Last reviewed 2nd May 2018
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, 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 is held on our hosting company’s server, along with your IP address.
How we use the information we hold on you
We use your name and email address to reply to your query, it is not used for any other purpose or shared with a 3rd party.
How is your data stored?
All data you supply to us via our website contact form is recorded and 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 contact form. All contact 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.
We send marketing reminder emails ahead of our annual programmes to people who have given consent to be on our distribution list as members. 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 unsubscribe 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.
We do not knowingly collect information relating to individuals who are under 16 years old.
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 the Data Protection officer, Mike Flynn to request this by email: firstname.lastname@example.org or by post to: The Registrar, The Medical Society of London, 11 Chandos Street, London WIG 9EB. 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.