Privacy Notice
Version 3 – (January 1st 2021 - Applied Ethology)
This privacy notice sets out the data processing practices of the International Society for Applied Ethology (‘ISAE’ or the ‘Society’) which is a Scottish Charitable Incorporated Organization (SCO47974). The charitable purposes of ISAE are the advancement of science, education and animal welfare.
Please note that all data thus captured will be used and held in accordance with the requirements of the Data Protection Act 2018 (DPA) and the UK General Data Protection Regulation (GDPR).
ISAE respects your privacy and will not sell your data to third parties, allow unauthorised access to data, or store data longer than is necessary to fulfil the purpose for which it was obtained.
We have notified the Information Commissioner’s Office (ICO) of our processing operations and our ICO registered number is [x].
This notice explains:
- What the Society does
- How to contact us about our use of your personal data
- Why we process personal data
- Recipients of personal data for processing on our behalf
- Data security and retention
- Your rights as a data subject
- Third party cookies
- Third party websites
- Changes to the Privacy Policy
.
Definitions
Data Controller – any organisation that stores Personally Identifiable Information, e.g., ISAE.
Data Processor – any organisation that works on (processes) Personally Identifiable Information.
Data Subject – any living person.
Personal data and Personally Identifiable Information – data belonging to the Data Subject that can be used to uniquely identify them.
Third Party – another company who ISAE works with to provide services to the Data Subject.
What the Society does
ISAE has an international federal structure with over 700 representatives worldwide.
The Society provides a forum for the presentation and discussion of advances in applied animal behavioral science and education and inspires further innovations through an annual international scientific congress and regional meetings. Applied Animal Behaviour Science is the official journal of ISAE.
How to contact us about our use of your personal data
ISAE is the data controller. If you have any requests about your personal data or queries with regard to how we handle your data you can contact the Communications Officer at:
Why we process personal data
The Society collects and processes personal data to provide its services. To provide these services, we collect personal data directly from Data Subjects through the website membership application process, printed and online forms, in email, over the phone and in person. Personal data may also be provided to the website by the browser (such as IP address).
The Society primarily uses personal data to service membership contracts. The contract with members includes delivering invitations to attend the International Congress, to vote at regional and international AGMs and in the election of Honorary Fellows, providing notification of updates to the Constitution, administering the approval, renewal and progression of membership, providing funding, sharing knowledge and providing information about the events run by our regional branches.
ISAE collects personal data from non-members from time-to-time, generally to enable event speakers, expertise for consultations and knowledge development.
ISAE may also collect additional data to satisfy other legal requirements, such as is required for e-commerce.
Recipients of personal data for processing on our behalf
ISAE works with several Third Parties to provide the services the Data Subject receives.
In all cases there is an explicit contract in place between ISAE, the Third Party, Terms and Conditions or another legally binding relationship.
Personal data will likely be shared with:
Alphabet Inc (Google) – a suite of Google tools used by ISAE
Intergage Ltd – website and membership database provider
- The contact information for all members of the ISAE, as submitted when they applied for membership of the Society, is available in a password-protected directory within the website, which can only be accessed by other members. Members can modify their own contact information. The membership directory is exported as a .csv for internal use by elected ISAE Council Officers (i.e., to send emails to the membership base and to track membership payment due dates). Given the international structure of ISAE, personal data will transfer across regions (where appropriate).
Sage Pay – accounting tool for tracking and invoicing membership dues
Microsoft Corporation – Office, a family of software products, i.e. Excel, Word, used by ISAE
Personal data may be shared with:
Elsevier – publisher of ISAE Journal
Dropbox and similar file sharing services – for the purpose of sharing data
ISAE banking services – for the purpose of transferring awarded funds
Mobile phones – officers of our volunteer Council may enter your contact number into their phones for the purpose of a meeting
Qualtrics or similar tools – for administering voting procedure
ISAE does not share your data with any Third Parties for marketing purposes unless the Data Subject has explicitly opted in.
Data security and retention
ISAE adheres to the seven key principles relating to the processing of personal data as set out in the GDPR:
- Lawfulness, fairness and transparency
- Purpose limitation
- Data minimisation
- Accuracy
- Storage limitation
- Integrity and confidentiality (security)
- Accountability
ISAE will only store data for as long as is necessary to fulfil the purpose for which it was obtained. Some data may be held for longer if it is either held on other systems that have not been updated, in back-up data that has not expired or because of another lawful basis.
ISAE takes security seriously and makes use of technology where feasible to secure data and protect against breaches.
Your rights as a Data Subject
Data Subjects have rights when it comes to how ISAE handles their personal data. These include the rights to:
The right to be informed about how the data collected about you is going to be used and stored.
The right of access to see what data and supplementary information we hold about you.
The right to rectification – where data held is incorrect or incomplete.
The right to erase where data held is no longer required or relevant, Data Subjects have the right to ‘be forgotten’.
The right to restrict processing – data subjects have the right to request that the processing of their data is paused or halted altogether.
The right to data portability allows individuals the right to access the personal data held and reuse it without hindrance.
The right to object – an individual has the right to object to processing required for direct marketing (including profiling), historical or scientific research and the performance of a task in the public interest by an official authority.
Right of notification where data is being handled by Third Parties in a country outside of the EU.
If you would like to exercise any of these rights, please contact the Communications Officer at . If you make a request, we have one month to respond to you.
Third party cookies
ISAE’s website can largely operate without the use of third-party cookies. However, in many cases third-party cookies improve the website experience.
ISAE will not add social sharing buttons to the page unless the Data Subject has explicitly opted in to social cookies.
ISAE will not include any tracking systems unless the Data Subject has explicitly opted in to tracking cookies.
ISAE will allow Google Analytics to operate on this website in order to provide necessary anonymous analytical data. This may result in a small amount of Personally Identifiable Information being collected but this is only used as statistics and not for identification purposes.
Third party websites
Our website may contain links to other websites that are outside our control and are not covered by this privacy notice. If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from ours.
Changes to the Privacy Notice
This privacy notice was published on January 2020. It is regularly reviewed and will be updated when necessary. If we make any significant changes, we will communicate them to the members.
Contacting the Data Protection Officer (DPO)
If you have any concerns about how Personally Identifiable Information is used by Applied Ethology please contact the Data Protection Officer:
Compliance Officer is available at info@applied-ethology.org.
