Last updated
on 6th April 2022
Introduction
Welcome to the privacy notice
for the Hippocrates Initiative for Poetry and Medicine (hereinafter referred to
as the HIPM).
You can download a pdf version of the policy here.
Click here if you wish to UNSUBSCRIBE
1. Important information and who we are
Purpose of this privacy notice
Changes to the privacy notice and your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. You can always log in to our membership area and use the ‘Update Your Profile’ section to update your details.
2. The data we collect about you
· Identity Data includes first name, last name, username, title, date of birth and gender.
· Contact Data includes postal address of either you or your institution, email address and telephone numbers.
· Financial transaction Data includes details about payments to and from you and other details of services you have purchased from us.
· Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
· Profile Data includes your username and password (which is stored in an encrypted form), your interests, preferences, feedback and survey responses.
· Usage Data includes information about how you use our website and services.
· Communications Data includes your preferences in receiving notices from us and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, political opinions or information about your health).
The personal information we collect from you is used to enable us to provide you with any of the Society services and activities (as described in section 3).
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with membership and/or membership discounts. In this case, we may have to cancel your membership, but we will notify you if this is the case at the time.
3. How is your personal data collected?
We use different methods to collect data from and about you including through:
· Direct interactions. You may give us your identity, contact and financial data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
· apply for membership;
· apply for poetry awards
· apply for meeting attendance;
· request marketing to be sent to you;
· enter a survey; or
· give us some feedback.
· Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our cookie policy for further details. Third parties: We only work with third parties directly involved in supporting our poetry awards, conferences, society and publications.
4. How we use your personal data
In addition, we may use your information in the following ways:
· To provide you with information about activitiers that you request from us;
· To provide you with information about other opportunities, events and activities we offer that are either (i) similar to those you have already inquired about, or (ii) entirely new events and other activities related to the HIPM;
· For internal research purposes to help enhance, evaluate, develop, and create HIPM websites (including usage statistics, such as "page views" on HIPM’s websites);
· To notify you about changes or updates to our websites or activities;
· To administer our activities and for internal operations, including troubleshooting, data analysis, testing, statistical, and survey purposes;
· To allow you to participate in interactive features of our activities; and
· For any other relevant purpose of the HIPM that we may notify you of from time to time.
Personal information will not be kept longer than is necessary for the purpose for which it was collected. This means that, unless information must be retained for legal or archival purposes, personal information will be securely destroyed, put beyond use or erased from systems when it is no longer required or, where applicable, following a request from you to destroy or erase your personal information.
Opting out
You can ask us to stop sending you communications at any time by logging into the website and checking or unchecking relevant boxes to adjust your communication preferences or by following the opt-out links on any update message sent to you. Please be aware that if you ask to be removed from future communications we will no longer be able to send you messages about the HIPM, including reminders to enter for our poetry awards, attend our conferences or to renew your membership.
Cookies
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see link to OUR COOKIE POLICY on our ABOUT US pages.
5. Disclosures of your personal data
· Where necessary in connection with services provided by third parties (i) who provide us with a range of office, administrative, information technology or payment services, and (ii) who are required to comply with this policy;
· Where your consent has been provided, with a third party such as an academic institution, or a health professional or a poetry society,
· Where HIPM is required to disclose personal information in response to lawful requests by public authorities and government agencies, including to meet national security or law enforcement requirements; to comply with a subpoena or other legal process; when we believe in good faith that disclosure is necessary to protect our rights or to protect the rights, property or safety of our services, users or others; and to investigate fraud
· We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Access to your personal data will be restricted to only those who need to know that information and required to perform their job function.
We use third-party vendors and hosting partners to provide the necessary hardware, software, networking, storage, and related technology required to run our Activities. Where practical, we seek to obtain confidentiality agreements that are consistent with this Privacy Notice and that limit others’ use or disclosure of your personal information.
How long will you use my personal data for?
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. Your payment data must be retained for as long as local accounting regulations require (generally for 5 years).
You have the right to make a written request to be informed whether or not we hold or process any of your personal information (by emailing hippocrates.poetry@gmail.com). In your written request, you may:
· Request that we provide you with details of your personal information that we process, the purpose for which it is processed, the recipients of such information, the existence of any automated decision making involving your personal information, and what transfer safeguards we have in place;
· Request that we rectify any errors in your personal information;
· Request that we delete your personal information if our continued processing of such information is not justified;
· Request that we transfer your personal information to a third party;
· Object to automated decision-making and profiling based on legitimate interests or the performance of a task in the public interest (in which event the processing will cease except where there are compelling legitimate grounds, such as when the processing is necessary for the performance of a contract between us);
· Object to direct updates from us; and
· Object to processing for purposes of scientific, historical research and statistics.
Where applicable under your local laws, we will not use your personal information for marketing purposes, nor disclose your information to any third parties, unless we have your prior consent, which we will seek before collecting your personal information.
10. Changes to this Privacy Policy
Please note that HIPM’s Privacy Policy is reviewed periodically. HIPM reserves the right to modify its Privacy Policy at any time without notice. Any changes to the Privacy Policy will be posted on this page and will become effective on the date of posting. We encourage you to periodically review this page for the latest information on our privacy practices.