privacy
The British Neuropsychological Society: Privacy Policy
Introduction
In order to carry out our activities, the British Neuropsychological Society (BNS) collects certain types of data.
The BNS has a legal duty to ensure that we process personal data in a way that is fair, safe and secure, in accordance with the General Data Protection Regulation (GDPR), 2018. We will not share your personal information with anybody else without your knowledge, unless we are required by law to do so.
The BNS collects two types of data, personal and non-personal:
Personal data
i) Membership data
All membership applicants are required to provide their contact details (name, email address, institution), which will be used by us to make contact regarding the status of their application and membership.
After membership has been approved, contact details (name, email address, institution), are transferred to and stored on a secure membership management system (Wild Apricot: GDPR policy here) that is only accessible to the Honorary Secretary and Treasurer. This data is stored for the duration of the membership, and for 30 days after a lapsed membership (i.e. after non-payment of annual fees).
ii) Abstract submissions
Prior to our Spring and Autumn meetings, the BNS invites abstract submissions for the opportunity to present a poster or oral presentation at the meeting. Abstracts are submitted securely via our website (hosted by 1&1 IONOS, whose privacy policy can be found here).
As part of the process, applicants will be required to submit some personal data, including their name, email address and institution. These details will be used to make contact with the individual(s) making the submission regarding application status, and/or to gather further information if/as required.
Accepted abstracts will be collated for display on our website and conference programme.
Abstract submission data is kept for 12 months then deleted.
iii) Applications for Prizes and bursaries
The BNS welcomes applications for a number of prizes (The Freda Newcombe Prize, The Elizabeth Warrington Prize, The Humphreys & Riddoch Prize, the Undergraduate Prize), fellowships (the International Neuropsychology fellowship) and bursaries (to cover conference attendance).
Applicants are usually required to provide a letter of motivation, letter of support and CV. This data is kept for 12 months then deleted.
All applicants are required to provide their contact details, which will only be used by us to make contact appropriate to the application.
iv) Mailing list data
The BNS maintains two mailing lists via MailChimp:
The “membership mailing list”
includes the names and email addresses of all current members of the BNS, and is used to:
- Provide information and updates about the BNS.
- Provide notification of forthcoming meetings and distribute the scientific programme.
- Distribute polls to vote for members of the executive committee (e.g. President).
The “general mailing list” includes the names and email addresses of people who are interested in receiving email updates from us, and is used to:
- Provide information and updates about the BNS.
- Provide notification of forthcoming meetings and distribute the scientific programme.
- Provide information on other relevant conferences, job opportunities etc.
- Invite participation in surveys relevant to neuropsychology.
The mailing list data is maintained by the BNS Executive Committee. All individuals on the general
mailing list have provided additional consent to be contacted for this purpose.
If you are on our mailing list and wish to be removed, please contact us directly by email. Additionally, do please email us if you would like to be added to our mailing list.
v) Publicity
The BNS may, with permission, take photographs at Spring and Autumn meetings for use on our website and other publicity material. Delegates who appear in these photos will be requested to provide written consent to indicate that they are happy for the photographs to be used for the purposes outlined.
Non-personal data
i) IP addresses and cookies:
The IP addresses of visitors to our website are collected using Google Analytics, this data informs us of how our website is used. This data does not identify any individual. Please visit the Google Analytics Cookie Usage on Websites
for more information. You can opt out of Google Analytics tracking any part of your visit to our web pages by disabling cookies on your internet browser.
ii) Conference evaluation feedback:
This is collected from people attending our Spring and Autumn meetings, collated into anonymised aggregate data via Google Forms, and used internally to examine patterns of feedback and to inform the planning of the subsequent year’s conference.
Your rights
As Data Subject (termed by the GDPR as ‘Natural Person’) you have the right if you wish to request what data we hold for you. This is called a Subject Access Request (SAR). To make such a request, please contact us. There is no charge for making a request, and the BNS will respond within one month as set out by GDPR guidelines. We will need to validate any request before responding.
You also have the right to request that data we hold is amended; or that your data is deleted.
Additionally, you may request a restriction on the processing of your data. For example, whilst you may consent to the BNS holding your data for the purposes of administering your membership, you may wish to opt out of newsletter updates etc.
For any queries about / or to exercise your rights, please contact us by email.
Secure storage of data
The BNS takes precautions to ensure that any data disclosed to us is kept secure, accurate, up to date, and only kept for as long as it is needed for the purposes of its use. Data is stored using password protection systems, and only authorised personnel from the Executive Committee can access this data.
BNS members are responsible for keeping their own username and password details confidential. If any of your data changes, do please contact us as soon as you are able to, so that our records may be kept up to date. We may from time to time request that you confirm or update the details we hold for you, to ensure that the data we hold remains accurate.
The BNS will not share any personal data held with any third party other than any organisations named in this policy for the purposes described.
Our website may, from time to time, contain links to other websites that are not administered by the BNS. The BNS is not responsible for the privacy policies or practices of these websites. It is your responsibility to check the policies of these sites prior to submitting any personal data.
Contact us
If you have any queries about this policy, please contact our the BNS Executive Committee by email: info@the-bns.org. The nominated Data Controller is the collective of the BNS Executive Committee. Details of current committee members can be found on our website.
Changes to our Privacy Policy
This privacy policy may change from time to time in line with legislative updates. Amended versions of this policy will be posted directly to our website with the date of update clearly displayed.
Date of policy version: June 2021
