EACH, International Association for Communication in Healthcare is subject to both the UK and EU General Data Protection Regulations (UK GDPR and EU GDPR) and understands the importance of privacy and protecting your personal data.

This Privacy Notice applies to our website (each.international) and to any other dealings which we may have with you.

Controller

EACH is the ‘Controller’ of the personal data you provide to us via our website and can be contacted at alison@each.international

We collect the following data from you

When you visit our website

EACH and our service providers may collect various pieces of technical information each time you visit our website including:

• Your internet protocol (IP) address, any login information, your browser type and version, your time zone setting, your browser type and versions and your device operating system and platform;
• Statistical and analytical information, including the full Uniform Resource Locators (URL), clickstream to, through and from the website (including the date and time of access), products you viewed or searched for, page response times, download requests and errors, length of visits to certain pages, page interaction information (for instance scrolling, clicks and mouse-overs) and methods used to browse away from the page. The collected information is used to provide an overview of how people are accessing and using the EACH website. It is not used for any additional purpose, such as to profile those who access our website.
• Our website features a plug-in for easy sharing and following our social media pages: Twitter, operated by Twitter International Company, One Cumberland Place, Fenian Street, Dublin 2, Ireland. Being on our website does not automatically result in sharing data on this social media network. The plug-in remains inactive (idle) until clicked upon. Once clicked upon, you will be taken to the said social media network with their own specific privacy policies, which you should consult.
• Our website uses cookies to distinguish you from other users of the website. Cookies are small files which your device accepts from websites that you may visit, allowing websites to recognise your device when you log in, move between pages or when you return to a website after having been away. We use cookies, amongst other things, to review how you use the website, to facilitate any online transaction or to see how you browse the website and our pages. This information allows us to improve our service, user experience and analyse how the website is used.

The legal basis for processing your personal data in this regard is:

• It is necessary for the purposes of the legitimate interests pursued by us (eg operating and making available our website).

This information may be shared with the following third parties, as appropriate:

• Our suppliers who help us maintain the website and support our business, eg our web hosting provider, website developers and our IT support team.
• Credit and identity checking service providers, law enforcement, regulatory bodies and fraud prevention agencies, to comply with our legal obligations or to help tackle fraud or investigate any breach of the website terms and conditions of this Privacy Notice.

When you contact us

• When you contact us via the website, you may do so by telephone, email or post. This will include your contact details. This information is processed and stored in order for us to contact and respond to your query.

The legal bases for processing your personal data in this regard are:

• Your consent
• At your request prior to entering into a contract

This information may be shared with the following third parties, as appropriate:

• EACH Executive Committee, as appropriate
• Our suppliers who help us to bring the event to fruition eg third party payment processors
• Credit and identity checking service providers, law enforcement, regulatory bodies and fraud prevention agencies, to comply with our legal obligations or to help tackle fraud or investigate any breach of the website terms and conditions of this Privacy Notice.

When you register for an event through us

• Information that you provide by completing forms or registering via the website or by dealing with us by telephone, email, in person or otherwise. This will include full contact details, as well as special / dietary requirements and other event specific information. You will find explanations as to why we are collecting certain data and what we will do with it on the registration form. A separate Privacy Notice specific to the event can be found on each booking site, which you can review before you complete your booking.

The legal bases for processing your personal data in this regard are:

• Your consent
• It is necessary for the performance of a contract between you and us/event (ie for us to process and complete any event registration which you would like)

This information may be shared with the following third parties, as appropriate:

• EACH organising committee, whose event your query is in relation to
• Our suppliers who help us to bring the event to fruition eg third party payment processors
• Credit and identity checking service providers, law enforcement, regulatory bodies and fraud prevention agencies, to comply with our legal obligations or to help tackle fraud or investigate any breach of the website terms and conditions of this Privacy Notice.

When you become an EACH member

• The information that you provide by completing the membership form or by dealing with us by telephone, email, in person or otherwise will only be used to communicate with you in respect of your membership and to inform you of EACH news and events.

The legal bases for processing your personal data in this regard are:

• Your consent
• It is necessary for the performance of a contract between you and us (ie for us to process and complete your membership registration )

This information may be shared with the following third parties, as appropriate:

• EACH Executive and Advisory Committee, as appropriate
• EACH members in the membership area of the website
• Elsevier in relation to any journal subscriptions in order to verify membership
• Our suppliers who help us to manage your membership eg third party payment processors
• Credit and identity checking service providers, law enforcement, regulatory bodies and fraud prevention agencies, to comply with our legal obligations or to help tackle fraud or investigate any breach of the website terms and conditions of this Privacy Notice.

Data Transfers

If we intend to transfer your personal data outside of the UK to the European Economic Area (EEA), it is under UK adequacy agreements. Data transferred to non EEA countries is on the basis of standard contractual clauses which have been put in place with these third party recipients.

Data Retention and Storage

EACH cares to ensure the security of personal data. When EACH collects information about you, we also make sure that your information is protected from unauthorized access, loss, manipulation, falsification, destruction or unauthorized disclosure. This is done through appropriate technical and organisational measures.

• We will keep your personal data for as long as instructed by our client (in respect of events) or for as long as you are a client of ours.
• After this period, we will retain your personal data to comply with our legal obligations.
• If we have had a contractual relationship with you we will store your personal data for six years after the contract ends.

After this period, we will delete your personal data in a safe and secure manner.

Your Rights

Access to information

You have the right to request a copy of the information that we hold about you. You can do this by contacting us at registration@sasevents.co.uk. In order to comply with your request, we will ask you to verify your identity. We will send your copy electronically, unless the request expressly specifies a different method.

Rectification & erasure

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. Any data that is no longer needed for the purposes specified will be deleted. If at any point you wish EACH to delete information about you, you can contact us to request we do so.

Restriction of processing

We will be required to restrict the processing of your personal data in the following circumstances:

• where you contest the accuracy of the personal data, we should restrict the processing until we have verified the accuracy
• where you have objected to the processing (where it was necessary for the performance of a public interest task or purpose of legitimate interests), and we are considering whether our organisation’s legitimate grounds override those of the individual
• when processing is unlawful and you oppose erasure and request restriction instead
• if we no longer need the personal data but you require the data to establish, exercise or defend a legal claim

If we have disclosed the personal data in question to third parties, we will inform them about the restriction on the processing of the personal data, unless it is impossible or involves disproportionate effort to do so.

Data portability

You may request your data, in order to move it elsewhere. Providing the information does not prejudice the rights of any other individual, we will complete the transfer within one month, in XLSX or CSV format, free of charge. If requested we will transmit the data directly to another organisation.

When this Policy applies

This Privacy Policy is applicable to the services offered by EACH directly and via our website. Our website contains links to other websites. Once redirected to another website, this Policy is no longer applicable.

Contact us

If you have any concerns about our use of your personal information, you can make a complaint to us at:

EACH: International Association for Communication in Healthcare
The Old George Brewery
Rollestone Street
Salisbury SP1 1DX

E: kim@sasevents.co.uk
T: +44 (0)1722 339811

UK Individuals

UK individuals, whose personal data is subject to UK GDPR, may also complain to the ICO if you are unhappy with how we have used your data.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

EU Individuals

EU individuals, whose personal data is subject to EU GDPR, may also complain to our EU Representative if you are unhappy with how we have used your data.

Marina Watt
protocol Destination Management Company Paseo Cerrado de Calderón, 18,
29018 Málaga
Spain

E: marina@dmcspain.com
T: +34 952 20 71 39