British Journal of Anaesthesia

 Privacy Notice

 

  1. Introduction

 

  • Who we are. We, British Journal of Anaesthesia, (Address: Professor DG Lambert, Department of Cardiovascular Sciences, Leicester Royal Infirmary, Infirmary Square, Leicester, LE1 5WW), are the Data Controller. Our Data Protection Lead is the BJA Governance Director.  If you have any questions around your personal information, please email [email protected] The business of the British Journal of Anaesthesia is carried out in collaboration with several partners.  Most personal information is held by our partners.

 

  • This privacy notice sets out the basis on which any of your personal information we collect from you or third parties, or that you provide to us, will be processed by us (including if you are an employee or third party personnel such as a contractor or consultant). Please read the following carefully to understand our practices regarding your personal information and how it will be treated.

 

  1. How and when we collect your personal information

 

If you are a subscriber, grant applicant or other individual interested in the BJA

  • We collect and process personal information when you:
    • visit our website (including when registering/subscribing on our site, leaving any reviews or comments, or filling in forms on our site, such as when you sign up for newsletters);
    • subscribe to any of our services;
    • attend our events (including when your badge is scanned at one of our events); or
    • contact us.

 

  • We may also collect information about you from third party sources, such as from your use of other websites which we operate and from related third parties such as sub-contractors.

 

If you are an employee or third party personnel such as a contractor or consultant of the BJA

  • We may collect your personal information
    • Directly from you: For instance when you first apply for employment or if you otherwise notify us of a change in personal circumstances.
    • Indirectly from you: For instance when you complete certain transactions which are logged for our purposes (e.g. when you attend an internal training course or make a staff travel booking).
    • From third parties: For instance, recruitment agencies, or government agencies.

 

  1. What personal information we collect from you

 

If you are a subscriber, grant applicant or other individual interested in the BJA

  • We and our third party providers and business partners, may collect and process the following personal information about you which you provide:
    • contact details (such as your name, address, email address and telephone number);
    • demographic information (such as age and/or other information that may identify you as an individual);
    • password and other authentication information;
    • financial and credit card information; and
    • your marketing preferences.

 

  • We will also collect and store your purchase history. We will also collect data regarding your attendance at our events (for example when we scan your badge we can determine that you have attended one of our events).

 

  • If you contact us with a complaint or query, we may keep a record of any phone number used to call our customer service number as well as the correspondence and the period of time it took for us to deal with a query or any request you had. At some of our events, we may photograph, record or film onsite activities. In which case, you may be filmed, photographed or recorded as part of any such activities.

 

  • When you visit our website, we may also collect information from you automatically, for example using cookies and other similar technologies. A cookie is a small file of letters and numbers that we may set on your device. This type of information may include the following:
    • information about your device, operating system and IP address;
    • your login information;
    • browser type and version; and
    • information about your visit on our website, including URL, clickstream (i.e. your journey to, through and from our site), length of visits to certain pages, and page interaction information.

 

  • The cookies we use fall into the following categories:
    • Session cookies: These allow our site to link your actions during a particular browser session. These expire each time you close your browser and do not remain on your device afterwards.
    • Persistent cookies: These are stored on your device in between browser sessions. They allow your preferences or actions across the site to be remembered. These will remain on your device until they expire, or you delete them from your cache.
    • Strictly necessary cookies: These cookies are essential for you to be able to navigate the site and use its features. Without these cookies, the services you have asked for could not be provided.
    • Performance cookies: These cookies collect information about how you use our site, e.g. which pages you go to most often.
    • Functionality cookies: These cookies allow the site to remember the choices you make (such as your user name, language, last action and search preferences) and provide enhanced, more personal features.

 

  • If you do not wish for cookies to be installed on your device, you can change the settings on your browser or device to reject cookies. For more information about how to reject cookies using your internet browser settings please consult the “Help” section of your internet browser (or alternatively visit http://www.aboutcookies.org). Please note that, if you do set your internet browser to reject cookies or otherwise withdraw your consent in relation to cookies, you may not be able to access all of the functions of the site.

 

If you are an employee or third party personnel such as a contractor or consultant of the BJA

  • We collect various types of personal information about you. This may include the following categories of information:
    • contact details (such as your name, address, email address and telephone number);
    • demographic information (such as age and/or other information that may identify you as an individual);
    • password and other authentication information;
    • financial and credit card information;
    • recruitment information (such as CV/resume, notes from interviews, application forms);
    • employment administration and career information (such as employment and career history, photograph, termination details, absence and attendance records, health and safety records, sickness records, accident reports, performance information);
    • location information (where such information is legally permitted to be collected, such as where recorded by electronic card access systems); and
    • other information which you voluntarily provide in the course of employment that it is necessary to hold or use for our business purposes.

 

  1. Purposes for processing your personal information

 

If you are a subscriber, grant applicant or other individual interested in the BJA

  • We may process your personal information for the following purposes:
    • to provide you with the information, products and services you have requested and send you marketing and advertising materials;
    • to authenticate your access to our website;
    • for system administration purposes and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
    • to distinguish you from other users (for example to remember your log-in details);
    • to monitor your use of our website and to improve the user experience and to ensure that content is presented in the most effective manner for you and for your device;
    • to tailor any marketing or advertising so that it is more relevant to you;
    • to notify you of any changes to our services;
    • if you are filmed, photographed or recorded as part of any onsite activities at one of our events, your image or likeness may be used in promotional material, sponsor, exhibitor and media partner coverage in print, online and on broadcast television;
    • for security and fraud prevention;
    • to ensure that our website is safe and secure; and
    • to comply with applicable laws and regulations.

 

If you are an employee or third party personnel such as a contractor or consultant of the BJA

  • The main purposes for which we use your personal information include:
    • workforce planning and recruitment (for example business forecasting, employee assignment planning and budgeting, job advertising, interviewing, selecting and hiring staff);
    • general human resources management and administration (for example employee career development, performance management, compensation and benefits management, administering payroll and benefit arrangements);
    • performance of our business operations (for example carrying out day to day business activities, allowing us to work together and collaborate);
    • promotion/description of the work and activities of the BJA in social media, advertisements, public statements, and announcements
    • security management (for example to ensure the security of our premises); and
    • legal and regulatory compliance (for example to ensure compliance with health & safety requirements and other legal or fiscal obligations, or in connection with litigation or an internal investigation or audit and to ensure compliance with our policies regarding anti-money laundering, bribery and corruption).

 

  1. Legal basis for processing your personal information

 

If you are a subscriber, grant applicant or other individual interested in the BJA

  • We will only process your personal information where we have a legal basis to do so. The legal basis will depend on the purposes for which we have collected and used your personal information. In almost every case the legal basis will be one of the following:
    • Consent: For example, where you have provided your consent to receive certain marketing from us. You can withdraw your consent at any time, including by clicking on the “unsubscribe” link at the bottom of any marketing email we send you.
    • Our legitimate business interests: Where it is necessary for us to understand our customers, promote our services and operate effectively, provided in each case that this is done in a legitimate way which does not unduly affect your privacy and other rights.
    • Performance of a contract with you (or in order to take steps prior to entering into a contract with you): For example, where you have subscribe to our service and we need to use your contact details and payment information in order to process your order and provide the service.
    • Compliance with law: Where we are subject to a legal obligation and need to use your personal information in order to comply with that obligation.

 

If you are an employee or third party personnel such as a contractor or consultant of the BJA

  • We will only process your personal information where we have a legal basis for doing so. Our processing of your personal information is generally because it is necessary for us to do so in connection with your employment contract. In addition, certain processing may be based on your consent (which you have the right to withdraw), or because it is necessary to comply with a legal obligation or to enable us to pursue our legitimate business interests.

 

  1. Where we store your personal information

 

  • The personal information that we collect may be transferred to, and stored at, a destination outside the EEA or the UK, including countries, which have less strict, or no data protection laws, when compared to those in the EEA or the UK.

 

  • Whenever we transfer your information as described in the paragraph above, we will take steps which are reasonably necessary to ensure that adequate safeguards are in place to protect your personal information and to make sure it is treated securely and in accordance with this privacy notice. In these cases, we rely on approved data transfer mechanisms (such as standard contractual clauses) to ensure your information is subject to adequate safeguards in the recipient country. If you are located in the UK or the EEA, you may contact us for a copy of the safeguards which we have put in place to protect your personal information and privacy rights in these circumstances.

 

  1. How we keep your personal information

 

  • We take steps to ensure that the personal information that you provide is retained for only as long as it is necessary for the purpose for which it was collected. After this period it will be deleted or in some cases anonymised. We may also keep a record of correspondence with you (for example if you have made a complaint) for as long as is necessary to protect us from a legal claim.

 

  • Where we have collected the personal information based on your consent and we have no other lawful basis to continue with that processing, if you subsequently withdraw your consent then we will delete your personal information. However, please note that where you unsubscribe from our marketing communications, we will keep a record of your email address to ensure we do not send you marketing emails in future.

 

  1. Security and passwords

 

  • You must keep your password and any other authentication information for our website confidential and secure. If you know or suspect that anyone other than you knows your password or any other authentication information, you must promptly notify us using the contact details found at the top of this Privacy Notice.

 

  • Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted during your use of our website.

 

  1. Disclosing your personal information and personal information held by partner organisations

 

If you are a subscriber, grant applicant or other individual interested in the BJA

  • We may share your personal information with our suppliers, business partners and service providers, for example, where they are helping us to market and advertise our services as well as providing our services to you, listed below.

 

  • British Journal of Anaesthesia provides its journals to the Royal College of Anaesthetists, College of Anaesthetists of Ireland and the Hong Kong College. Journals are mailed direct by our publisher (Elsevier) using personal information of our subscribers.

 

  • British Journal of Anaesthesia solicits peer reviews from specialists relevant to submitted papers. This is done via a standard manuscript tracking application (Editorial Manager) which hold the personal information. Editorial Manager is a sub-processor via Elsevier. British Journal of Anaesthesia has access to this personal information and will not use it for any other purpose.

 

  • The administration of our grants and meeting expenses are handled by the Royal College of Anaesthetists who hold personal information of the applicants and individuals claiming expenses.

 

  • We may disclose your personal information to other third parties in the following cases:
    • for the purposes of research, evaluation, and analysis;
    • in the event that we sell any business or assets, in which case we may disclose your personal information to the prospective buyer of such business or assets;
    • if we or substantially all of our assets are acquired by a third party, in which case personal information held by us about you will be one of the transferred assets;
    • if we are under a duty to disclose or share your personal information in order to comply with any legal or regulatory obligation or request; or
    • to protect the rights, property or safety of us or our users, or others, and in order to enforce or apply our terms and conditions (this includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction).

 

If you are an employee of the BJA

  • We may share your personal information within the BJA. We restrict access to personal information to people within the BJA who have a “need to know” such information. For example, your supervisor will have access to certain of your personal information for career development purposes and performance management.

 

  • We may share your personal information outside the BJA with authorised third party service providers, such as compensation and benefits providers, health or retirement plan providers that have a “need to know” such information, as well as other third parties outside our group of companies. For example:

 

  • British Journal of Anaesthesia’s accountant is Haines-Watts LLP. They hold personal information (including bank account details and addresses) of our trustees, members, employees, creditors and debtors. British Journal of Anaesthesia does not hold this personal information, but is still a data controller in respect of it.
  • Our payroll is processed by Mazars who hold personal information on our employees. British Journal of Anaesthesia does not hold this personal information, but is still a data controller in respect of it.

 

  • Generally, we will only disclose your personal information to our suppliers and other third parties and in the following circumstances:
    • when required to do so by law;
    • in response to a legitimate request for assistance by the police or other law enforcement agency;
    • to seek legal advice from our external lawyers or in connection with litigation with a third party;
    • in connection with the sale, purchase or merger of a business; and/or
    • to provide a third party (such as a potential supplier or customer) with a means of contacting you in the normal course of business, for example, by providing your contact details, such as your business phone number and email address.

 

  1. Your Rights

 

  • You have the right to: be informed of how your personal information is used (via this notice); access any personal information held about you; withdraw consent at any time by contacting the BJA; request we rectify any inaccurate personal information; request we erase your personal information; object to the processing of your information for certain purposes; and request we restrict the processing of your personal information including prevent processing of your personal information for marketing purposes.

 

  • We will handle any request to exercise your rights in accordance with applicable law and any relevant legal exemptions. If you wish to exercise any of these rights please contact us using the contact details at the top of this Privacy Notice.

 

  • You may also have the right to complain to a data protection authority if you think we have processed your personal information in a manner which is unlawful or breaches your rights. If you have such concerns we request that you initially contact us (using the contact details at the top of this Privacy Notice) so that we can investigate, and hopefully resolve, your concerns.

 

  1. Changes to this privacy notice

 

  • We may change this privacy notice at any time. The new privacy notice will be displayed on our website. The date this privacy notice was last updated appears at the bottom.

 

This Privacy Notice was last updated in Oct 2021.

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