Privacy policy

This statement explains how ClinSoc uses handles and uses the information we collect about our members. If you have any questions or problems regarding the use of your Personal Data, write to the Webmaster (webmaster@nullclinsoc.co.uk) and we will assist you.

By using this site or/and our services, you consent to the Processing of your Personal Data as described in this Privacy Policy.

Table of Contents

  1. Definitions used in this Policy
  2. Data protection principles we follow
  3. What rights do you have regarding your Personal Data
  4. What Personal Data we gather about you
  5. How we use your Personal Data
  6. Who else has access to your Personal Data
  7. How we secure your data
  8. Information about cookies
  9. Contact information
 

Definitions

Personal Data – any information relating to an identified or identifiable person.
Processing – any operation or set of operations which is performed on Personal Data or on sets of Personal Data.
Data subject – a natural person whose Personal Data is being Processed.
We/us (either capitalized or not) – ClinSoc

Data Protection Principles

We promise to follow the following principles:

  • Processing is lawful, fair, and transparent. Our Processing activities have lawful grounds and legitimate interests. We always consider your rights before Processing Personal Data.
  • We will provide you information regarding Processing upon request.
  • Processing is limited to the purpose. Our Processing activities fit the purpose for which Personal Data was gathered.
  • Processing is done with minimal data. We only collect as much Personal Data as we need for our purposes.
  • Processing is limited with a time period. We will not store your personal data for longer than needed.
  • We will do our best to ensure the accuracy of data.
  • We will do our best to ensure the integrity and confidentiality of data.

Data Subject’s rights

The Data Subject has the following rights:

  1. Right to information – meaning you have to right to know whether your Personal Data is being processed; what data is gathered, from where it is obtained and why and by whom it is processed.
  2. Right to access – meaning you have the right to access the data collected from/about you. This includes your right to request and obtain a copy of your Personal Data gathered.
  3. Right to rectification – meaning you have the right to request rectification or erasure of your Personal Data that is inaccurate or incomplete.
  4. Right to erasure – meaning in certain circumstances you can request for your Personal Data to be erased from our records.
  5. Right to restrict processing – meaning where certain conditions apply, you have the right to restrict the Processing of your Personal Data.
  6. Right to object to processing – meaning in certain cases you have the right to object to Processing of your Personal Data, for example in the case of direct marketing.
  7. Right to object to automated Processing – meaning you have the right to object to automated Processing, including profiling; and not to be subject to a decision based solely on automated Processing. 
  8. Right to data portability – you have the right to obtain your Personal Data in a machine-readable format or if it is feasible, as a direct transfer from one Processor to another.
  9. Right to lodge a complaint – in the event that we refuse your request under the Rights of Access, we will provide you with a reason as to why. If you are not satisfied with the way your request has been handled please contact us.
  10. Right for the help of supervisory authority – meaning you have the right for the help of a supervisory authority and the right for other legal remedies such as claiming damages.
  11. Right to withdraw consent – you have the right withdraw any given consent for Processing of your Personal Data.
 

Data we gather

Information you have provided us with
This might be your CRSid / e-mail address, name, limited financial data – mainly information that is necessary for communicating with you, managing payments, and providing services. We might save the information you provide us with in order for you to comment or perform other activities on the website. 

Information automatically collected about you
This includes information that is automatically stored by cookies and other session tools. When you use our services or look at the contents of our website, your activities may be logged anonymously for analytics.

Information from third parties
This is limited to the University of Cambridge Raven authentication service.

Publicly available information
We might gather information about you that is publicly available.

How we use your Personal Data

We use your Personal Data in order to:

  • provide our service to you. This includes:
    • receiving and responding to feedback, suggestions, and complaints
    • providing you with services that you have requested
    • communicating and interacting with you
    • notifying you of changes within ClinSoc or the Clinical School.
    • undertaking research into our activities
    • managing Society alumni relations and fundraising
  • fulfil an obligation under law or contract.

We only use your Personal Data on legitimate grounds and/or with your Consent as far as is necessary to keep the Society running.

With your consent we Process your Personal Data for the following purposes:

  • to send you newsletters and relevant updates 
  • for other purposes we have asked your consent for

We Process your Personal Data in order to fulfil obligation rising from law and/or use your Personal Data for options provided by law. We reserve the right to anonymise Personal Data gathered and to use any such data. We will use data outside the scope of this Policy only when it is anonymised. We save your billing information and other information gathered about you for as long as needed for accounting purposes or other obligations deriving from law, but no longer than necessary.

We will inform you of any further Processing and purposes.

Who else can access your Personal Data

We do not share your Personal Data outside ClinSoc. Your data is stored on University infrastructure.

In exceptional circumstances, we may be subject to a legal requirement (with or without your consent) to share your Personal Data with the University or a government agency (such as the police or other agency with investigatory powers). Where feasible and appropriate, we will notify you of our intention to do so in advance.

How we secure your data

We do our best to keep your Personal Data safe.  We use safe protocols for communication and transferring data (such as HTTPS). We use anonymising and pseudonymising where suitable. We monitor our systems for possible vulnerabilities.

We promise to notify suitable authorities of data breaches. We will also notify you if there is a threat to your rights or interests.

Cookies and other technologies we use

We use cookies and/or similar technologies to administer the website.

A cookie is a small, local text file. Only we can access the cookies created by our website. You can control your cookies at the browser level. Choosing to disable cookies may hinder your use of certain functions.

We use cookies for the following purposes:

  • Necessary cookies – these cookies are required for you to be able to use some important features on our website, such as logging in.
  • Functionality cookies – these cookies provide functionality that makes using our service more convenient and makes providing more personalised features possible.
  • Analytics cookies – these cookies are used to track the use and performance of our website and services

We do not use advertising cookies. You can remove cookies stored in your computer via your browser settings. Alternatively, you can control some 3rd party cookies by using a privacy enhancement platform such as optout.aboutads.info or youronlinechoices.com. For more information about cookies, visit allaboutcookies.org.

We use Google Analytics to measure traffic on our website, mostly so we can know how many people are using it and on which platforms. Google has their own Privacy Policy which you can review here. If you’d like to opt out of tracking by Google Analytics, visit the Google Analytics opt-out page.

Contact Information

Supervisory Authority

Information Commissioner’s Office
ico.org.uk

WyCliffe House 
Water Lane,
Wilmslow SK9 5AF

Changes to this Privacy Policy

We reserve the right to make change to this Privacy Policy.
Last modification was made February 23, 2019.