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Privacy Policy

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Your privacy is very important to us, which is why we make sure you are always in control of what we do with your personal data.

The purpose of this Statement is to tell you what information we collect from you as a data subject, how and when it may be collected and what happens to it. For the purpose of this Statement “we”, “our” and “us” refer to The Royal Society of Research (and each of its subsidiaries) as an organisation (also referred to as “RSR”). Transmission of data online is not 100% secure and we cannot guarantee the security of data sent to us in this way. Transmission of data over the internet is at your own risk.

If you have a specific question about this Statement or how we use your personal data, you should contact us via email at legal “@” royalsocietyofresearch “.” org . Please mark your communication as “Data Protection Enquiry”.

This Statement only applies to:

  • personal data processed by us or on our behalf.
  • Individual contacts/participants from within your business (for example Directors) or information about you as a sole trader or partnership

Third-party websites and services we link to through our websites have their own privacy policies, independent of the Royal Society of Research. We hold no responsibility or liability for those independent policies and encourage you to review the privacy policies of any third party website you visit.

This Privacy Statement explains in general terms how we seek to comply with data privacy laws and regulations

The data we collect about you

We collect data to provide you with a better experience of using our websites and applications, amongst other reasons (see the “How will we use your data?” section below). In order to provide you with access to our services or data within our websites and applications, we may require that you provide certain personal data. This information may include:

  • Your name, postal address, telephone number, fax number, e-mail address, subscriber name or screen name, the password used to access our services, country of residence and/or method of payment
  • personal and contact details you give us when subscribing to receive marketing information from us (for example name, role and email address)
  • data relating to your place of employment and affiliations
  • information we collect via cookies or similar technology stored on your device about how you use our websites (please see section below re use of Cookies)
  • your IP address, and home server and domain names
  • information from social media activity (such as likes, shares and tweets) when you interact with us on social media
  • information you provide if you report a problem with our website or service

How we collect your personal data

This will depend on the reason we are processing your personal data. Our processes for collection are:

  • online via our various application platforms and databases that we use which are either wholly-owned or used by us under license
  • from publicly available sources, such as LinkedIn, institution websites
  • collected as a business contact
  • use of Cookies

Who we may share your personal data with, and why

  • Royal Society of Research staff – to provide you with applicable services.
  • Banks, finance management, and accountancy software systems – so that we can process payments with you in accordance with the appropriate transaction that you are entering into with us.
  • Reviewers and judges – in relation to an application for an award, scholarship, bursary, and grant funding.
  • Mentoring services – to provide you with the service you opt-in for.
  • Telemarketing agencies – in order that they may assist us with our membership renewal process.
  • Mailing and delivery companies – to send you written communications and hard copies of newsletters, magazines etc as appropriate.
  • Electoral service companies – for assisting us with the running of our elections process.
  • Sponsors and external judges – for their assessment of participants in our events and competitions.
  • Third-party legal, counselling and career services – to provide the contracted service (only on receipt of your completed contact form).
  • Social media – where you have submitted a community-related news story to us and we have published it.
  • Print supplier companies – for the fulfilment of external printing.
  • Travel booking systems, travel companies, taxi services and flight providers – where you ask us to make such arrangements on your behalf.
  • Venues where we are running an event, conference or symposium – when the venue requires personal details of attendees to make bookings, for example for hotel rooms.
  • Publishing software and solutions companies – your personal data may be processed in such software systems in order for us to generate royalty details.
  • Books sales agents, book distributors, shipping agents – in order to fulfil our sales obligations to you.

Our sources of personal data if it has not been supplied directly by you:

  • Our contracted editors – we may source your personal data via publicly facing websites, journal papers, institution websites and contracted 3rd party databases to collate recommended contact lists for potential authors and editors.
  • Applications for travel grants made through the RSR Portal – Portal provides us with personal data in order for an application to be assessed and a decision made.

Third parties

We will not sell your personal data.

We may disclose your personal data to third parties if we are under a duty to disclose or share it, in order to comply with any legal regulations, good governance obligations, in order to enforce or to protect our rights, property, or safety, that of other persons with whom we have a business relationship, or to purchasers or prospective purchasers in relation to a disposal of our business or assets.

We may use third-party service providers to support the provision of our services. Such will relate to business functions, including (without limitation) IT support, hosting our data on cloud platforms, legal, accounting, audit, consulting and other professional service providers, and providers of other services related to our business.

Portions of our services may be provided by organisations with which we have a contractual relationship, including subcontractors, and, accordingly, your personal data may be disclosed to them. We only provide these organisations with the information that they need to be able to perform their services. We will have in place an agreement with our service providers which will restrict how they are able to process your personal data.

Our simple promise

  • We will never pass your personal details to anyone outside the RSR for them to use for their own marketing purposes unless you have previously provided us with your informed and specific consent.
  • We will make sure that our contact with you is relevant and in accordance with the preferences that you give us and in order to enable us to provide the service you require to you.
  • You can change your contact preferences at any time. All you need to do is update your preferences by contacting us at legal “@” royalsocietyofresearch “.” org. But remember, you may miss out on important news and developments in research sciences.
  • Your personal data will be stored safely and will remain secure at all times.
  • No statistical information which identifies you personally will be published.
  • No personal data will be kept any longer than necessary in order to fulfil the purpose it was collected for, and if you ask us to, it will be deleted.  We will collect and process your personal data in accordance with this Statement.

If you make an enquiry via our website, on the telephone or via email, or via any third party, we will collect the information you provide to us, together with any information provided by that third party.

How we will use your data

We will process your personal data:

  1. As necessary to perform our contract with you for the relevant service: to take steps at your request before entering into it, to decide whether to enter into it, to manage and perform that contract and to update our records.
  2. As necessary for our own legitimate interests: for example to monitor emails, record calls, and other communications to train staff and activities relating to your membership, or in dealing with a complaint that you raise.
  3. As necessary to comply with a legal obligation: for example when you exercise your rights under data protection laws and make requests, for establishment and defence of legal rights or obligations, for example in dealing with any complaint from you.
  4. Based on your consent: for example to send you direct marketing where we’ve asked for your consent to do so.

Marketing

We want to share information and news about our products and services with you. We can do this in various ways including e-mail, post, phone or social media (or such other method(s) as may become relevant) but only if you would like us to.

In accordance with applicable laws and lawful basis for processing, we may use your personal data to provide you with direct marketing about our products and services as well as those of third parties and to take part in our marketing research.

We will ensure that any direct marketing from us and which is sent by electronic means will provide a simple means for you to stop further communications, in accordance with applicable law. Once you have provided your express consent for us to contact you on our behalf, or on behalf of other organisations, there are a number of methods available to you in order to change your preferences, to correct or update your personal data at any time by:

  • clicking the ‘unsubscribe’ link in any promotional e-mail you receive from us
  • contacting our product or service team where a correction is required

In addition, if we need your consent for direct marketing under applicable law, and if you provide your consent, you will be able to change your mind at any time.

We use 3rd parties to conduct some of our email campaigns using their contact lists, such as for scientific research, scholarly publishing and scientific education and for reasons such as promoting our journal products to drive manuscript submissions and promotion of our education resources, etc. We will provide such 3rd parties with a stop list of those who have specifically opted out of receiving such emails on the proviso that this list is deleted after the campaign is completed.

In the instance that marketing material we send you is returned, we will remove your incorrect details from our systems, where possible.

If you complete a contact form on one of our websites, your query and data will be forwarded to our relevant internal team to answer and respond.

Profiling and automated decision making

RSR does itself carry out automated decision making or profiling. We will share email addresses, which have been given directly to RSR by data subjects, or browsing information,   obtained in ways such as pixel tracking, to enable us to show tailored adverts on a third party platform, such as Twitter, Facebook, LinkedIn and Google, who may perform profiling.

 

Cookies

What is a cookie?

A cookie is a text file that is stored on your computer or mobile device by a website’s server. Each cookie contains anonymised information about how you use our websites and applications, which allows us to improve your experience of using our products and services.

Cookies by themselves cannot be used to identify you. Several types of cookie are used on our websites and applications:

Session cookies

These are temporary cookies that are saved on your computer or mobile device until you leave our website. They carry information across pages of our websites and applications, for instance:

  • Remembering items in a shopping basket
  • So you can remain logged in as you browse our web pages

Persistent cookies

These cookies remain on your computer for much longer (though how long will depend on the lifetime of the specific cookie). They are used to:

  • help us recognise you as a unique visitor (just a number) when you return to our website and allow us to tailor content based on your previous preferences
  • compile anonymous, aggregated statistics that allow us to improve the website
  • ensure you are not invited to complete website questionnaires too often or after you have already done so.

Third-party cookies

These cookies are produced by third-party services we use to support your website experience. They are used to:

  • serve advertisements on our sites and track whether these advertisements are clicked on by users
  • control how often you are shown a particular advertisement
  • tailor content to your preferences
  • count the number of anonymous users of our sites
  • provide security within shopping baskets, eg to pay for a membership subscription 

International transfer

The Royal Society of Research is a global organisation with subsidiary companies located around the world. This Statement establishes our global principles for the collection, use and disclosure of information gathered through our websites and applications. The country in which you are doing business with us or where the website you are visiting is located/hosted may have specific requirements concerning personal data.

The data that we collect from you may be stored in a location outside of the European Economic Area. Where we transfer your personal data outside of the EEA, we ensure it is protected by making sure at least one of the following safeguards is in place:

  • transferring to a country that has been deemed to provide an adequate level of protection by the European Commission;
  • using specific contractual clauses approved by the European Commission which give your personal data the same protection it has within the EEA; or
  • ensuring that the recipient of data is part of the EU-US Privacy Shield Framework that provide organisations on both sides of the Atlantic with a mechanism to comply with data protection requirements.

We have not set out the specific circumstances when each of these protection measures are used. You can contact us at legal “@” royalsocietyofresearch “.” org for the details as to how we protect specific transfer of your data. 

Special categories of personal data

We may collect special categories of personal data if it is provided to us by you, or on your behalf, with your consent and it is appropriate to the service that we will provide to you. By giving us this information, you agree that we may use such data as set out in this Statement.

Data anonymisation and aggregation

We may anonymise or aggregate your personal information in such a way as to ensure that you are not identified or identifiable from it, in order to use the anonymised or aggregated data, for example, for statistical analysis and administration including analysis of trends, to carry out actuarial work, to tailor products and services and to conduct a risk assessment and analysis of costs and charges in relation to our products and services. We may share anonymised or aggregated data with third parties.

Your rights

We also offer the following controls:

  1. You may request access to, or copies of, the personal data that we hold about you. If you would like to exercise this right, please contact us at legal “@” royalsocietyofresearch “.” org;
  2. If you believe that any data we have about you is incorrect or incomplete, or have concerns as to how we are using your data please contact us at legal “@” royalsocietyofresearch “.” org as soon as possible. We will take steps to seek to correct or update any data if we are satisfied that the data we hold is inaccurate.
  3. You may request that your personal data is deleted, where it is no longer necessary for the purposes for which it is being processed and provided there is no other lawful basis for which we may continue to process such data;
  4. If we are processing your personal data to meet our legitimate interests, you may object to such processing. If we are unable to demonstrate our legitimate grounds for that processing, we will no longer process your personal data for those purposes;
  5. You may withdraw any consent given to processing (this will not affect the lawfulness of processing based on consent before its withdrawal); or
  6. If we are processing your personal data automatically, for the purposes of performing our contract with you, or based on your consent you may have the right to request that the personal data we hold about you be transferred to a third party data controller.

Retention

We have criteria in place in relation to how we determine the period for which we use your personal data, as well as a process for their deletion at the end of the relevant retention period.  For more information please contact our Data Protection Officer at the address shown above.  In certain circumstances, we may be required to retain your personal data for longer where such retention is required by law or record-keeping requirements, including managing our relationship with you, defending any claims, or for tax purposes.

Changes to this Statement

This statement is not a contract, and it does not create any legal rights or obligations. We may change this Statement from time to time in order to reflect changes in the law and/or our privacy practices. We will update the date at the top of the Statement accordingly. We encourage you to regularly check this Statement online for changes.