PSI Privacy Policy

Statisticians in the Pharmaceutical Industry Limited (PSI) PRIVACY NOTICE

 

Statisticians in the Pharmaceutical Industry Limited is committed to protecting and respecting your privacy. We take your privacy very seriously and we ask that you read this Privacy Notice carefully as it contains important information on:

  • the personal data we collect about you.
  • how we look after your personal data when you visit our website (regardless of where you visit from).
  • with whom your personal data might be shared; and
  • your privacy rights and how the law protects you.

 

WHO WE ARE

 

Statisticians in the Pharmaceutical Industry Limited is a private limited company

incorporated and registered in England and Wales with company number 4634899 and whose registered office address is at St James House, Vicar Lane, Sheffield S1 2EX, United Kingdom.

 

This Privacy Notice is issued on behalf of Statisticians in the Pharmaceutical Industry Limited so when we mention “PSI,” “we,” “us” or “our” in this Privacy Notice, we are referring to the relevant company in the group responsible for processing your personal data.

 

Statisticians in the Pharmaceutical Industry Limited is the controller and responsible for personal information obtained through our website – enter web address, by phone, email, in letters and other correspondence or in person.

 

PERSONAL DATA WHICH WE COLLECT

Personal data provided by you.

We collect personal data about you when you:

  • Register as a Member.
  • Renew your membership.
  • Register for an Event/training.
  • Purchase or make payments for any products and services.
  • Contact us through our website.
  • Sign up to receive our newsletter.
  • Complete customer feedback or surveys.

 

The personal data collected in the above manner may include your:

  • Full name.
  • Postal address.
  • Email address.
  • Telephone number.
  • Gender.
  • Nationality.
  • Payment details.
  • Reservation and/or booking details.
  • Dietary requirements.
  • Access needs.
  • Passport information if required.
  • image and/or voice captured through photography, filming, videotaping, and/or audio recording.

Personal data provided by third parties

We may receive information about you from other sources (such as event reservation providers), which we will add to the information we already hold about you in order to help us improve how we provide our services to you.

 

Special categories of personal data

The only special category personal data which we collect from you from time to time via our website is health information. For example, you may ask you to provide us with allergen information so that we can cater appropriately for you and/or access requirements so that we can facilitate appropriate access to the event/venue where we are operating. We will only collect that special category personal data with your explicit consent.

 

Personal data about other individuals

If you give us information on behalf of someone else, you confirm that the other person has appointed you to act on his/her behalf and has agreed that you can:

  • give consent on his/her behalf to the processing of his/her personal data.
  • receive on his/her behalf any data protection notices.
  • give consent to the transfer of his/her personal data outside the European

    Economic Area; and

  • give consent to the processing of their special category personal data (further details relating to special category personal data is detailed below).

 

HOW WE USE YOUR PERSONAL DATA

Overview

We collect information about you so that we can:

  • Identify you and manage your membership.
  • Manage your event bookings and ensure that we can provide you with a personalised and memorable experience with us.
  • Process any orders for Products and Services you make with us.
  • Assist you with your queries in relation to our organisation.
  • Review any job applications you submit to us.
  • Review any papers, submissions, competition, or prize draw entries.
  • Conduct research, statistical analysis, and behavioural analysis.
  • Carry out customer profiling and analyse your purchasing preferences (although this is only ever done in an anonymised manner and will not identify you specifically).
  • Detect and prevent fraud.
  • Notify you of any changes to our website or to our services that may affect you; and

 

In addition, we may directly collect analytics data, or use third-party analytics tools and services, to help us measure traffic and usage trends for the website service generally.

 

 

 

Marketing

We will only send you marketing messages when you click to subscribe on our website or tick the relevant consent box when you provide us with your personal data. If you have consented to such receive marketing from us, you can opt out at any time by using the unsubscribe function on each of our emails or by contacting us directly through the Contact Us section of this website.

 

WHEN WE MIGHT SHARE YOUR DATA WITH THIRD PARTIES

We do not, and will not, sell any of your personal data to any third party – including your name, address, email address or payment card information. We want to earn and maintain your trust, and we believe this is essential in order to do that.

 

As an essential part of being able to provide our services to you, we do share your data with the following categories of third parties:

  • service providers that help us to get any purchases which you make through our website to you, such as delivery companies, payment service providers.
  • service providers that provide reservation systems for event venues.
  • service providers that help us to run our business such as marketing agencies, website hosting providers, website developers, email, and newsletter distributors.
  • professional advisers including lawyers, bankers, auditors, and insurers who provide advice to us when we require it.
  • law enforcement agencies in connection with any investigation to help prevent unlawful activity; and

 

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. If you would like any more information about the third parties which we work with to provide our services to you, please contact us on the contact details provided later in this Privacy Notice.

 

In addition, when attending events, attendees’ names and company names will be shared with delegates and speakers unless you explicitly request otherwise.

 

 


LEGAL BASIS WE USE FOR PROCESSING YOUR INFORMATION

GDPR requires us to rely on one or more lawful bases to use your personal information. We consider the bases listed below to be relevant:

 

PSI uses the data collected to provide, maintain, protect, and improve the overall quality of its services. Data collection is also meant to protect PSI and their users. PSI does not collect more data than is necessary to fulfil such purposes.

 

In addition to creating contact profiles, PSI uses your data for the following purposes and for which you give your consent:

 

Bookings: The Contact Profiles are stored in a database as a reference document to be consulted each time a booking is to be made. When a booking is made, PSI creates a booking code that contains all of the personal data along with the booking information that is needed to fulfil your request and to fulfil regulatory requirements for certain destinations. To make bookings, PSI might need to transfer personal data to various third-party travel suppliers (such as airlines, hotels, car rental companies, online booking tool companies, safety and security tracking providers and computer booking systems) within your home country or in another country where you may be traveling and often also to government bodies for certain destinations. 
Legal basis: Contract.

 

New products and services: With the goal of improving services and based on the data given to PSI, we may send you additional information related to your current or future event(s) and/or trip(s). An example might be a list of restaurants near a specific hotel in the destination city or parking facilities at the departure airport.

Legal basis: Legitimate interest

 

Promotion and marketing: PSI may use your data to personalise your experience on the PSI website by presenting advertisements that are more relevant to you, to send you marketing communications that we believe may be of interest to you, including information about our services, case studies, thought leadership or whitepapers, blog updates, etc. PSI may use your data for promotion and marketing purposes for PSI current or prospective clients and/or third parties in this industry. PSI may use your data to personalise your experience on the event website by presenting advertisements that are more relevant to you, and to send you marketing communications as chosen by you in the registration process. PSI may use the data to analyse trends in order to propose other services to its clients, such as new events or other services.

Legal basis: Consent

 

Statistical analysis related to websites: PSI, or third parties instructed by PSI, evaluate this data purely for statistical purposes and only in an anonymised form, in order to optimise PSI’s website and increase user-friendliness, efficiency and safety. PSI may in particular use technical data to measure the success of PSI marketing campaigns, compile statistics about PSI website usage and response rates, and use aggregated personal data calculate the percentage of PSI users who have a particular telephone area code.

Legal basis: Consent

 

Events:

PSI uses the data collected for event registration to provide, maintain, protect, and improve the overall quality of its services. PSI does not collect more data than is necessary to fulfil such purposes.

Legal basis: Consent

 

HOW WE ASK FOR CONSENT

In those cases where we need your consent to hold and process your personal data, we will ask you to check a box on any form requiring consent (except when subscribing to our newsletter via our website, when we will ask you to click on subscribe). By checking these boxes, you are confirming that you have been informed as to why we are collecting the information, how this information will be used, for how long the information will be kept, who else will have access to this information and what are your rights as a data subject (all of which is set out in this Privacy Notice).

 

HOW WE KEEP YOUR PERSONAL DATA SECURE

To protect your information, we have policies and procedures in place to make sure that only authorised personnel can access the information, that information is managed and stored in a secure and sensible manner, and all systems that can access the information have the necessary security measures in place.

All employees, contractors and sub-contractors receive the necessary training and resources to ensure they understand their responsibilities in relation to all of our policies and procedures.

 

In additional to these operational measures, we also use a range of technologies and security systems to reinforce the policies and procedures, including ensuring that:

  • access to personal data is strictly restricted to those who need to access this information as part of their role.
  • we store your personal data on secure servers and unauthorised external access to personal data is prevented.
  • information used for reporting and/or customer profiling purposes is anonymised (so that it does not identify you).
  • we store your personal data on the M365 platform.

 

To make sure that these measures are suitable, we run vulnerability tests regularly. Audits to identify areas of weakness and non-compliance are routinely scheduled.

 

HOW LONG WE KEEP YOUR PERSONAL DATA FOR

We shall only retain your information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

 

If you would like more information about how long we retain specific types of your information, please contact us on the contact details provided later in this Privacy Notice.

 

TRANSFERS OF YOUR DATA OUTSIDE THE UK

All information you provide via our website is stored on our secure servers in the UK. If any data that we collect from you is transferred to, or stored at, a destination outside the UK at any time, we will update this Privacy Notice accordingly.

 

YOUR RIGHTS

The right to access information we hold about you

At any point you can contact us directly through the Contact Us page on the website to request the information we hold about you as well as why we have that information, who has access to the information and where we got the information. Once we have received your request we will respond within 30 days.

 

 

 

The right to correct and update the information we hold about you

If the information we hold about you is out of date, incomplete or incorrect, you can inform us and we will ensure that it is updated or you can log into the members area and update your details and preferences.

The right to have your information erased

If you feel that we should no longer be using your information or that we are illegally using your information, you can request that we erase the information we hold. When we receive your request, we will confirm whether the information has been deleted or tell you the reasons why it cannot be deleted.

 

The right to object to processing of your information

You have the right to request that we stop processing your information. Upon receiving the request, we will contact you to tell you if we are able to comply or if we have legitimate grounds to continue. If data is no longer processed, we may continue to hold your information to comply with your other rights.

The right to ask us to stop contacting you with direct marketing

You have the right to request that we stop contacting you with direct marketing that is outside what is considered reasonable for a membership body to offer member benefits and to ensure good governance of the membership body.

The right to data portability

You have the right to request that we transfer your information to another controller. Once we have received your request, we will comply where it is feasible to do so.

For your security we may need to verify your identity before we process your instructions above.

 


COOKIES AND TRACKING

Use of cookies

A cookie is a small text file which is placed onto your device when you access our website. We use cookies on this website to:

  • recognise you whenever you visit this website
  • obtain information about your preferences, online movements, and use of the internet.
  • carry out research and statistical analysis to help improve our content, products, and services and to help us better understand our customer requirements and interests; and
  • make your online experience more efficient and enjoyable.

 

In most cases we will need your consent in order to use cookies on this website. The exception is where the cookie is essential in order for us to provide you with a product or service you have requested.

Consent to cookies

If you visit our website when your browser is set to accept cookies, we will interpret this as an indication that you consent to our use of cookies and other similar technologies as described in this Privacy Notice. If you change your mind in the future about letting us use cookies, you can modify the settings of your browser to reject cookies or disable cookies completely.

Description of cookies

The text below provides some information on the cookies which we use on our website:

 

Strictly necessary cookies

What it does?

Remembers that a user is logged in while navigating during the logged in session.

No personal data is stored within this cookie – it is a simple flag to say that they have logged in.

 

Why is it used?

So that a user does not need to log in every time they link from one page to another within the site.

 

How long does it last?

One browser session.

 

Analytical / performance cookies

What it does?

These cookies are used to understand visitor interactions with our website.

No personal data is stored within this cookie – any information used for analysis is anonymised.

 

Why is it used?

So that we can understand volumes of visitors to our website and their behaviour through the site.

 

How long does it last?

The timeframes for these will vary but at the most, these cookies will last for 2 years. For more information, please contact us on the contact details provided later in this Privacy Notice.

 

Functionality cookies

What it does?

These cookies contain information about the shopping cart and allows our third-party shopping cart provider to know when the shopping cart changes.

No personal data is stored within this cookie – the cookie simply recognises changes to the shopping cart.

 

Why is it used?

So that when you add or remove items from the shopping cart, it automatically updates for you.

 

How long does it last?

One browser session.

 

Turning off cookies

If you do not want to accept cookies, you can change your browser settings so that cookies are not accepted. If you do this, please be aware that you may lose some of the functionality of this website. For further information about cookies and how to disable them please go to the Information Commissioner’s webpage on cookies: www.ico.org.uk/for-the-public/online/cookies.

 

TAKE CARE WHEN LINKING TO OUR SOCIAL MEDIA SITES

Our website provides links to our social media sites. Once on any of these social media sites, please take care if you choose to post any information as this will be on a public domain and may be widely accessible. If you would like more information about how any information posted on these sites will be used, please read the sites’ privacy notice carefully.

 

CONTACTING US

If you have any queries about this Privacy Notice, need further information about how PSI will use your personal data or wish to lodge a complaint, please contact us by any of the following means:

  • phone us on: 01625 469086 
  • email us at: admin@psiweb.org
  • write to us at: St James House, Vicar Lane, Sheffield S1 2EX
  • contact us using our Contact Us page on the website.

 

You also have the right to lodge a complaint with the Information Commissioner’s Office directly. Further information, including contact details, is available at www.ico.org.uk.

 

CHANGES TO THIS PRIVACY NOTICE

We may change this Privacy Notice from time to time. You should check this Privacy Notice occasionally to ensure that you are aware of the most recent version that will apply each time you access the website.

 

If we have made any changes to this Privacy Notice which affects the manner in which we use your personal data, we will contact you by email to inform you of this change.

 

This Privacy Notice was last updated on 4th December 2024

 

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