Information we collect from you.
If you email us direct the email is kept securely for a maximum of one year and then securely deleted, unless required by law. If you email us via our website contact form, we collect your email, phone number, name and message. The contents are entered on a secure page and then encrypted before being sent to us, and a copy sent to the email address you gave us, securely. A copy of your email is held on our hosting company’s server.
How we use the information we hold on you
- We use your name, email and telephone number to contact you and confirm your booking.
- If you used our form to register your interest in our events, we will use your contact details to inform you once booking is open.
- Your name, other name, date or years you worked at The Middlesex Hospital are used to place you on or near a table of past colleagues.
- The information regarding special dietary requirements will be used to alert the conference and dinner staff and in order to facilitate them, we will also pass on your name.
- If you require disabled access, we will ensure that this is passed on to the conference and dinner venues along with your name, in order to assist you with access and seating.
- If you select the option agreeing that you would like to hear about future events, we will retain your details after the 1st September 2019 in order to contact you with relevant events.
How is your data stored?
All data you supply us, as part of the booking process, is stored securely. A record of your booking or contact form is stored securely on the website and securely deleted after one year. We also back up our website to an external secure server which will contain a record of emails sent via the website form. All form information submitted via our website, is accessible by our website manager. This information is used by the website manger as explained in this policy and is kept confidential and secure. No payment details are recorded or kept on the website.
Neither we, nor Paypal will share your information with any third party unless there is a legal reason to do so.
Who has access to your data?
We will send out an alert email using your contact details once booking is open to anyone who registered. We may also follow up with reminders as the event weekend gets closer, together with relevant information about the events and venues.
If you signed up for future events we may send occasional emails (no more than three a year) to people who have given consent to be on our distribution list. The distribution list is managed by a secure third party, Mailchimp (https://mailchimp.com/legal/privacy/). You may change your preferences or unsubscribe via Mailchimp at any time. Neither we nor Mailchimp will pass your details onto any third party.
In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 subscribers are given the opportunity to un-subscribe at any time through an automated system. This process is detailed at the footer of each email.
Retaining personal information
We retain personal information about you for the period necessary to fulfil the purposes outlined in this Policy, unless a longer retention period is required or permitted by applicable law.
We review our retention periods for personal information on a regular basis. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us. When your information is no longer required, we will ensure it is disposed of securely.
No data transmission over the Internet can be guaranteed to be secure from intrusion. However, we maintain physical, electronic and procedural safeguards to protect your personal information in accordance with applicable data protection legislative requirements. We have put in places procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach as required by regulations.
Access to your information
You have a right of access to the information we hold on you, as well as the right to request we amend it or delete it, unless prohibited by law. This will be done within 30 days of the request. There is no charge to access, update or delete your information. You can contact us to request this by email: firstname.lastname@example.org or by post to: Dr N.A. Cambridge, 61 Bennetts Way, Shirley, Surrey CR0 8AF. If you receive our newsletter via MailChimp you can amend the information and marketing permissions as well as unsubscribe via the links contained in the bottom of the newsletter.