Privacy Policy

This policy applies to information we collect when you choose to use this website, and also to personal information which we process further to supplying services to you.

We take your privacy very seriously and we ask that you read this privacy policy carefully as it contains important information on the personal information we collect about you; what we do with your information and who your information might be shared with.

This website is owned by Ethical Board Group Ltd, 34 South Molton Street, Mayfair, London, W1K 5RG

Who we are

Ethical Board Group Ltd (‘we’ or ‘us’) are a ‘data controller’ for the purposes of the Data Protection Act 1998 and as of 25 May 2018, the General Data Protection Regulation (‘GDPR’) (as applicable the “Legislation”) where we control the purposes for which we process your personal information.

Any questions about our data protection policy or how we handle your personal data should be addressed to Ethical Board Group Ltd (see ‘Contact’ information below).

What information do we collect?

Personal information provided by you

We collect personal information about you (such as your name, address and contact details) when you request further information on our services, when you register to use our site, subscribe to our service or post material.

We also ask for your Work details, such as job title and company name.

If you join our subscription service, we will collect your log in details, such as username and password, and payment details, such as your bank account and payment card information

Personal information about other individuals

If you give us information on behalf of someone else, you confirm that either;

(1) the other person has a contractual relationship with you and knows that you will be transferring their personal data to us for specific purposes and/or

(2) s/he 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 processing of his/her sensitive personal data (as listed below).

Use of cookies

A cookie is a small text file which is placed onto your computer (or other electronic device) when you use our website. We use cookies on our website.

Where applicable, this website uses a cookie control system allowing you on your first visit to the website to allow or disallow the use of cookies on your computer/device. This complies with recent legislation requirements for websites to obtain explicit consent from users.

For example, we may monitor how many times you visit the website, which pages you go to, traffic data, location data and the originating domain name of a user’s internet service provider, to improve the user’s experience whilst visiting the website, and better understand how you use it.  This information helps us to build a profile of our users. Some of this data will be aggregated or statistical, which means that we will not be able to identify you individually.

You can set your browser not to accept cookies and the websites below tell you how to remove cookies from your browser. However, some of our website features may not function as a result.

For further information on our use of cookies, including a detailed list of your information which we and others may collect through cookies please see our Website Cookie Policy.

For further information on cookies generally visit www.aboutcookies.org or www.allaboutcookies.org.

How will we use the information about you?

We collect information about you so that we can:

  • provide the information or service requested – for example, delivering magazines to your correct address, providing access to our digital content, notifying you of changes to our services and dealing with customer services queries.
  • notify you of any changes to our website or to our services that may affect you
  • improve our services and user experience – we need to make sure that our products and services work as they should.
  • process your subscription payment – we, along with our authorised payments processors, securely process your payment information to take payments, give refunds and to detect and prevent fraudulent activity.

Who your information might be shared with

We may disclose your personal data to:

  • employees within our group
  • our agents, associates and service providers
  • law enforcement agencies in connection with any investigation to help prevent unlawful activity

Keeping your data secure

Our staff and associates are bound by obligations of confidentiality and trained in the protection of personal data.  We comply with the Legislation and use the appropriate technical and organisational measures necessary to safeguard your personal data.  We only share your personal data with third parties who also comply with the Legislation.

While we will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that is transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us (see ‘How can you contact us?’ below).

We only send your data outside the EEA where we have in place a legal agreement which complies with the Legislation.

What can I do to keep my information safe?

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

External Links

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Retention Periods

We store personal data for as long as your account is active in order to allow you to continue accessing our content, products and services.

For regulatory reasons we are required to retain accounting records for seven years.

If you become inactive and are not a subscriber, we may delete elements of the information associated with your account.

It may be necessary for us to keep your personal information for longer periods of time, for example:

  • If there is a statutory requirement to retain it
  • If we require the information for legal reasons or there is a legitimate business need for us to retain it
  • To ensure we do not contact you if you have asked us not to

What rights do you have?

The GDPR provides the following rights for individuals whose personal data is processed:

  1. The right to be informed
  2. The right of access
  3. The right to rectification
  4. The right to erasure
  5. The right to restrict processing
  6. The right to data portability
  7. The right to object to processing
  8. Rights in relation to automated decision making and profiling [(We do not carry out automated decision making and profiling)]

Right to access – i.e. to request a copy of your information

You can request a copy of your information which we hold (this is known as a subject access request). If you would like a copy of some or all of it, please write to us or email us using the information provided in ‘Contact’ below and:

  • let us have proof of your identity (a copy of your driving licence or passport); and
  • let us know what information you want.

Right to correct any mistakes in your information

You can require us to correct any mistakes in your information which we hold free of charge. If you would like to do this, please:

  • email or write to us (see ‘How can you contact us?’ below)
  • let us have enough information to identify you
  • let us know the information that is incorrect and what it should be replaced with.

Right to remove your details from our records or restrict how we use your information

You can ask us to stop contacting you for particular purposes or remove your information completely from our records.  There may be a legal reason why we need to keep your personal data and, in that circumstance, we will destroy your personal information as soon as we are legally entitled to do so.   If you would like us to stop contacting you with information about our services, please:

  • email or write to us (see ‘How can you contact us?’ below). You can also click on the ‘unsubscribe’ button at the bottom of the email and/or newsletter
  • let us know what method of contact you are not happy with if you are unhappy with certain ways of contacting you only (for example, you may be happy for us to contact you by email but not by telephone).

Right to lodge a complaint with the Supervising Authority

If you have any concerns or complaints about how we use your personal data we hope you will alert us to these directly (see the Contact information below).  If you are still unhappy you are entitled to complain to the Information Commissioners Office (ICO) which is the supervising authority in the UK. Their contact details and the procedure can be found at www.ico.gov.uk

How to contact us

Please contact Ethical Board Group Ltd, if you have any questions about this privacy policy, the information we hold about you, or any other matter.

You can send an email to info@ethicalboard.com or write to us at Ethical Board Group Ltd, 34 South Molton Street, Mayfair, London, W1K 5RG.

Changes to the privacy policy

We may change this privacy policy from time to time. You should check this policy occasionally to ensure you are aware of the most recent version that will apply each time you access this website or use our services. If changes are significant, we may choose to notify you by email or to clearly indicate on our home page that the policy has been updated.

ETHICAL BOARD GROUP LTD

[22 May 2018]