At the Paediatric Intensive Care Society (PICS) we respect the privacy of our members and visitors to our website. We take our duty to process your personal data very seriously. This policy explains how we collect, manage, use and protect your personal information when you visit our website and/or if you’re a contact, member, supplier, corporate partner or attend a PICS event.
The processing of personal data shall always be in line with the General Data Protection Regulation (GDPR), The Data Protection Act 2018, and Privacy and Electronic Communication Regulations (PECR).
On occasion specific data protection declarations will be provided separately within marketing about or when booking onto some PICS events. This will allow for the nuances of such event data processing to be communicated to you in a transparent manner.
We may change this document from time to time to reflect the latest view of what we do with your information. Please check back frequently; you will be able to see if changes have been made by the date it was last updated.
Refer to the sections below for more details on how and why we use your personal information.
- Who are we?
The Paediatric Intensive Care Society is the main professional society representing the UK paediatric intensive care community at a national and international level. Membership is open to any person actively involved in paediatric intensive care or involved in work contributing to the field of paediatric intensive care field.
References in this document to PICS, or to ‘we’ or ‘us’ are to the Paediatric Intensive Care Society (PICS), which is registered as a charity in England and Wales no. 1165535 and as a company limited by guarantee no. CE005394 (England) at 21 Portland Place, London W1B 1PY.
We are registered as a data controller under the name: Paediatric Intensive Care Society and Registration number: ZA433725
2. What personal data we collect and how we use it
The Paediatric Intensive Care Society is a ‘controller’ of the personal data you provide to us. We will collect the following basic data when you apply for membership or attend an event:
- postal address
- telephone number (mobile/land)
- email address
- place of work
- professional status
- details professional registration
- your bank details (if you pay your membership subscription by Direct Debit)
We will also hold information about you so that we can respect your preferences for being contacted by us. Sometimes we may collect other information about you such as your gender and date of birth. However we will always be very clear with you about our reasons for collecting such information, and would only do so with your specific consent and permission.
Why we need it
We collect information depending on the relationship we have with you but typically this would be:
- When you apply for or renew your membership
- When you purchase products, services, or attend events either online, over the phone, via fax, post or at a PICS event
- When you set up a Direct Debit for membership payments
- When you engage with us on social media
- When you contact us by any means with queries or complaints
- When you ask one of our team to email you information about membership or other products and services we offer
- When you register for any kind of course or event with us
- When you apply for any grants, honours or awards
- When you choose to complete any surveys we send to you
- For photographs and videos of delegates attending our events
- If you attend our offices at 21 Portland Place, London W1B 1PY, your image may be recorded on our CCTV cameras that are operated for the security of both visitors and staff
Your personal data is either needed to fulfil your request or to enable us to provide you with a more personalised service. You do not have to disclose any of this information to browse our website. However, if you choose to withhold requested information, we may not be able to provide you with certain services.
Essentially the personal data we collect will be used for the following purposes depending on the relationship we have with you:
- Processing a membership application and ongoing essential membership related processing
- Sending you information about the Paediatric Intensive Care Society, our activities, and campaigns and for marketing purposes (including via Facebook and other social media channels)
- Processing a purchase that you have made
- Responding to correspondence you have sent to us
We are committed to ensuring that the information we collect, and use, is appropriate for this purpose, and does not constitute an invasion of your privacy.
General Data Protection Regulation (GDPR) and the use of your data
The legal basis under GDPR we use for the processing of personal data is:
- Fulfilling our contractual obligations to you
- Meeting our legitimate interests as the Paediatric Intensive Care Society
- With your consent
- Meeting any legal requirement we may have
Processing data to fulfil the ‘membership contract’
When you join as a member of the Paediatric Intensive Care Society, we use your personal information to provide the services you have paid for and subscribed to for the lifetime of your membership. We will create an online account for you linked to your email address. Data we hold will be used confidentially, and to help us run our services and keep you informed – for example to collect subscriptions, mail out publications, and let you know about conferences and events; or to fulfil legal or regulatory requirements if necessary.
We will use this account to send essential membership communications to you in regards to core member services you have paid for, including member events, insurance cover for all transport/retrieval activities and access to voting and other membership benefits and services. Communications will be relevant, timely and not excessive.
The Paediatric Intensive Care Society will never sell, trade, rent, exchange or otherwise share your personal information with any other person, company or organisation unless necessary to fulfil our contractual responsibilities, we have a legal obligation to do so, or without gaining consent to do so.
The information you provide will be held securely by us and/or our data processors, whether the information is in electronic or physical format. We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
- Email communication
In relation to any email communications that you may receive from us, either at your request or in any other circumstances, we may monitor whether you open and/or click on any links in such emails and we use various tracking techniques to measure the effectiveness of our email campaigns and tailor our communications to your interests. If you no longer wish to receive these emails, you can unsubscribe directly by following the instructions in the relevant communication.
However, there are some communications that we need to send that are essential to fulfil our promises to you as a member, or a buyer of goods or services from the Paediatric Intensive Care Society. Examples are:
- Transaction messaging such as Direct Debit schedules, purchase confirmations and event booking confirmations
- Membership related mailings such as renewal reminders, journal subscriptions, PICS newsletter and notice of any Annual General Meeting
- Member benefit emails
Building profiles of members
The Paediatric Intensive Care Society may make use of profiling and screening methods to produce relevant communications and provide a better experience for our members. Profiling can help us target our resources more effectively through gaining an insight into the background of our members and helping us to build relationships that are appropriate to their interests.
If you do not wish your data to be used in any of the ways listed above or have questions about this, then please email PICS@aagbi.org.
All the personal data we process is processed in the UK and for the purposes of IT hosting and maintenance is normally situated within the European Economic Area (EEA). We will not transfer the personal data we collect outside of the European Economic Area’.
If you would like to change the way you hear from us or no longer wish to receive direct marketing communications then email PICS@aagbi.org or click the unsubscribe link on the email communication.
3. Legitimate interests
We have a number of lawful reasons that mean we can use (or ‘process’) your personal information. One lawful reason is something called your ‘legitimate interests’. Broadly speaking legitimate interests means we can process your personal information if:
- We have a genuine and legitimate reason and
- We are not harming any of your rights and interests
When you provide your personal details to us we use your information for our legitimate charitable interests to carry out our work to promote and advance the care and safety of critically ill infants and children, as well as the professional aspects of the speciality. By doing this, though, we will also carefully consider and balance any potential impact on you and your rights.
4. Processing using consent
There are certain circumstances, particularly in regard to electronic marketing communications where we may need consent from you, in order to process your data. If this is the case we will ensure that the consent you provide is by a clear affirmative act establishing a freely given, specific, informed and unambiguous indication of your agreement to the processing of personal data relating to you.
The Paediatric Intensive Care Society is monitoring future developments in EU electronic marketing regulation presently being debated and subject to change.
- Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing, and transfer of your personal data for a specific purpose (for example, in relation to direct marketing that you have indicated that you would like to receive from us), then you have the right to withdraw your consent for that specific purpose at any time. To withdraw your consent, please contact our data protection representative at PICS@aagbi.org. Once we have received notification that you have withdrawn your consent, we will no longer process your personal data for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
- Sharing your information
We only disclose information to third parties or individuals when obliged to by law, for purposes of national security, taxation, criminal investigations, professional regulatory body investigations and the following:
- When we use other companies to provide services on our behalf e.g. mailing or delivering orders, sending mail and emails, providing access to apps, customer analysis, assessment and profiling, when using auditors/advisors or processing credit/debit card payments
- If we receive a complaint about any content you have posted or transmitted to or from one of our sites, to enforce or apply our terms and conditions or if we believe that we need to do so to protect and defend the rights, property or personal safety of PICS, our websites or our visitors or for other lawful purposes
- We may disclose aggregate statistics about our site visitors, members, customers and sales to describe our services and operations to prospective partners and other reputable third parties and for other lawful purposes, but these statistics won’t include any personally identifying information
- If we run an event in partnership with other named organisations your details may need to be shared. We will be very clear what will happen to your data when you register
The Paediatric Intensive Care Society will share your personal data with third parties only for the purposes of essential sub-contracted processing. We will seek assurances that these contractors/processors have in place appropriate technical and organisational measures to safeguard the security of your data. We will never sell or rent your personal information to other organisations.
6. Retaining your information
We hold your information only as long as necessary for each purpose we use it. This section will be updated with some examples of retention periods shortly.
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8. Your privacy rights explained
At any point while we are in possession of or processing your personal data, you, the data subject have the following rights:
- Right of access – you have the right to request a copy of the information that we hold about you free of charge
- Right of rectification – you have the right to correct data that we hold about you that is inaccurate or incomplete
- Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records
- Right to restriction of processing – where certain conditions apply to have a right to restrict the processing
- Right of portability – you have the right to have the data we hold about you transferred to another organisation
- Right to object – you have the right to object to certain types of processing such as direct marketing
- Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling
- Other websites
11. How to contact us in regards to your rights, or to make a complaint
If you have any question regarding this policy or if you would like to speak to us about the manner in which we process your personal data, please contact:
Data Protection Representative (Honorary Secretary PICS)
PICS Secretariat, 21 Portland Place London W1B 1PY
Telephone: 020 7631 8819
You also have the right to make a complaint to the Information Commissioners Office (ICO),the UK supervisory authority for dtat protection issues at any time. The ICO’s contact address is:
Tel: 0303 123 1113