1. What personal data do we collect?
Depending on the type of communication or transaction, the personal information we collect may include, but is not limited to, your name, location, postal address, organization name, professional experience, age, gender, nationality, and email address.
2. How do we collect and use your data?
We need to collect and process your personal data to provide you with the content that you have asked to receive and (if you are a member) to administer your membership. We may also use the information to gain a better understanding of your needs and provide a more personalized online experience and keep you informed on other relevant information such as our programs and activities. We may also contact you directly in specific instances, for example to respond to your queries or regarding collaboration opportunities. We will not collect any personal data from you we do not need, to provide and oversee this service to you.
We collect such data both directly from you and indirectly from third party processors that we use to acquire and process your data. A list of these third parties with links to their privacy policies can be found below. Specifically, the data we collect is as follows:
- Member Details / Application Form
When applying for SISN membership, we ask you to fill in an application form providing personal and professional data such as name, gender, organization, professional experience and interests, address and nationality. The data collected is housed on our website and it will be deleted from our database three months after your membership expires.
When you use the website sign-up form for the newsletter your email address is not stored on SISN’s website, but is forwarded to MailChimp whom we use for email marketing services. Your email address will remain in MailChimp’s database for as long as we continue to use their services for email marketing or until you specifically request removal from the list. You can ‘unsubscribe’ using the link shown at the foot of every Mailchimp based correspondence that you receive from SISN.
If you register for an event using GoToWebinar the registration is directly with them and SISN hold no data for you.
We may offer registration for other events / activities / specific information via the website e.g. a hosted poster round at ASN. If you register for such an activity your registration data (e.g. name and email) will be held on our website until the activity has ceased and there is no further need to contact you in. After such time the details will be deleted from the website.
You can prevent cookies from being installed by altering the settings of your browser software. We would point out, however, that this may prevent you from making full use the website’s functions. By using this website, you agree that the data about you collected by the third party service providers may be processed as described above and for the purpose described above.
- Web Contact Form and Email
If you contact us using the contact form on the website the data is collated into an email and sent to us the Simple Mail Transfer Protocol (SMTP). The data collected is housed on our website and it will be deleted from our database within 30 days of its receipt.
Emails sent to us using any of our email addresses (email@example.com, firstname.lastname@example.org, email@example.com) also use the POP3 protocol.
To protect your information, we use an industry standard security protocol called Secure Sockets Layer (SSL) to encrypt the transmission of sensitive information between you and our website.
Your email message will be read by designated SISN staff and may be forwarded to other mailboxes if this is required in order for us to be able to address your request.
- E-commerce transactions and payments
SISN uses WooCommerce to deliver its ‘sales cart’ i.e. any paid elements of SISN services/activities. WooCommerce will store basic information for customers (such as name, email, address) on the SISN website database. To keep track of what a customer has in their cart, WooCommerce makes use of 3 cookies. No personal information is stored within these cookies:
- ‘woocommerce_cart_hash’ and ‘woocommerce_items_in_cart’ help WooCommerce know when the cart data changes
- ‘wp_woocommerce_session’ contains a unique code for each customer so that it knows where to find the cart data in the database for each customer.
SISN does not collect or hold any payment information but uses Stripe (a secure third-party provider) to process any financial transactions.
Any personal data collected is primarily processed by the designated SISN’s operations and communications staff. Data may also be viewed by SISN’s Board and Working Group members and staff at our IT support company, Toast.
Your personal data is not shared with or sold to third parties for marketing purposes. However, we may share your information with our third party suppliers if that is required for us to provide you services that you have requested or subscribed to, and we will disclose your information if it is required for us to do so by law. If you are under 16 years of age you MUST obtain parental consent before submitting any details via this website.
3. How we store your data?
We use a variety of security measures to protect your data. We maintain physical, electronic and procedural safeguards to help prevent unauthorized access to and improper use of personally identifiable information. However, no website or electronic data can ever be completely secure, but we are always working to maintain up-to-date and appropriate security mechanisms.
This website is hosted by Toast Design Consultancy Limited within a UK-based data center. All online transactions are done on a secure server. This means that information entered on the transaction page is encrypted using SSL (Secure Socket Layer) before transmission.
Membership application data is currently stored in an identifiable fashion; a limitation of the content management system that this website is built on WordPress. The data collected is housed on our website and it will be deleted from our database three months after your membership expires.
As described above some of your information is located on servers provided by the third parties. Some of the servers that host your personal data may be located in countries (including the United States) that do not provide a level of data protection equivalent to that of your home country. We will take appropriate steps to make sure that our service providers act in accordance with applicable law.
SISN uses the following third parties:
4. What your rights are?
You can terminate your membership in our Society or/and unsubscribe from SISN mailing list at any time. If you are not SISN member and have subscribed to receive information from us, you can ‘unsubscribe’ by clicking on the relevant links that are included in our Mailchimp email communications and your details will be removed from the mailing list.
If you are SISN member and would like to terminate your membership with us, please contact us at firstname.lastname@example.org. Once your membership is terminated, your personal data will be deleted from all our databases.
From time to time, SISN may revise its privacy practices to address changing technology, security measures and website functionality. We strive to provide you with timely notice of these changes. Please contact us if you have any questions about changes to our practices.