IAASM Privacy Notice

Our contact details
Name: Dr Sally Evans
Position: Secretary General, IAASM
E-mail: secretary-general@iaasm.org
Web: www.iaasm.org

Date of Privacy Notice
30 March 2022

The type of personal information we collect

We currently collect and process the following information:
· Personal identifiers, contacts and characteristics (for example, name and contact details including home address and telephone numbers, email addresses, social media addresses)
· Financial information such as banking and credit card information for the purpose of processing payments for donations, dues, functions, services or goods; such information will be destroyed from Academy records once any relevant financial transaction has been successfully undertaken and accounts completed
· Website user statistics

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

· to enable registration for webinars and meetings
· to participate in Congresses, webinars, meetings and other events sponsored or co-sponsored or organized or co-organized by the IAASM
· to provide information about Academy activities and forthcoming meetings
· provision of services and goods as requested by you
· collection of membership dues
· to acknowledge the receipt of payments for services and goods and donations
· to process applications for membership and admission to membership
· to process applications for scholarships

We also receive personal information indirectly, from the following sources in the following scenarios:

· payment information from website payment providers processing payments
· providers and sponsors of education of Scholars and other doctors and aerospace medical specialists
· mentors of Aviation and Space Medicine doctors in training or upon request

We use the information that you have given us in order to:

· enable registration for webinars and meetings
· participate in Congresses, webinars, meetings and other events sponsored or co-sponsored or organized or co-organized by the IAASM
· provide information about Academy activities and forthcoming meetings
· provide services and goods as requested by you
· collect membership dues
· acknowledge the receipt of payments for services and goods and donations
· process applications for membership and admission to membership
· process applications for scholarships

We may share this information with:

· meeting organizers and co-sponsors
· scientific entities collaborating with IAASM on specifically-defined projects.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are legitimate interests, both individual and broader societal. Personal data is used in ways which people would reasonably expect and which have a minimal privacy impact, or where there is a compelling justification for the processing.

How we store your personal information:

Your information is securely stored.

We keep financial information for the time required for transactions to be finalised and accounts to be updated, usually a maximum of 2 weeks. We will then dispose of your information by deletion of electronic data.

We keep personal information about membership applicants for a maximum of 6 months following receipt of all required information pending a decision about their application at which point retention of their application information will become subject to consent.

We keep personal information about scholars for the duration of their scholarship.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at secretary-general@iaasm.org if you wish to make a request.

How to complain

It is acknowledged that the IAASM is incorporated in New Zealand, and your personal information may be collected, processed and stored outside of New Zealand or the European Union by the IAASM and/or partner organizations or event co-organizers or co-sponsors, and that the laws of such locations may not protect your personal information or may not provide the same level of legal protection as is provided by the laws and regulations of New Zealand or the European Union and its member states. However, nothing contained herein is intended to nor shall it operate to abrogate any right of access, rectification and suppression of data under the law of the jurisdiction of your residence or domicile.

If you have any concerns about our use of your personal information, you can make a complaint to us at secretary-general@iaasm.org.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:      

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk