This privacy statement tells you who we are and what to expect when the IAPT collects personal information from both Members and non-members. This is in light of the General Data Protection Regulation (GDPR), which was adopted by the European Parliament in April 2016 and will become enforceable on the 25 May 2018. GDPR regulates how organisations obtain, use, store, and destroy personal data.
We have reviewed, and will continue to assess, all our processes in the handling, processing and storage of all personal data that we collect to maintain your relationship with the Association. We are committed to maintaining the highest standards when collecting and using personal information, and we encourage people to bring it to our attention if they think our collection or use of information is unfair, misleading or inappropriate. We also welcome any suggestions for improvement in our procedures.
IAPT is dedicated to organismal biodiversity extending to recognition, organisation, evolution, and naming of plants, fungi and algae, both living and fossil. To those wishing to be at the forefront of these issues, membership in IAPT will be rewarding. The IAPT maintains the International Bureau for Plant Taxonomy and Nomenclature, and engages in a wide range of activities consistent with its focus.
Why we collect personal information
We collect personal information to maintain and enhance your membership. We use this to send out information about events, and other material linked to the activities of IAPT and for which you have chosen to become a member. This information is needed to provide access to our journal TAXON either in print or/and in digital version.
The types of personal information that we collect derive primarily from the two application forms members complete when they apply for membership. These are the Membership Application Form and Student Application Form and they can also be collected online.
Membership Application Form
The Society asks applicants for their title, full name, year of birth (optional), address (both postal and e-mail) and areas of interest in relation to taxonomy. These data are kept in perpetuity for historical and archival purposes of IAPT.
This form is divided into four sections:
Personal details: These are title, name, address, postcode, email address and telephone. These are needed to maintain your membership and are stored on a secure database hosted on servers based in the office.
Membership details: Here you choose your membership category and if you want access to the electronic journals.
Payment details: This is where you provide us with your card details so that we can deduct your first annual contribution. You can either pay by direct debit or pay via a secure area on our website.
All the information above is collected to maintain your Membership in IAPT and so the legal basis for collection of this information is “legitimate interests”.
We will not share any personal data with third party organisations for marketing purposes, but outsource functions for which we do not have the necessary internal capacity. We share your email address with a third party organisation to provide you with TAXON and the email newsletter to inform you of our events. We will not pass on your data to any other third party organisation. We will always ensure that stringent protection applies to any personal information that is transferred outside the European Economic Area.
For those members who have opted for access to the online Journals as part of your membership, your email address is shared with our publishers so that they can communicate with you in relation to access the online journal.
You also have the right to view and ask us to edit or delete all the information that we hold on you. However if you ask us to delete all of your information, the IAPT will not be able to maintain your membership as it will not be able to honour its obligation to you as a member.
The IAPT research awards grants for scientific work related to taxonomy. Applications for grants include personal information such as name, address and email. All grant applications will be kept securely within the IAPT until decisions are made on awards, after which time personal information for all unsuccessful candidates will be destroyed. Information on successful applicants will be kept for historical purposes.
Bank details for successful candidates will be destroyed as soon as payments from IAPT to them are confirmed.
We strive to make sure that our Membership is consistently up-to-date with the news, events and improvements happening. To this end, there are a number of ways we normally stay in contact.
Information regarding Membership
Surveys: In order to help improve our services IAPT will occasionally send out surveys to our Membership.
Event invites: Occasionally we have events that we believe certain Members would benefit from attending. Therefore we sometimes send out personal invites; these are only for our day meetings, special events and regional lectures.
Your data’s journey through IAPT
IAPT is a scientific and historical body and is therefore allowed to further process your personal data for archiving activities and maintenance of IAPT historical records. It is sincerely hoped that you will agree for your personal data to be further processed in this way. This however does not mean that your “right to be forgotten” is taken away. Under the terms of the GDPR you have a right to request at any time a copy of the data we hold about you by using a subject access request to the Data Protection Officer.
Please note that some personal information from deceased members will be securely stored for historical and archive purposes.
25th of May 2018
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