Introduction

We (the Researcher to Reader Conference) understand the importance of protecting the personal information that relates to you (our visitors, contacts, delegates and members). This privacy notice describes how we collect, store, use, manage, process and secure your personal information via our Website and in our Registration, Payment & Administration systems.

Organisation

The Researcher to Reader Conference is delivered by Scholarly & Academic Services Ltd, which is a limited company registered in England (company number 9679524), with a registered office at Pillar House,113/115 Bath Road, Cheltenham, GL53 7LS, United Kingdom. The person responsible for privacy is Mark Carden, a Director of the company.

Principles

We strive to ensure that the personal information we collect, store and use is:

1. processed lawfully, fairly and transparently;
2. collected for specified and legitimate purposes;
3. limited to what is necessary;
4. accurate, updated and rectified where necessary;
5. kept for no longer than is necessary;
6. stored and processed with appropriate security.

Lawful Basis

We collect, store and process your information in accordance with current legislation and regulations.

1. Where we have agreed a contractual relationship with current and past delegates, we use the information to allow us to provide continuing products and services, and to offer preferential registration rates.
   or
2. Where we have determined that we have legitimate interests in engaging with the scholarly communications community and that this is not overridden by the interests of the individual concerned, we use the information to communicate about our products and services.
   or
3. Where we have received a person’s explicit consent, we use the information to communicate with them about our products and services.

Purpose

We do this to allow us to:

1. inform you about our products and services;
2. provide you with our products and services;
3. maintain our communications with you, where appropriate.

Our provision of products and services to you could include automated analysis of your personal information and your usage of our website and/or products and services. This would be in order to support automated decision-making aimed at providing you with a personalised and optimised user experience.

Information

We may collect information via our website or via websites operated by third parties (such as a registration website or payment gateway). The personal information that we may collect is described below.

Website Visitors

We may automatically gather information about website visitors, including IP addresses, browser type, language, and the times and dates of web page visits. The data collected does not include personally identifiable information, and it may be used for marketing demographics, server performance analysis and troubleshooting.

Website Cookies

We may use Cookies on our website to keep you logged in and save your visit preferences. Cookies are files which are stored on your computer; they are designed to hold a small amount of data to carry information from one visit to the website to the next, which allows the server to deliver a page tailored to a particular user, based on your past visits.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Website Analytics

We may use Google Analytics or similar tools to collect information about use of our website. These tools collect information such as how often users visit this site, what pages they visit, when they do so, and what other sites they used prior to coming to this site. We use the information to improve this site and for anonymous marketing demographics.

Other Websites

Our website may contain links to other websites. However, once you have used these links to leave our site, you should note that we do not have control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Marketing Information

We may collect, store and process minimal information about you to enable us to communicate with you about our products and services. Typically this information will be limited to your:

• Name
• Email Address
• Job Title
• Organisation

Registration Information

If you register for an event with us we will collect more information about you to enable us to communicate with you about the event and manage your participation. Typically this information will include your:

• Name
• Email Address
• Professional Title (eg Dr.)
• Job Title
• Organisation
• Dietary Preferences (if any)
• Disability Needs (if any)

We may also collect demographic and operational information including your:

• Country of residence
• Sector (eg Library or Technology)
• Workshop choices

In the past we have also collected additional data, including Gender, Telephone Numbers, and Addresses, but we no longer collect or use this information, except as necessary for payment processing.

Payment Information

When you purchase a product or service from us, we store Transaction Date, Tariff Identifier and Payment Amount linked to your user account records. Our payment processing partner may collect credit card and/or other billing-related information but this data is not collected by us or stored on our servers.

Event Information

For our events we issue a name badge to each delegate and also provide the delegates with a list of all the delegates attending to assist in networking. Both the badges and the list show name, job title, and organisation. We also share this same list of delegates with our sponsors, to assist them in preparing for the event, but the sponsors are contractually obligated not to use the list for mass marketing purposes. It is possible to opt out of the delegate list by notifying the event organisers.

During our events we make audio, video and photographic recordings which are likely to include some or all delegates. It is possible to ask to be excluded from these by notifying the event organisers, although we cannot guarantee to achieve this.

Information Retention

We retain the personal information described above only for as long as is reasonable in order for us to deliver our products and service to you, or to communicate with you based on our legitimate interests.

Registration and Event Information about delegates is retained for up to two years from receipt (or until the end of 2018, whichever is longer), in order for us to be able to manage current events, examine past delegate transactions, or provide past customers with their historic information. After this period, we retain, indefinitely, the minimal Marketing Information, together with a record of which events individuals have attended, and delete all other information.

Some information may be retained longer than is necessary for providing a service for individual users, in order to provide statistical analysis, but in such cases the information will be anonymised.

Security

We take very seriously the need to protect your personal information from unauthorised disclosure. We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

Your personal information is stored in secure, encrypted databases, or in password-protected spreadsheets. Passwords are encrypted and cannot be viewed by our staff (although they can be re-set). Our staff may only access personal information via a password-protected application where this necessary to perform authorised tasks.

Your own access to your personal information, where available, is protected by an account authentication process. Only a user who knows the account credentials can access your information in your account.

Third Parties

We do not share your personal information with any third party outside of our organisation, other than as necessary to deliver our services. In the event that your personal information is processed on our behalf by a third party (in the UK, the EU or other jurisdictions), for example by a payment gateway, we will use our best efforts to ensure that they abide by similar and legally compliant privacy policies and security practices. We have in place contractual agreements with all current third-party information processors that commit them to compliance.

We might be required to share information in order to comply with the law or to protect ourselves, however, for example in response to a court order or a request from a law enforcement agency.

Rights

You have the right at any time to:

1. withdraw your consent for us to hold or use your personal information;
2. require us to provide you with a copy of your personal information;
3. require us to correct any material errors in your personal information;
4. require us to delete your personal information;

except where this would not be practicable in order for us to be able to continue to perform contractual or legal obligations, or to maintain proper records of our interactions and/or your instructions.

If you exercise your right to opt out of further communications with us, by ‘unsubscribing’, or you request deletion of your personal information, we will normally continue to retain the minimal Marketing Information in our system indefinitely, solely for the purposes of ensuring that we able to actively avoid communicating with you when you have previously ‘unsubscribed’.

You also have the right to complain about our handling of your personal information in the first instance by contacting us, and subsequently by contacting the appropriate supervisory authorities.

Other Information

We may update this privacy notice at any time. We will inform you if updates to this policy might affect you in a material way.

If you have questions or concerns regarding this privacy notice, please contact us.