you may contact the Information Commissioner's Office on 0303 123 1113 or at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

This Privacy Policy was last updated on 25 May 2018.

We will from time to time update and make changes to this policy. We recommend that you revisit this privacy policy frequently, and ideally each time you visit our Website.