Irish Association of Dermatologists – Privacy Statement
Privacy statement – General information
The Irish Association of Dermatologists (collectively, “IAD”, “we”, “us” or “our”) takes very seriously and respects the importance of protecting personal information collected from Members and other users of our services (submitters of abstracts, scholarship applicants, industry sponsors and correspondence from other individuals including members of the public).
The IAD applies physical, technical and administrative safeguards in order to keep the data that we collect safe. All personal information is subject to restricted access to prevent unauthorised access, modification and misuse. The IAD does not share any of the personal information that we collect with parties not directly involved in the data processing.
The IAD is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
We may update this notice at any time but if we do so, we will provide you with an updated copy of this notice as soon as reasonably practical.
This notice explains how and why we are using such information and what your rights are under the data protection legislation.
General Statement – The lawful basis for processing your personal data
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
1. Where we need to perform the contract we have entered into with you.
2. Where we need to comply with a legal obligation.
3. Where it is necessary for legitimate interests pursued by us or a third party and your interests and fundamental rights do not override those interests.
Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
We may have to share your data with third parties to in order to provide the best possible service. There are more details of this below.
We require third parties to respect the security of your data and to treat it in accordance with the law.
We may transfer your personal information outside the EU.
If we do, you can expect a similar degree of protection in respect of your personal information.
We have put in place measures to protect the security of your information. Details of these measures are available [upon request OR on the intranet].
Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
We will only retain your personal information 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. Please contact us at email@example.com for further information.
Privacy statement - Members
- Personal information is collected, stored and processed from members via online forms with input fields, email correspondence, and documents delivered by post or in digital version.
- The voluntarily transmitted personal information (name, gender, date of birth, institution address, email address, telephone number) submitted during first and subsequent renewal of registration as a member of the IAD will be collected, stored and processed in accordance with the most recent legislation on data protection (EU-GDPR 2018).
We may use information in the following way (after obtaining consent if required) –
- To provide you with information about the status, obligations, or renewal of membership
- To inform members of membership benefits and in particular upcoming meetings/ courses and availability of fellowships and scholarships
- To send you documents, publications and certificates relevant to your membership
- To communicate regarding the IAD, the services we offer, our meetings, our website, and to let members know about any changes in our policies, terms and conditions.
- To share correspondence from other societies deemed relevant to IAD members
Members can build their personal profile within the “Find a Dermatologist” section on our website. The profile can include a biography, qualifications, areas of clinical interest, information on public and private sector practises, contact information and social media links. Information is voluntarily added by the member who has full control regarding which details are available to other members and/or the general public via the “Find a Dermatologist” search facility on the website. Members can update their profiles by logging into our website and amending as necessary.
Privacy statement – Submission of abstracts
The following to appear within general privacy statement on website and as a pop-up at time of abstract submission –
- During the online abstract submission process on the Irish Association of Dermatologists (IAD) website personal details (name, institution address, email address, telephone number) voluntarily transmitted by the submitting author will be collected, stored and processed in accordance with the most recent legislation on data protection (EU-GDPR 2018).
- Personal information is collected, stored and processed during abstract submission via online forms with input fields and any email correspondence.
- By voluntarily submitting an abstract the submitter understands that their personal details will be stored electronically and their abstract (including author names and institutions) will be published on the IAD website (within the members area).
- It is the submitting authors responsibility to ensure that abstract content is anonymised and does not contain patient-identifiable information.
- It is the submitting authors responsibility to ensure that all authors have reviewed and consented to submission of the abstract prior to submission. Following submission, the submitting author and supervising consultant (designated at time of submission) will receive an automated email from the IAD confirming successful submission.
- All abstracts submitted via the online submission pathway will be stored within the abstract archive and accessible by the IAD administration team, Scientific Committee, Executive Committee, and website developers (Combined Media). Abstracts will be deleted after a period of 2 years.
- All accepted abstracts (abstract content, author names and institutions) are published within the relevant IAD meeting booklet. The content of which is available to the booklet manufacturer and all delegates and industry representatives who attend the meeting.
- Prize winning abstracts will be published on the IAD website within the news section for a period of one year after the relevant meeting.
- The IAD photographer will take photographs on-site during the meeting for event promotion and reporting. This may include photographs of authors delivering a presentation. Photographs are used for marketing purposes (event reporting and promotion on the IAD website and subsequent meeting booklets) for up to two years from date of presentation. If you do not want your photograph to be taken please inform the IAD administration team on firstname.lastname@example.org.
Abstract submission – Additional terms and conditions
- Only the abstract title and content is made available to the IAD scientific committee during the judging process. Acceptance of submitted work is at the discretion of the scientific committee following application of the eligibility criteria and the robust judging process
- The presenting author of an abstract must register for the meeting by the given deadline. If the IAD does not receive the registration and payment by the deadline, the abstract will be removed from the programme.
- The IAD does not accept resubmission of a previously rejected abstract without significant change to the content deemed to improve the impact.
Privacy statement – Registration for meetings
- The voluntarily transmitted personal information (name, institution address, email address, telephone number, dietary requirements and accommodation needs) submitted during the online IAD meeting registration process will be collected, stored and processed in accordance with the most recent legislation on data protection (EU-GDPR 2018).
- Your personal data will only be shared with parties directly involved in the organisation of the event when deemed necessary (IAD administration team, Executive Committee, Scientific Committee, hotel, transport companies, IAD brochure publisher)
- Sensitive information (such as dietary requirements and accommodation needs) will be deleted within 30 days of the meeting whereas other information (name, institution address, email address, and telephone number) will be stored for 5 years to aid presentation of meeting certificates and communication regarding further meetings
- The list of delegates (which includes name, job title, institution, and email address of all delegates) included with the welcome pack given to all delegates (to aid networking amongst members) is stored securely by the IAD administration team and is not shared with other third parties (including industry representatives) at or outside the meeting. If you do not wish for some/ all of your details to be included on this document please contact email@example.com prior to the meeting
- Where conference attendees are due reimbursement of fees (e.g. scholarship recipients and invited speakers) and have submitted banking details for online BACS payment this sensitive information will be irrecoverably deleted within 7 days of payment.
Privacy statement – Scholarship applicants
- Applications for scholarships to attend the IAD meeting are made via an email application to our Honorary Secretary during the dates advertised on the IAD website.
- The voluntarily transmitted personal information (name, institution address, email address, telephone number, curriculum vitae) submitted during this process will be collected, stored and processed in accordance with the most recent legislation on data protection (EU-GDPR 2018).
- The selection of successful applicants is handled by the Honorary Secretary and administration team and is dependent on the eligibility terms outlined on the application, a randomised process and non-negotiable.
- Where copies of ID, passport, or degree certificates are required to verify your information submitted during the application process these will be stored for no longer than 30 days after which they will be irrecoverably deleted.
- Following selection of successful scholarship recipients, all applicants will be informed via email of the status of their application. When an applicant has been unsuccessful their application will be irrecoverably deleted within 30 days. Applications from successful applicants will be stored for a period of 5 years.
Privacy statement – Industry sponsorship
- Voluntarily submitted information from industry (including industry name and address, level of sponsorship and contact details for industry representatives (including email address and telephone number)) will be collected, stored and processed in accordance with the most recent legislation on data protection (EU-GDPR 2018).
- Specific details on levels of sponsorship from industry will be stored securely by the administration team and shared with other parties only when deemed necessary (IAD administration team, Executive Committee, Scientific Committee, accountant)
- A list of sponsors and their relevant sponsorship category (Gold, Silver, Bronze) will be listed within the relevant meeting brochure.
Privacy statement – Contacting the IAD by email/post
There is no facility to contact the IAD directly via our website; however, should you contact the IAD by email or post (using our contact details outlined on our website) we may store the information that you have voluntarily shared (name, home/ institution address, email address, telephone number, submitted documents (biographies, publications, curriculum vitae)) to aid our communication with you. Your personal data will only be shared within the IAD organisation (administration team, Executive Committee, Scientific Committee, membership) as deemed necessary to aid communication or to assist with your query if relevant.
Under GDPR you have the right to access, rectify, transport and erase your data. Members can directly modify data directly on the “Find a Dermatologist” profile (by checking certain boxes or changing text in input fields).
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information 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.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
- Complain – You have the right to complain to the Information Commissioner’s Office (UK) by calling 0044303 123 1113 or the Data Protection Commissioner in Ireland by calling [0035376 1104800] if you are unhappy at the way your information has been processed.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us at [enter IAD email address].
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