The British Society of Gastroenterology is a charitable company whose aim is to support our members, and others who work in the field of gastroenterology and hepatology, to provide the best care and achieve the best outcomes for patients. In the course of our work we both collect and process personal data, that is, information which identifies a living person, or which can be identified as relating to a living person.
How we collect personal data
We only store data on individuals which has been given to us by the individuals themselves. This may be when they register for membership of the Society, to attend a course or conference or to receive information from us, or it may be in response to surveys we may from time to time invite them to respond to.
The vast majority of individuals who provide their personal data to the BSG do so in order to become members of the Society.
The data we collect includes:
- Personal details such as name, gender, date of birth, email, home addresses, telephone numbers.
- Professional details such as job title, hospital address, GMC number or NTN number
- Financial information such as credit card or direct debit details.
- Personal data generated by your involvement with the BSG, such as membership number, category, committee membership, bursary and award applications or correspondence relating to your membership.
Legal basis for processing data
In the course of its work, the Society will process personal data for the following purposes:
1. Discharging our contractual obligations:
The vast majority of individuals whose personal data we store and process are members of the Society.
When you become a member of the Society, you enter into a contract with us by which we agree to provide the following benefits:
- Subscription to our medical journals (varying access depending on membership grade)
- BSG newsletters
- Discounted registration at BSG annual scientific meeting
- ACCEA support
- A voice for GI medicine within health policy, nationally and at regional level
- Postgraduate meetings
- Access to the BSG website members’ area
- Influence on policy
- Access to one of the largest medical gastroenterology and hepatology communities
- Monthly e-Newsletter outlining all the latest news in gastroenterology and hepatology
- Access to advice/guidance on working in the independent sector.
If you register to attend a BSG event, such as the BSG Annual Meeting or BSG Endoscopy Live, you are also entering into a contract with the Society, in which we agree to provide you with the services and information which we offer at the time you register.
The Society will collect and process personal data in order to discharge these and any other contracts with members or non members of the Society. This includes:
- Sending information on forthcoming events, such as the BSG Annual Meeting, to members who are entitled to receive discounted registration.
- Asking members for their views in order to better enable their collective voice to be heard in policy circles.
- Sending members, by post and electronically, medical journals, newsletters, and other written and video information outlined in our statement of membership benefits.
- Sending members information and reminders about how to access services such as ACCEA support.
- Providing programme information about events for which members or non-members have registered.
2. Our legitimate interests (supporting our members and others who work in the field of gastroenterology and hepatology to provide the best care and achieve the best outcomes for patients).
In order to fulfil its charitable objectives, The BSG provides a wide array of services to professionals (including physicians, surgeons, medical students, nurses, Allied Health Professionals and scientists) which include education, medical guidelines, training, workforce research and advocacy, bursaries and other grants. These services are provided through our website, through printed and online publications, and through events and conferences in different parts of the UK. The Society also conducts research, via surveys sent to selected groups of its members, in order to better inform medical and workforce research.
The Society believes that, as the major representative body for gastroenterology and hepatology in the UK, we are able to provide services to these specialties which no other organisation is in a position to do at a national level. The provision of these services ultimately leads to tangible, measurable improvements in outcomes for patients.
For this reason, we process personal data supplied to us by individuals in order to pursue our legitimate interests. We do so with great care, and in each case only after careful consideration of the balance between our interest and the right to privacy of the data subjects.
Where we can identify a clear and legitimate reason that such processing serves our charitable objectives, and it does not harm the interests of data subjects, the BSG processes personal data for the following purposes:
- Direct marketing of BSG membership and BSG events
- To carry out surveys of selected groups (for example those with a particular sub-specialty) in order to assist clinical research, in accordance with our surveys policy.
- To carry out periodic surveys of the gastroenterology and hepatology workforce, in order to understand current and future challenges and influence policy.
- To disseminate Information on bursaries, grants and awards which the Society offers to those conducting research, education or training.
The BSG sometimes invites individuals to give us their consent, through an action such as submitting a paper form or checking a box on our website, to contact them for specific purposes. When we do this we carefully store the record of this consent along with a clear statement of what type of contact has been agreed to and for what purposes, and we ensure that we use any data collected in this way only for those purposes.
Sharing information with third parties
The BSG will never sell personal data to a third party. We will only disclose information to third parties or individuals when obliged to by law (for example to support criminal investigations) or under the following circumstances:
- If you have agreed that we may do so for a specific purpose.
- When we use other companies to provide services on our behalf, such as processing transactions, sending mail and emails or performing event registrations. When we engage other companies to process personal data on our behalf, we make rigorous checks of their data protection capabilities and their record on data protection, and take a strongly proactive approach to supervision of the contract.
- When providing services through our subsidiaries (i.e. trading companies owned by the Society).
Data Storage and Retention
The BSG only stores personal data on servers located within the European Economic Area. The BSG will not retain personal data any longer than it needs to in order to fulfil the purpose for which it legitimately holds the data. This is subject to assessment according to circumstances, but we take the following factors into consideration:
- Whether it is necessary to continue to store the data in order to continue to perform our contractual obligations.
- Whether we have any legal obligation to continue to process your information, such as any record-keeping requirements imposed by relevant law or regulation.
- Whether we have any legal basis to continue to process your information, such as your consent or our legitimate interests.
- Any relevant standard practices, or guidance from the regulator on how long information should be retained.
- How confident we can reasonably be that the data is up to date and accurate.
The BSG is committed to honouring the rights of individuals whose data we hold, and we have processes in place to protect such rights and respond quickly and effectively to requests from data subjects. These rights include:
- Transparency over how we use your personal information (right to be informed).
- Request a copy of the information we hold about you, which will be provided to you within one month (right of access).
- Update or amend the information we hold about you if it is wrong (right of rectification).
- Ask us to stop using your information (right to restrict processing).
- Ask us to remove your personal information from our records (right to be 'forgotten').
- Object to the processing of your information for marketing purposes (right to object).
- Obtain and reuse your personal data for your own purposes (right to data portability).
- Not be subject to a decision when it is based on automated processing (automated decision making and profiling).
The Executive Secretary
British Society of Gastroenterology
3 St Andrews Place
London NW1 4LB
T: 020 7935 3150
This policy was last updated in May 2018