Last updated: 12/05/2020
Thank you for visiting the Vascular Society or the Circulation Foundation.
Please read the following carefully to understand our views and practices regarding your personal information and how we may collect it and treat it.
For convenience, we have divided our data protection policies into three separate pages:
Our Data Retention Policy
You can find out how long we may hold onto your personal information here.
If you have any questions please do not hesitate to contact our appointed Data Privacy Officers, Executive Business Support Limited, at firstname.lastname@example.org or, if you prefer to call or write to us, then you can find our contact details at the bottom of this page.
The Vascular Society is registered in England as a limited liability company. Our registered number is 05060866 and our registered office is at 146 New London Road, Chelmsford, Essex, England, CM2 0AW.
The Circulation Foundation is the working name of the charitable foundation of the Vascular Society. Charity Number: 1102769
How we collect your personal information
We collect your information when you decide to interact with us, complete an application form to become a member of the Vascular Society, purchase one of our services such as the Annual Science Meeting (ASM) registration, donate, fundraise or sign up to our mailing list. We also collect information about your computer to look at how our audience use our website, so that we can offer the best possible experience. Information collected includes your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths.
Purpose and Lawful Reasons for processing your data
For all services purchased from the Vascular Society we will process your data to ensure the correct delivery of those services. The lawful reason for processing data in these cases is contractual and will include
Vascular Society Membership
Vascular Society Training or educational courses and conferences
Vascular Society Bursaries, travel or research grants
Circulation Foundation Donation
In order to publish information in the outcomes section of the VSQIP, your information is shared with the National Vascular Register (NVR). The lawful reason for processing your data is legitimate interest.
We may contact you from time to time regarding information you may be interested in from the Vascular Society or related organisations. We will only process your data in this regard and contact you only if we have obtained your consent to do so. The lawful reason for processing data in this case is consent and will include:
The Vascular Society marketing such as conference alerts
External organisation marketing
Circulation Foundation Newsletter, fundraising news and surveys
We may process data that falls within the special categories of data. The below list details the data that is processed that falls in that category:
Health information - for any special requirements at conferences and events. This information will only be used with your consent and to ensure we are able to deliver any special requirements you may have. The lawful reasons for processing this data are consent and explicit consent as given by you, the data subject.
The Vascular Society will never share, sell or trade your personal information to any third parties for marketing purposes.
We currently use other organisations to manage our activities such as Executive Business Support (EBS) for our administrative support and NVR (National Voluntary Register). in order to publish within the outcomes section of the VSQIP website.. These companies have access to your data in order to perform services on our behalf. We make sure anyone who provides a service for us enters into an agreement with us and meets our standards for data security. They will not use your data for anything other than the clearly defined purpose relating to the service that they are providing. Please click here for a full list of third party organisations.
We may share your data with representatives or volunteers of the Vascular Society for the purpose of providing the relevant service. The data shared with these individuals is limited and only to individuals that meet our standards for data security. Regular training and auditing is conducted to ensure that these aims are met.
If you have asked us to obtain payment from an organisation such as an NHS finance department, we may share your details to facilitate this transaction
Types of information we collect
We only collect the information that is necessary to carry out our business and provide a particular service that you have requested, and to keep you informed. This includes:
Demographic information - (Name, address, contact details, e-mail address)
Membership application information - (Date of birth, qualifications, work specialisms)
Donation and fundraising information
How your information is stored
Your information will either be stored on our website, in a restricted secure server environment or on cloud based software that we have verified as suitable and which meets our security requirements. Only individuals that need to will be allowed to access your data and this access is limited to the requirements of the individual’s task. We ensure that all individuals, volunteers and staff members of any third party have been trained to understand their requirements in keeping your data safe. Any hard copy paper records which may be sent to the organisation, such as application forms, are stored in a secure environment and where relevant transferred into electronic format.
How long is your information kept
We will only keep your data for as long as it is necessary, for the majority of information will be retained for 7 years to coincide with financial requirements. For areas that you have withdrawn your consent or asked for your data to be removed it will be destroyed as soon as possible within 1 month. If we decide not to destroy your data we will inform you as to why we have made this decision. For full information, please see our Data retention policy
You should find it easy to access and amend the personal information that we hold on you, or request that we stop contacting you by withdrawing your consent. If you have an online account with us, you can amend your personal details and email contact preferences at any time. Simply sign in on the web site and log into your account in the member log in area. Alternatively if you prefer, you can contact us by telephoning 02072057150 or e-mailing email@example.com
You have the following rights as an individual:
The right to be informed
The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object
Rights in relation to automated decision making and profiling.
If you have any queries or concerns regarding the use of your data and the above rights, please contact us by telephone on 02072057150 or by email firstname.lastname@example.org
The supervisory authority is the ICO and comments and concerns can be raised with them Further information on data protection regulations and laws can be found: https://ico.org.uk/for-the-public
Data Privacy Officers,
Executive Business Support Limited,
Telephone: +44 (0)1543 442194
If you are not satisfied with the way that we have handled any of your requests or queries relating to our use of your personal data then you can contact the Information Commissioner’s Office at www.ico.org.uk. The Information Commissioner’s Office is the statutory body responsible for overseeing data protection legislation and law in the United Kingdom.