Who We Are
The Association for the Study of Medical Education (ASME) which is based at Suite 1A, Q Court, 3 Quality Street, Edinburgh, EH4 5BP. Telephone: 0131 225 9111.
Email – firstname.lastname@example.org
By joining as a member and/or using our website: www.asme.org.uk (our ‘Website’) you are accepting and consenting to the practices described in this policy.
Depending on the purpose for which you are providing your personal data, the data controller (or entity responsible for the data collected) will be ASME. Within the context of this policy ‘we’ means ASME.
The Data We Collect About You
Personal data, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:-
Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
Contact Data includes billing address, delivery address, email address and telephone numbers.
Financial Data includes bank account and payment card details.
Transaction Data includes details about payments to and from you and other details of membership, products and services you have purchased from us.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
Usage Data includes information about how you use our website, products and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We may collect some Special Categories of Personal Data about you (this includes details such as your race or ethnicity, health and family information) but we will only collect this if we have a valid reason and data protection legislation allows us to do so.
If You Fail To Provide Personal Data
Where we need to collect personal data by law, or under the terms of a contract we have with you (eg your membership) and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with membership, goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
How We Collect Data
We use different methods to collect data from and about you including through:
You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you
- apply for membership, conference attendance and/or our products or services
- create an account on our website
- subscribe to our service or publications
- request marketing to be sent to you
- enter or complete a competition, promotion or survey
- submit a paper or poster to us
- carry out any transactions on our website
- provide CV’s or other information about yourself for specific purposes; or
- give us some feedback or contribute to our social media sites
Automated technologies or interactions.
As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies.
Third parties or publicly available sources.
We may receive personal data about you from various third parties and public sources such as our business delivery partners, suppliers, sponsors, event organisers, as set out below:
- Technical Data from the following parties: (a) analytics providers; (b) advertising networks; and (c) search information providers.
- Contact, Financial and Transaction Data from providers of technical, payment and delivery services.
- Identity and Contact Data from data brokers or aggregators.
- Identity and Contact Data from publicly availably sources such as Companies House and the Electoral Register based inside the EU.
- Identity and Contact Data from publicly available sources such as social media sites.
How We Will Use Your Data
We will only use your personal data where the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you ( e.g. membership).
- Where it is necessary for our legitimate interests as set out in the Glossary at the end of this policy (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal or regulatory obligation.
- Where you have provided your consent to us to use your personal data in a certain way such as direct marketing by email.
Purposes For Which We Will Use Your Personal Data
We have set out below, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data on more than one lawful ground depending on the specific purpose for which we are using your data. We may also process your personal data without your knowledge or consent, in compliance with this policy, where this is required or permitted by law.
PURPOSE AND ACTIVITY
TYPE OF DATA
To register or renew you as a member/conference attendee including:-
To process and deliver your order including:
To manage our relationship with you which will include:
To enable you to partake in a prize draw, competition, or complete a survey
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
To deliver relevant website content and notices to you and measure or understand the effectiveness of the notices we send to you.
Necessary for our legitimate interests (to study how members/customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, member relationships and experiences
Necessary for our legitimate interests (to define types of members for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services (eg conferences, workshops, awards) that may be of interest to you.
Necessary for our legitimate interests (to develop our products/services and grow our business)
We may use your personal data to provide you with information about our services and/or products, which we consider may be of interest to you. Where we do this via email, we will not do so without your prior consent except for when you have previously purchased membership, goods or services from us, in which case, you will receive marketing from us unless you have told us that you do not wish to receive that marketing.
You can opt out of receiving email communication from ASME by clicking the unsubscribe button at the bottom of any email which will then give you an option to unsubscribe from all emails. Alternatively you can email us at: email@example.com. It may take up to 21 days for the changes to come into effect.
We will never sell your personal data to third parties for the purposes of marketing and will get your express opt-in consent before we share your personal data with any company outside ASME for marketing purposes.
What are cookies?
Cookies are small text files that are used to store small pieces of information. They are stored on your device when the website is loaded on your browser. These cookies help us make the website function properly, make it more secure, provide better user experience, and understand how the website performs and to analyse what works and where it needs improvement.
Our website uses first-party and third-party cookies for several purposes. First-party cookies are mostly necessary for the website to function the right way, and they do not collect any of your personally identifiable data.
The third-party cookies used on our website are mainly for understanding how the website performs, how you interact with our website, keeping our services secure, providing advertisements that are relevant to you, and all in all providing you with a better and improved user experience and help speed up your future interactions with our website.
Types of Cookies we use
Manage cookie preferences
You can change your cookie preferences any time by clicking the above button. This will let you revisit the cookie consent banner and change your preferences or withdraw your consent right away.
In addition to this, different browsers provide different methods to block and delete cookies used by websites. You can change the settings of your browser to block/delete the cookies. Listed below are the links to the support documents on how to manage and delete cookies from the major web browsers.
Internet Explorer: https://support.microsoft.com/en-us/topic/how-to-delete-cookie-files-in-internet-explorer-bca9446f-d873-78de-77ba-d42645fa52fc
If you are using any other web browser, please visit your browser’s official support documents.
Disclosure Of Your Data
We may have to share your personal data with the parties set out below for the purposes set out above:-
Internal Third Parties as set out in the Glossary.
External Third Parties as set out in the Glossary.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Outwith the UK/EAA
In general the personal data that we collect from you will normally be stored at a destination within the UK or European Economic Area (EEA). However we may also transfer your data outside the EEA in accordance with the UK GDPR (UK General Data Protection Regulations) and our Data Protection Policy.
Please note that some countries outside of the EEA have a lower standard or protection for personal data, including lower security requirements and fewer rights for individuals. Where your personal data is transferred, stored and/or otherwise processed outside the EEA, we will take all reasonable steps necessary to ensure that the recipient implements appropriate safeguards (such as by entering into standard contractual clauses) designed to protect your personal data and to ensure that your personal data is treated securely and in accordance with this policy.
Unfortunately, no transmission of your personal data over the internet can be guaranteed to be 100% secure. However, your personal data is only accessible by appropriately trained staff and stored on secure server with features enacted to prevent unauthorised access.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
Any payment transactions will be encrypted using SSL technology.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
How Long Will You Use My Personal Data For?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In general, unless still required in connection with the purpose(s) for which it was collected and/or is processed, we remove your personal data from our records 7 (seven) years after the date it was collected unless different retention periods apply, for example we will keep member data for 15 (fifteen) years after membership expiry in order to comply with requests for verification of membership status that are made to us. However, if before that date (i) your personal data is no longer required in connection with such purpose(s), (ii) we are no longer lawfully entitled to process it or (iii) you validly exercise your right of erasure, we will remove or anonymise from our records at the relevant time.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
If you request to receive no further contact from us, we will keep some basic information about you on our suppression list in order to comply with your request and avoid sending you unwanted materials in the future.
Your Legal Rights
You have the right to:
- Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. Note, however, that we may be unable to supply certain pieces of information that you have requested, if it is subject to legal privilege or relates to management planning. This will be notified to you, if applicable, at the time of your request.
You can submit a subject access request to ASME by emailing firstname.lastname@example.org.
To assist us in processing your request, you will need to provide the following information:
- Full name
- Membership number (If applicable)
- Telephone number
- Email address
- Information sought (Please describe, in as much detail as possible, the information you wish to have access to and if appropriate, any dates relevant to the information sought.)
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
You can update your personal data by emailing us email@example.com
- Request erasure of your personal data. This enables you to ask us to delete personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request or as soon as possible thereafter. We may also anonymise rather than delete your data.
You can submit a request, by emailing firstname.lastname@example.org.
You will be asked for the following information to assist us in processing your request:
- Full name
- Membership number (if applicable)
- Telephone number
- Email address of your ASME web account (if applicable)
If you would like to exercise any of the rights below, you can email, call or write to us, on the contact details provided below. Please provide your full name, membership number (if applicable), contact telephone number and email address.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- if you want us to establish the data’s accuracy;
where our use of the data is unlawful but you do not want us to erase it;
- where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
- you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you would like to opt out from receiving marketing messages from us, please see section above on OPTING OUT.
What We Will Need From You
We will need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time Limit To Respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Changes To This Policy and Your Duty To Inform Us Of Changes
This version was last updated in October 2022.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Our full details are:
Full name of legal entity:
The Association for the Study of Medical Education (ASME)
Address: Suite 1A, Q Court, 3 Quality Street, Edinburgh, EH4 5BP, Scotland
Telephone: (+44) 0131 225 9111
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
THIRD PARTIES / INTERNAL THIRD PARTIES
Publishing partner Wiley, Accountants and auditors, Legal advisors, IT Support company and website developers.
EXTERNAL THIRD PARTIES
Service providers acting as processors based in the United Kingdom who provide IT and system administration services.
Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom and Ireland who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom, Ireland, Singapore and United Arab Emirates who require reporting of processing activities in certain circumstances.