Who we are

The Welsh Paediatric Society (WPS) is a professional and social society for Paediatricians practising in Wales. This privacy notice covers all our processing activities including organising courses and events, enquiries, the submission of abstracts and meeting administration.

If you have any questions or concerns about our privacy policy or the information we hold about you, please contact us through our contact us page.

Why do we collect this information?

How we use the information we collect from you, will depend on your relationship with the Society. We will only use your personal where one of the following apply:

• it is in our legitimate interest to make improvements to the website and our services;
• to administer or with a view to enter into a contract to administer the activity or service for which you have provided the information;
• Where you have consented to us communicating with you.

Enquiries

If you have submitted an enquiry to us, we will use your personal data so that we can appropriately respond to your enquiry.  

WPS Membership 

If you apply to be a member, we will use your personal data so that we can consider and process your application as part of our admissions process. The names of potential new members are submitted to the honorary secretary and recorded in the minutes of the WPS business meeting, whether successful or unsuccessful. If applying for membership you must ensure that you have consent to provide the name of the proposer and seconder.  

If you are successful in your application to be a member, we will user your data to manage your WPS membership and to administer your online account, which includes taking payment. We take payment membership through PayPal. To find out more about how PayPal process your personal data, please read their Privacy Policy: https://www.paypal.com/en/webapps/mpp/ua/privacy-full

Where it is in our legitimate interests we will communicate with our members about events and services that are of interest to our membership. If you don’t want to receive these, you can contact us at any time to opt out via our contact us page.

Events

If you sign up for an event, we will use your information to communicate with you about that event. Events are booked through the WPS website.

If you successfully book an event or course, we will use your personal data so that we can administer that course and take payment where required. This includes logistical arrangements, dietary requirements and name badges. We will only collect special category data where necessary to enable us to provide you with access to events.

We sometimes rely on exhibitors and sponsors to be able to run events. As part of our agreement with them, we may be required to share  the position and employer organisation of attendees so that the sponsor or exhibitor can evidence their attendance at our event. We will not share attendee names. If you don’t want your details shared, please contact us via our contact us page. We will not share your contact details with any other third parties, unless you consent for us to do so.

We will also ask you to provide feedback of events to help us improve the service and events we offer. However, the survey will be anonymised, we will not intentionally collect personal data, unless you choose to include personal identifiable comments in the feedback form.

Abstracts for the Welsh Paediatric Society meeting

When you submit an abstract, we will use the personal data you submit to process your submission for consideration and review. The panel who consider the abstract will only receive anonymous versions so that marking is fair and transparent.  The Officer for Wales chairs the abstract decision panel’s meeting so they are provided with the full abstracts at the meeting in order to be able to confirm the authors, and their hospital and location.

Site Improvement 

We will use your personal data where it is in our legitimate interests to make improvements to the website and to our services. If you provide feedback on our website we will only use it to develop and improve the site. We do not store feedback, we will only analyse anonymous data.

Who might we share your information with?

RCPCH provide administration support for the WPS so some of your information may be shared with some RCPCH staff to enable them to support WPS services and activities. 

How can I access the information you hold about me?

You have the following rights in relation to your data:

• Right of access and right to have a copy of your personal data in a standard format (data portability).  You can ask us for a copy of the information that we hold about you. You can also ask us for a copy of your data in a standard format where this is technically possible. But this only applies where we are holding your information with consent or as part of a contract with you.
• Change any factual errors or inaccuracies. It is your responsibility to update us of any changes to the personal information you have provided. If you are a member, you can update your details at any time via your online account. Alternatively, you can contact us via our contact us page to update your details for you.
• delete your personal data (called a right to be forgotten). We cannot delete all personal data as we may have a legal obligation or because we have a requirement to retain it for a task in the public interest, but we can delete non-essential data. 
• Restrict the use of your data. You can request that we deactivate your WPS online account or that we only store your data but undertake no further processing. However, this only applies to certain circumstances.
• Object to processing. You can ask that we stop using data that is not necessary for fulfilling our legal obligations. 

To submit a request contact us via our contact us page or visit the ICO website for more details about your rights. In accordance with Data Protection Legislation, we have a legal duty to protect any information we collect from you and we have measures in place to ensure your data is securely and safely stored. You do have the right to complain to the ICO if you have concerns about the way your personal data is being handled: [email protected].

How long do we keep hold of your information for?

We will only retain your information for as long as you consent or for as long as it is required to fulfil the purpose for which we collected it or to meet our legal and statutory requirements.  If you withdraw consent, we may suppress rather than delete your details so we can retain a record of your consent.  

Membership

Your online account will only be retained for one year after it has become inactive. If you cancel your membership, we will delete your membership file. 

Events

We will only retain your personal data for 6 months and then confidentially destroy any personal data. 

Event feedback forms 

As soon as feedback is anonymised, we destroy any original identifiable data. 

Abstract

If your abstract is successful, we will retain your personal data indefinitely for historical and research purposes. if your abstract submission is unsuccessful, we will only retain your submission for 6 months and then delete.  
 

Last updated 20 September 2019