BASEM Privacy Policy

The British Association of Sport and Exercise Medicine (BASEM) is protecting the rights and freedoms of data subjects and safely and securely processing their data in accordance with all of our legal obligations.
 
This policy (together with our website terms and conditions) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
 
For the purpose of the Data Protection Act 1998 the Data Controller is The British Association of Sport and Exercise Medicine, Unit 3 Jetstream Drive, Auckley, Doncaster, DN9 3QS.
 
Why we need your personal data
 
We require your data to be able to administer your membership/event attendance and provide the membership services you are signing up to when you apply for membership/book attendance at an event. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member/non-member to provide the services you are registering for.
 
The Personal Data We Collect
 
The information we collect is that which you give to us by completing the BASEM membership form online or manually, filling in forms on the BASEM website, phone calls, emails and/or online/offline applications for courses/conferences, survey responses.
 
The information we routinely collect includes members’ names, postal addresses, email addresses and dates of birth; membership and event participation information including booking and payment information; roles, organization worked for and other information which would be reasonably necessary for a provider of membership, events and training services to collect about members, course participants and non-members who attend BASEM events.
 
Google Analytics: This website uses Google Analytics for the purposes of analyzing website traffic. The following links will give you further information on how this is done and how you can opt out of such tracking.
 
 
 
 
By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.
 
Reasons for processing your data and who we share it with
 
1. Administration and processing of your membership subscription, ensuring you receive all the membership benefits you are eligible to.
 
2. Communicating and keeping you up-to-date with membership benefits and requests, BASEM events, national and international SEM events, current SEM career opportunities and SEM news.
 
3. Enabling you to receive member discounts, promotions or offers from third parties, including confirming to that third party that you are a member of BASEM, where there is a condition of the discount, promotion or offer.
 
4. To help improve the website so that the content is presented in the most effective manner to you and for your computer.
 
5. To provide statistical information to the BASEM Executive Board Directors to ensure they are aware of the current and past status’ of budgeting, new members, lapsed members, membership demographics/roles/specific SEM interests, enabling the Board to review, plan and improve membership benefits and the service the Association provides its members.
 
6. Sharing award applications to BASEM Award Committees, judging scores and announcing successful applicants via the Website, Ecircular and BASEM Today.
 
7. Communication with third party hosting sites to collect and process your personal data to provide the membership benefits you are entitled to
 
• British Journal of Sports and Exercise Medicine
• OrthoEvidence
• Mail Chimp (BASEM Ecircular/Eshots)
• Epsilon (Direct Debit collections only)
• Faculty of Sport & Exercise Medicine (FSEM) (Annual Conferences bookings only)
• WCEA (BASEM online learning portal)
 
Data is transferred securely and the third parties listed above guarantee the security of your data via their privacy policies and corporate terms.
 
8. If you attend a BASEM Course/Conference we will provide your name and job role only to Exhibitors at the event. We do not share your personal data with other third parties for commercial or marketing purposes.
 
9. We do not share your data with enquirers to the BASEM Office without your prior permission.
 
10. BASEM reserves the right to disclose your personal data to comply with any legal obligation.
 
Where we store our data
 
If you have applied for membership of BASEM, you will also automatically be registered to receive the following membership benefits:-
 
• British Journal of Sports and Exercise Medicine
• OrthoEvidence
• Mail Chimp (BASEM Ecircualar/Eshots)
• Epsilon (Direct Debit collections only)
• Faculty of Sport & Exercise Medicine (FSEM) (Annual Conference bookings only)
• WCEA (BASEM online learning portal)
 
We require your personal information to enable us to provide you with all the membership benefits detailed on the BASEM website including voting for changes to BASEM’s constitution, fee payments (via Worldpay), access to the website members’ area and communications.
Our membership database (created by Decisions Express Ltd) is stored in digital form on computers. Data is encrypted and security and disaster recovery measures are in place to ensure that all data is secure.
 
Conference/Course bookings are stored in the CRM of the BASEM Website
 
Additional data, for example, awards information, conference/course attendance information is stored on office computers that are password protected and backed up on a cloud server MozyPro.
 
Any written documents are stored safely and securely in lockable cabinets. Shredding of documents is carried out by a shredding company who provide a certificate once the shredding has taken place.
 
How long we keep your data for
 
We normally keep members’ data after they resign or their membership lapses. This is because we find members sometimes later wish to re-join or we need it for facilitating membership reports. We keep this data for 12 months. However, we will delete any former members’ contact details entirely on request.
 
Historical prize lists and research are required for archiving purposes and names cannot be removed from them. Similarly archived news articles, whether on the website or in the BASEM Today magazine (both printed or online), will not usually be deleted.
 
Other data, such as that relating to accounting or personnel matters, is kept for the legally required or recommended period.
 
Personal data processed from non-member enquiries and BASEM events shall be kept for purposes of responding to or providing the service or information requested.
 
How can you ask for data to be removed
 
By becoming a member of BASEM, you are consenting to the processing of your data as outlined in this privacy policy.
 
By supplying your personal data to BASEM via any other means, you are consenting to the processing of your data as outlined in this privacy policy.
 
We will always ask permission before using photographs on website, promotional materials etc. If we have previously used your photograph, then you may ask that any photograph of you that appears on the website be deleted by contacting enquiries@basem.co.uk
 
Once you have resigned your membership or it has lapsed, you may ask for your data to be deleted by contacting enquiries@basem.co.uk
 
How you can check what data we have about you
 
If you want to see the basic membership data we hold about you, you can log in to the members’ area of the BASEM website and view your profile. There you can update most of your details or change the permissions you wish to grant for the use of your data.
 
The GDPR Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within 20 days.
 
To view further details on your individual rights, please visit the Information Commissioners Office website.
 
If you have a concern about the way BASEM has handled your data, please contact the Information Commissioners Office website
 
Contact
 
Questions, comments and requests regarding this privacy policy are welcomed and should be sent via email to enquiries@basem.co.uk
 
Changes
 
We may make changes to this statement from time to time. If we change our privacy policy we will post the changes on this page. The amended privacy policy will apply from the date it is posted on our site and will govern the way in which we collect and use personal information from the date of the change.
 
 
This Statement was last updated 10/05/2018