The Society for Applied Philosophy (SAP) is committed to protecting and respecting your privacy in accordance with the rules and requirements as set out in the General Data Protection Regulation (the “GDPR”). The SAP is the “Data Controller” for the acquisition and processing of your personal information. This policy explains why we collect personal information, what kind of information we collect, what we use if for, the legal basis of that use, how we keep it secure, how long we keep it for, and what to do if you want to change or query something.
Any questions regarding this policy should be sent by email to the SAP administrator firstname.lastname@example.org; or in writing to:
C/o Jon Cameron
University of Aberdeen
AB24 3UB, UK
Who are we?
Why do we collect personal information?
The SAP collects and uses information for three broad purpose
- Society Membership: including maintaining an up-to-date record of membership and contacting members with society news.
- Funding and grant applications. Part of SAP’s purpose is to promote applied philosophy. Applications from members for funding require contact details in order to manage the application and, if successful, to enable the provision of funds.
- SAP Annual conference: including conference registration and provision of accommodation at conference; personal details of plenary speakers for whom we book flights and accommodation.
What type of information do we collect?
The personal information that we collect is primarily contact details necessary to facilitate and manage membership, funding applications (and payment), and conference registration. Much of this information, such as facts about an individual’s institutional affiliation, or their institutional address, are already in the public domain.
In the case of membership and conference registration, no financial information is acquired or processed by the SAP, as payments are made via Paypal.
In the case of some types of funding application (e.g., for postgraduate bursaries) information about other kinds of financial support may be requested. In cases where financial awards are made to an individual details of a personal bank account may be required for the purposes of effecting payment of funds.
What is the legal basis for processing your personal data?
Our lawful basis for processing your general personal data under article 6 of GDPR is: “Processing necessary for the performance of a contract with the data subject or to take steps to enter into a contract”. The SAP will collect and use your personal data:
- When you apply for membership of the SAP, so that we can provide members’ information, benefits, and, if appropriate, subscription to the Journal of Applied Philosophy.
- When you apply for funding from the SAP so that we can process your application, confirm transaction details (typically via email) and, if successful, to enable transfer or payment of funds.
- When you register for the SAP annual conference so that we can process your application, arrange accommodation, and provide information.
- In the case of contacting SAP members with information (e.g, via the SAP news email) the lawful basis is the data subject’s consent, provided by opting in to receive communications from the SAP.
Who has access to your information?
The SAP requires access to personal information such as name, address, phone and email details in order to process your membership, or to enable applications for, or payment of, funds.
Membership information and conference registration information is processed by the society administrator. No financial information is obtained or processed.
Information regarding funding and grant applications is used by members of the SAP executive committee to make funding and grant decisions.
Information necessary to pay funding or grants is processed by the Society Treasurer. In the case of individual grants, personal bank details are shared with our bank (under their secure encryption protocols) in order to make payment of grants.
We do not share your information with third parties.
How to access and update your information
The accuracy of your information is important to us. For grant applications, and funding applications, given that these are processed in a short period of time, there is unlikely to be any need to revise or update details.
Personal information pertaining to membership is stored, and may need to be updated. If you change your address or contact details (e.g, the email address) please email email@example.com
You have the legal right to ask for a copy of the information the SAP hold about you (though, as noted, the information in most instances will be contact details). If you have reason to make a subject access request please email firstname.lastname@example.org.
Security precautions in place to protect the loss,
misuse or alteration of your information
Non-sensitive details (your email address etc.) are transmitted normally over the Internet or by email, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.
Once we receive your information, we make our best effort to ensure its security on our systems with information only accessible to those with a need to access such information for the purposes of processing the relevant transaction.
Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
If there are security breaches that pertain to your personal data that would result in a high risk to the rights and freedoms of you as an individual, then we will contact to alert you to the situation (and, if legally appropriate, notify the Information Commissioner’s Office).
How long do we keep your information?
Membership contact details are stored for the duration of membership. They are not stored once membership is revoked.
The names of individuals to whom payments (of expenses, grants or funding) are made are matters of permanent record, being registered in the Society’s annual accounts as held by the Charity Commission. By default, individual banking details (including details of specific individual payments) are retained by our bank indefinitely. This information can be accessed only by the Society Treasurer, in line with security protocols for access to the Society’s bank account. Requests to delete personal banking information should be addressed to the Society Treasurer, via the contact details above, who will be able to make deletions once the annual accounts that include the relevant transaction have been audited and accepted by the Charity Commission.
Conference registration details are stored for 3 years in case of complaints or disputes about conference provision, accommodation and are then deleted.
How to make a complaint?
To exercise all relevant rights, queries or complaints please in the first instance contact please email email@example.com or contact us at the address at the start of this text.
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
Review of this Policy
This Policy was last updated in May 2018.