Who we are and what we do

The STEMM Equality Congress (SEC) is a 2-day congress hosted annually by Science Impact Limited. Science Impact Limited is a controller of your personal data under the Data Protection Act 1998 and the General Data Protection Regulation (which will replace the Data Protection Act 1998 as of the 25th of May, 2018).  The registered office of Science Impact Ltd is 42 Ravenswood Road, Redland, Bristol BS6 6BT (registered company no. 10100108). Our email address is info@stemmequality.com our phone number is +44 117 223 0050.

Science Impact Ltd host a series of events annually in Europe, Asia, the Middle East, Africa and the Americas addressing equality, diversity and inclusion in STEMM. We collect the personal data of the following types of people to allow us to undertake our business:

  • Prospective and live delegate contacts
  • Prospective and live sponsor contacts
  • Prospective and live speaker contacts
  • Supplier contacts to support our services
  • Employees

We collect information about you to carry out our core business.

What data is being processed?

On first contact with Science Impact Limited, either as someone interested in attending, speaking at or sponsoring an event, or as a delegate, confirmed speaker or confirmed sponsor, we may collect the following personal data: first name, family name, gender, email address, phone number, business address, organisation sector. We will use your personal data to contact you regarding the services we offer.  We will process this personal data with your consent.

We hold your personal data on our database which is only accessed via our staff and we do not transfer it to any other recipients at this stage.

If you become a speaker or sponsor of a Science Impact Limited event, in addition to the above personal data, we may collect the following details: photographs of you and details of your career history.

We will hold your personal data on our database. We will retain this personal data during the time that you are a client and for six years after due to our legal obligations. We will retain this personal data so we can continue to contact you about other suitable services.  If we have not made contact with you for 1 year we will contact you to ask if you wish for us to keep your personal details on our database. If you do not indicate that you wish your details to be retained on our database, we will remove your details.

Where our processing of your personal data is based upon your consent, you have the right to withdraw that consent at any time. If you would like to withdraw your consent, please contact us using our details above.  The withdrawal of your consent does not invalidate any processing that took place before you withdrew your consent.

Purposes of the processing of the data

We use your data in the following ways:

  • To provide our services to you
  • To maintain our business relationship with you
  • To direct-market our services to you as a client or potential client
  • Legal basis for the processing (including legitimate interests)

We will always seek consent to collect any personal data from you.

It will be necessary to process personal data under contract i.e. contracts will be issued to clients when services have been agreed and entered into with Science Impact Limited.

Our legitimate interests in collecting and retaining your personal data are described below:

  • As a specialist event provider to the research, higher education and academic sectors we provide a valuable service that helps scientific research become more publically available/visible. The exchange of personal data of our client contacts is a fundamental, essential part of this process.
  • In order to support our clients research and organisational or career aspirations, we require a database of client personal data containing historical information as well as current research and organisational or career aspiration requirements.
  • To maintain, expand and develop our business we need to record the personal data of prospective client contacts.
  • To deliver our ancillary services we need to contact clients on a regular basis via email, phone or text.

Recipients

We will only disclose your personal information to third parties if we have your consent to share it or if we are under a duty to disclose or share your personal data in order to comply with any legal or contractual obligation.

Examples of this are:

Accountants

HMRC

International Data Transfers

We occasionally transfer personal data to a country outside of the European Economic Area for processing, where this takes place all data is transferred using GDPR compliant transfer methods.  We do use cloud storage, this is with a service provider that meets GDPR compliance.

Retention period or criteria applied

We understand our legal duty to retain accurate data and only retain personal data for as long as we need it for our legitimate business interests and that you are happy for us to do so.  Accordingly, we have a data retention notice and run data routines to remove data that we no longer have a legitimate business interest in maintaining.

Science Impact Limited is obliged to hold your data for 12 months after it was last used.  Financial data must be held for six years. After the final obligation has been satisfied or following twelve months of non-usage, we will contact you and ask you if you want to keep your details on our database. If you do not indicate that you wish your details to be retained on our database, we will archive your account.

Your rights under GDPR

You have the following rights under the General Data Protection Regulation:

  • The right to request from Science Impact Limited access to your personal data.  This means that you have the right to know if we are processing your personal data, what data we are processing and why we are processing it, among other things.  We shall provide you a copy of this data for free except where your request is large.  For large requests, we will charge administrative costs.  Before giving you your personal data, we must take out all of the information that could identify another person.
  • You have the right to request correction of any inaccurate personal data that we process on you.
  • You have the right to request that we delete personal data that we process on you if:
    • We don’t need the data anymore
    • If you withdraw your consent for us to process your personal data and we don’t have another legal basis
    • If you object to our processing and we don’t have a legitimate ground to process it
    • If we are processing your personal data unlawfully
    • If we must delete the data due to a legal obligation
  • You have the right to request that we restrict our processing of your personal data if:
    • You contest the accuracy of the data
    • Our processing is unlawful but you don’t want us to delete the data
    • We don’t need to process your personal data anymore but you need it for a legal claim
    • You object to our processing of your personal data on the basis of our legitimate interest
    • If you object to our processing, we will only process your personal data by storing it until the issue is resolved.
    • You have the right to receive your personal data in a commonly used format and to have this data transferred to another provider.

How to make a complaint

If you have a complaint about the way in which Science Impact Limited has processed your personal data, please contact us using the details above and we will try and rectify the situation.  If you are still not happy, then please contact the Information Commissioner’s Office via their website.

Changes to the fair processing notice

Any changes we make to our fair processing notice in the future will be posted on this page. Please check back frequently to see any updates or changes to our fair processing notice.

This fair processing notice was last updated on 16th May 2018.

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