(Updated 25 May 2018)
1.1 We are committed to safeguarding the privacy of our website visitors and service users.
1.2 This policy applies where we are acting as a data controller with respect to the personal data of our website visitors and service users; in other words, where we determine the purposes and means of the processing of that personal data.
1.4 In this policy, “we”, “us” and “our” refer to the Academy of Marketing. For more information about us, see Section 12.
2. How we use your personal data
2.1 In this Section 2 we have set out:
(a) the general categories of personal data that we may process;
(b) in the case of personal data that we did not obtain directly from you, the source and specific categories of that data;
(c) the purposes for which we may process personal data; and
(d) the legal bases of the processing.
2.2 We may process data about your use of our website and services (“usage data”). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.
2.3 We may process your membership data (“membership data”). The membership data may include your title, name, address, telephone number, email address, interests, educational details, employment details, membership number, and membership purchase and renewal details. The membership data may be processed for the purposes of administrating our Learned Society, operating our website, providing our services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is our legitimate interests, namely the proper administration of our Learned Society and website.
To access the Members Area of the website we may require you to register and provide certain information about yourself and where you do this you agree to provide accurate information about yourself as prompted by the registration form, and to maintain and promptly update this (by editing the information in your online account or sending an e-mail to the Administrative Office) as and when required.
Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. For your own privacy and security we recommend that you log out and close down your browser when you have finished visiting the Academy of Marketing website, particularly if you are using a shared computer.
2.4 We may process information that you post for publication on our website or through our services (“publication data”). The publication data may be processed for the purposes of enabling such publication and administering our website and services. The legal basis for this processing is our legitimate interests, namely the proper administration of our Learned Society and website.
2.5 We may process information that you provide to us for the purpose of subscribing to our email notifications and newsletters (“notification data”). The notification data may be processed for the purposes of sending you the relevant member notifications and newsletters. The legal basis for this processing is our legitimate interests, namely the proper administration of our Learned Society and website. You will have the choice to opt out of receiving such communications on registration for Membership, and may opt out of such communications at any time.
A member can opt out of receiving email messages at any time by contacting the office on email@example.com and full details are also in each email message the Academy sends out.
We do not sell or trade personal data collected by the Academy of Marketing to third party organisations.
2.6 We may process information contained in or relating to any communication that you send to us (“correspondence data”). The correspondence data may include the communication content and metadata associated with the communication. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our Learned Society and website, and communications with users.
2.8 If you apply for, or are a recipient of, Funding or Awards made by the Academy of Marketing, we may use your data as required to administer the Funding/Award Process. We may publish details of successful Funding/Award Recipients. The legal basis for this processing is our legitimate interests, namely the proper administration of our Learned Society.
2.9 Security. We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. The Academy of Marketing website uses Secure Sockets Layer (SSL) encryption. You will see that our website address reads “https”, and you may also see a padlock symbol in your address or status bar in your browser. However, please note that no data security techniques are 100% effective, and although we will do our best to protect your personal data, we cannot guarantee that loss, misuse or alteration of data will not occur. Use of the Academy of Marketing website is at your own risk.
3. Providing your personal data to others
3.1 We may disclose your name, email address and interests to Academy of Marketing Special Interest Group Chairs, identified at https://www.academyofmarketing.org/sigs/ insofar as reasonably necessary for the operation of Special Interest Groups of the Academy of Marketing.
3.2 Financial transactions relating to our website and services may be handled by our payment services provider, PayPal. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers’ privacy policies and practices at https://www.paypal.com/uk/webapps/mpp/ua/privacy-full
3.3 In addition to the specific disclosures of personal data set out in this Section 3, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person
4. International transfers of your personal data
4.1 In this Section 4, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).
4.2 We use MailChimp to provide email messaging services. MailChimp participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework and the Swiss-U.S Privacy Shield Framework. https://mailchimp.com/legal/privacy/
4.3 We use Google Analytics to analyse the use of our website. Google adheres to the EU-US and Swiss-US Privacy Shield Frameworks. https://privacy.google.com/businesses/compliance/
4.4 You acknowledge that personal data that you submit for publication through our website or services may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.
5. Retaining and deleting personal data
5.1 This Section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
5.2 We will retain your personal data as follows:
(a) Members’ data will be available in their online account for up to 16 months following the end of their last current membership year. If a membership is no longer current, and the Member has not logged into their online account in that 16 month period, the Member data will be deleted from the online system. A historic record will be maintained in the offline Membership database as per 5.2(b)
(b) For current Members of the Academy, full data will be kept for 2 years following the end of their current Membership in our offline Membership database. After this period a minimum amount of identifiable data will be kept for posterity as part of our historical record and archive. For members, this includes your name, membership number, institution, year(s) of membership and conferences attended.
(c) We also retain data regarding recipients of Awards and Funding, Office-holders, Conference Hosts, Conference Attendees, Honorary Members and Fellows, as well as other data which forms the historical record of the Academy.
5.3 Notwithstanding the other provisions of this Section 5, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
6.1 We may update this policy from time to time by publishing a new version on our website.
6.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
7. Your rights
7.1 In this Section 7, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.
7.2 Your principal rights under data protection law are:
(a) the right to access;
(b) the right to rectification;
(c) the right to erasure;
(d) the right to restrict processing;
(e) the right to object to processing;
(f) the right to data portability;
(g) the right to complain to a supervisory authority; and
(h) the right to withdraw consent.
7.3 You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee. You can access and amend your personal data by visiting your Membership page when logged into our website.
7.4 You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
7.5 In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.
7.6 In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
7.7 You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
7.8 You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.
7.9 To the extent that the legal basis for our processing of your personal data is:
(a) consent; or
(b) that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract,
and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.
7.10 If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
7.11 To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
7.12 You may exercise any of your rights in relation to your personal data by written notice to us, in addition to the other methods specified in this Section 7.
8. About cookies
8.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
8.2 Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
8.3 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
9. Cookies that we use
9.1 We use both session and persistent cookies on our website. The cookies that we use on our website, and the purposes for which they are used, are set out below
(a) We use WordPress cookies (see https://codex.wordpress.org/WordPress_Cookies for details) on our website to administer the website.
(b) We use Memberpress (https://www.memberpress.com/) to manage the membership process on the website. This relies on cookie technology to allow you to re-access your registered account profile during a web session. This mechanism is employed solely for your convenience and for no other purpose.
10. Cookies used by our service providers
10.2 We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. The analytics cookies used by our website have the following names: _ga, _gat, __utma, __utmt, __utmb, __utmc, __utmz and __utmv.
10.3 Our website also uses third party cookies. These companies may use non-personally identifiable information during your visits to this and other websites in order to provide advertisements about goods and services likely to be of greater interest to you. These companies typically use a cookie or a third party web beacon to collect this information. To learn more about this behavioural advertising practice, you can visit http://www.youronlinechoices.eu.
Details of third party cookies used by our website are set out below:
(a) AddThis http://www.addthis.com/ The Social Sharing plugin on the site is provided by AddThis. For AddThis privacy information see http://www.addthis.com/privacy AddThis has its own ‘Opt-Out’ policy http://www.addthis.com/privacy/opt-out
11. Managing cookies
11.1 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:
(a) https://support.google.com/chrome/answer/95647?hl=en (Chrome);
(b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);
(c) http://www.opera.com/help/tutorials/security/cookies/ (Opera);
(d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);
(e) https://support.apple.com/kb/PH21411 (Safari); and
(f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).
11.2 Blocking all cookies will have a negative impact upon the usability of many websites.
11.3 If you block cookies, you will not be able to use all the features on our website.
12. Our details
12.1 This website is owned and operated by the Academy of Marketing.
12.2 The Academy of Marketing is a Learned Society.
12.3 Our contact address is Academy of Marketing Administrative Office, 23 Millig Street, Helensburgh, G84 9LD, Scotland, UK.
12.4 You can contact us by writing to the address given above, by email to firstname.lastname@example.org or by telephone on +44 (0) 1436 678.