Privacy Notice

Privacy Notice

Version 1.0, 26 June 2018

This privacy notice sets out the basis on which we will process any personal data we collect from you, or that you provide to us.

Who we are

The Dipterists Forum website aims to promote the study, recording and conservation of true flies in the British Isles. This website is run by the Dipterists Forum and the Biological Records Centre (BRC). BRC is a group within the Centre for Ecology & Hydrology (CEH). 

  • Dipterists Forum is voluntary organisation that promotes the study, recording and conservation of true flies in the British Isles.

  • CEH is a wholly owned research centre of the Natural Environment Research Council, now part of UK Research and Innovation.

The website also benefits greatly from a number of volunteers who work on behalf of the above organisations to support the study, recording and conservation of true flies in the British Isles. 

The Dipterists Forum and CEH are joint controllers for all processing of personal data for the purposes of the Dipterists Forum website (http://www.dipterists.org.uk/).

The Centre for Ecology & Hydrology (CEH) is part of the Natural Environment Research Council (NERC).  NERC is one of nine partners within the UK Research and Innovation.

Why are we collecting your information?

The Dipterists Forum and CEH are collecting your personal data in order to administer and run the Dipterists Forum website. In data protection terms, our ‘legal basis’ for collecting your personal data for use in these ways is that we have a ‘public task’.

We will collect the following data about you:

Name

  • Address
  • Email address
  • Home and/or mobile phone number. (Optional but kept if provided)
  • Member’s membership type (eg Bulletin only, Dipterists Digest only or both)
  • Date of subscription payment
  • Amount of subscription received
  • Free-form comments about the subscription (eg if several years have been paid in advance or subscriber’s reference where paid by a separate agent)

The primary purpose of holding this data is for Dipterists Forum to fulfil its obligation to send members their subscribed journals to the address they supplied. 

Occasionally, other communications regarding Dipterists Forum business may be sent either electronically or by post. In these cases the communication will be necessary for functioning of Dipterists Forum. Examples may include: subscription change or reminder notices, notices of special Dipterists Forum events.

Neither Dipterists Forum nor CEH will use the membership list to supply third parties with address lists or other information unless required to do so under UK law. Nor will Dipterists Forum or CEH use the data for fundraising or direct marketing.

How are we storing your information and will we share it?

Your personal data that we collect will be stored on a secure database managed by the CEH Biological Records Centre for the duration of operating the Dipterists Forum website. 

Personal data will be provided to those acting on behalf of the Dipterists Forum.  Only the nominated manager of the data “Data Manager” (normally the Membership Secretary) may directly access the data and only for official Dipterists Forum business. If the Data Manager is indisposed the Chairman of Dipterists Forum may appoint another Committee Member to take on that role. The Data Manager may pass membership details to other Dipterists Forum committee members for the purpose of fulfilling Dipterists Forum business, for example in posting journals to late subscribers. 

We will not share your personal data with anyone else or transfer your data outside the European Union.

Your rights and our contact details

You are entitled to access any of your personal data that we hold. You can view the personal data we hold of yours by logging in to your account on the Dipterists Forum site. Alternatively please contact brc@ceh.ac.uk with as much detail as possible on the information you would like us to provide and we will respond within one month with an excel or csv file with your information. If the data that you request can be viewed via the Dipterists Forum website through your existing account, then you may be directed to this option.

You have the right to object to the processing of your data where we have relied on ‘public task’ as the lawful basis for processing. You can request that your Dipterists Forum website user account is cancelled at any time by emailing brc@ceh.ac.uk 

If you have any concerns about how your data is being used, we will try to answer any questions you have. You have the right to lodge a complaint with the Information Commissioner’s Office. You also have the right to an effective judicial remedy against decisions of the Information Commissioner’s Office, or against the Dipterists Forum or CEH.

For information on data privacy, the name and contact details of CEH’s parent organisation:

UK Research and Innovation
Polaris House
Swindon
SN2 1FL
Please see the UKRI privacy notice.

The name and contact details of the UKRI data protection representative:

The CEH Data Protection Officer is Mark Hinder - UKRI NERC.