Privacy Policy

Privacy Policy

The Society for Applied Microbiology (SfAM) is a Registered Charity in England and Wales no. 1123044 and Company limited by guarantee no. 6462427.

Personal Data that we collect

SfAM Collects data to operate membership services and benefits and to produce published materials

The types of personal information we collect may include your:

  • Title
  • First name
  • Surname
  • Date of birth
  • Qualifications
  • Home and work contact details
    • Telephone
    • Fax
    • street address
    • email address
    • credit card details or bank details
  • Employment details
    • Your job title
    • areas of interest/expertise
    • job function

SfAM collects data at sign up for membership communications purposes, SfAM events marketing and interaction with our services via our website, publishing platforms (via third parties) and the applications of grants and funding.

Generally, SfAM collects personal information directly from you. For example, we collect personal information when you:

  • Deal with THE Society Office in person, by telephone, letter, fax or email
  • Fill out and submit a Membership Application form
  • Submit any other information in connection with your application for membership or the purchase of products and services
  • Make an enquiry via a web form
  • Apply for a grant
  • Register to attend an event

How we use Personal Data

SfAM’s policy is not to disclose any personal information that we hold on you to any unrelated third party, except where you have given your express consent for us to do so or where required by law.

The main uses of data at SfAM is to administer our activities, services, grants and bursaries.

Processes that we undertake are:

  • Applying and administering grants
  • Joining the society and receiving benefits
  • Attending events
  • Receiving communications from our communications channels (including social media)

Data collected for the application and administration of grants are held under multiple legal basis’ firstly upon making an application you are entering a contract where the data you are providing is used to process the application, without this data the organisation will be unable to process the application. Upon award of the grant a data is retained under legitimate interest and as a historical record.

For membership the legal basis is a contract for us to provide you with membership services and benefits, any data that is not required for us to deliver this will be clearly highlighted and governed by consent, which you are entitled to revoke at any time.

Data collected from events is limited to data required to ensure that you are informed of your attendance and any comfort requirements are taken into consideration. Additional marketing and survey communications will be governed by consent.

Communications from the Society are managed by consent except for communications that are required for the management of your membership.

Arrangements are occasionally made with suppliers of goods and services (such as other scientific societies for their mailings to be sent to members). All material is carefully vetted, and the mailing list is never released to third parties. SfAM may use your email address for notifying you about services, events or activities of relevance to you. If you tell us that you do not wish us to use your personal information for a purpose, we will not do so.
 
Email addresses of people who place electronic orders with SfAM are used for reply purposes only unless specifically stated otherwise. We also collect email addresses from people who subscribe to our email lists. If you do not want to receive email from us in the future please let us know by modifying your member profile <URL> or sending an email to communications@SfAM.org.uk.
 
Personal information collected on this website will be used only for the purpose stated (such as the processing of grant applications) and such information will be held for as long as necessary to fulfil the stated purpose. Personal data collected during the process of membership application will be kept indefinitely, in a secure database, for the purpose of lapsed membership campaigns.
 

Reasons we share Personal Data

To deliver benefits and services we will partner with organisations that adhere to the legislation within the EEA, in the event were some services are not able to meet the new higher standards then we will wind down or break the contracts were possible.

Services we use and share data with:

  • Survey Monkey – Events
  • iMIS - Memberships
  • Eventbrite – Events
  • DocuSign – Awards
  • Google Analytics – Service tracking
  • Wiley - Publishers
  • Office365 – Operations and communications
  • Social Media platforms
    • Twitter
    • Facebook
    • LinkedIn

How to access & control your personal data

To view and/or amend your membership data you can log into the members area for marketing and communications email you can contact communications@SfAM.org.uk to have your details removed.

Retention of data

SfAM will only retain data indefinitely in the following circumstances:

  • When it is of scientific or historical value
    • In the event of awarding grants
    • Membership held dates
  • Minimal data to ensure that your rights are upheld
    • In the right to be forgotten or removal from communication lists we may retain some information as a record of completion of the request or to ensure that your mail is actively excluded
  • If there is a legal basis for it retention

Tracking and Data collection technologies

The SfAM website uses both ‘First Party Cookies’, which are set by the SfAM website, and ‘Third Party Cookies’, which are set by another service e.g. Google Maps. We’ve listed all cookies below, with more information about why we use them and how long they last.

Third Party Cookies not set by the SfAM website

Google Analytics

The cookies in the table below are set by the Google analytics tool for improving service which allows the SfAM website to accurately estimate the number of visitors to the website, volumes of usage and ensure that the SfAM website is available and that SfAM understands what you want to use.

Name

Purpose

Content

Expires

 _utma

Determines unique visitors to the SfAM site

A random generated number

2 years

 _utmb

Works with _utmc to calculate the average length of time that visitors spend on the SfAM site

A random generated number

30 minutes

 _utmc

Works with _utmb to calculate when you close your browser

A random generated number

When you close your browser

 _utmz

Tells us how you reached the SfAM site i.e. via a link, via social media, from a Google search, etc.

A random generated number and information on how the site was reached

6 months

 

You can opt out of Google Analytics cookies by visiting this page on Google.

ISSUU

ISSUU is the service we use to bring you the flippable .pdf version of our quarterly magazine, Microbiologist.

Name

Purpose

Content

Expire

MC

Shows Microbiologist online edition

Alphanumeric piece of text

18 months

iutk

Shows Microbiologist online edition

Alphanumeric piece of text

10 years

 
YouTube

We use YouTube to provide videos on our website.

Name

Purpose

Content

Expire

VISITOR_INFO1_LIVE

YouTube video if shared

A random generated number

9 months

PREF

Stores YouTube video preferences 

A random generated alphanumeric piece of text

10 years

Use_hitbox

Stores YouTube video preferences 

A random generated alphanumeric piece of text

When you close your browser

YSC

Stores YouTube video preferences 

A random generated alphanumeric piece of text

When you close your browser

 
Google Maps

Sometimes we embed a Google Map in one of our pages to show you where something is.

Name

Purpose

Content

Expire

Snid

Used by Google Maps to store user preferences and information when viewing pages

Alphanumeric piece of text

6 months

Sid

Used by Google Maps to store user preferences and information when viewing pages

Alphanumeric piece of text

When you close your browser

Sapisid

Used by Google Maps to store user preferences and information when viewing pages

Alphanumeric piece of text

When you close your browser

Apisid

Used by Google Maps to store user preferences and information when viewing pages

Alphanumeric piece of text

When you close your browser

Ssid

Used by Google Maps to store user preferences and information when viewing pages

Alphanumeric piece of text

When you close your browser

Hsid

Used by Google Maps to store user preferences and information when viewing pages

Alphanumeric piece of text

When you close your browser

Nid

Used by Google maps to store user preferences and information when viewing pages

Alphanumeric piece of text

6 months

Pref

Used by Google Maps to store user preferences and information when viewing pages

Alphanumeric piece of text

1 year

 
Microsoft.com

The following cookies are used when you submit a form using 'captcha' (usually you enter some random letters or a word) to verify that you are a human being.

Name

Purpose

Content

Expire

MS0

Captcha 

Alphanumeric piece of text

30 minutes

MC1

Captcha 

Alphanumeric piece of text

3 years

Viewkey

Captcha 

Text value

Persistent 

WT_NVR

Captcha 

Alphanumeric piece of text

Persistent 

WT_NVR_RU

Captcha 

Alphanumeric piece of text

Persistent 

omnilD

Captcha 

Alphanumeric piece of text

1 year 

WT_FPC

Captcha 

Alphanumeric piece of text

Persistent 

A

Captcha 

Alphanumeric piece of text

2 years

 

Payment and bank details

Any information provided by you in connection with a Direct Debit payment or transaction regarding your credit or debit card numbers, expiry date and billing or delivery address will be used by us to process the transaction.
 
Credit card details are not stored on our servers but are securely stored on the payment gateway – SagePay - employed by SfAM.
 
Bank details may be collected during the grant application process to ensure rapid payment is made to successful applicants. This information will be held for as long as necessary to fulfil the stated purpose, and then permanently deleted.
 
SfAM (or its committee members/representatives) may, from time to time, email you with additional information considered to be relevant to your professional/scientific interests, but only to those who have given their agreement to receiving such communications.
 

Security

Information that you supply to SfAM is transmitted and stored with industry standard encryption with the exception of email, which is dependent on factors outside of the control of SfAM. Our technical infrastructure and those of our third parties comply with information security best practice as detailed in the ISO27001 standard. Our business practices are audited at least once a year and we instigate a continual improvement cycle reviewing in place policies and procedures.