GLOBAL ASSOCIATION PARTNERS Privacy and Data Security Policy

GLOBAL ASSOCIATION PARTNERS complies with the General Data Protection Regulation (GDPR) 2016/679 and the data protection laws in United Kingdom, and takes all reasonable care to prevent any unauthorised access to your personal data.  GLOBAL ASSOCIATION PARTNERS respects your privacy and is committed to safeguarding the confidentiality of your personal information. This policy explains how and why GLOBAL ASSOCIATION PARTNERS collects and uses the personal information of its members, customers and website visitors, and how the GLOBAL ASSOCIATION PARTNERS protects your privacy. It also explains how you can manage your own personal information held in the GLOBAL ASSOCIATION PARTNERS membership portal through the membership link sent to you and / or via the portal link on the GLOBAL ASSOCIATION PARTNERS Websites.

When disclosing your personal information to us by using GLOBAL ASSOCIATION PARTNERS website or by completing and submitting electronic forms to us, you consent to the collection, storage and processing of your personal information as stated in this policy.

The personal information that we collect from you shall be obtained, processed and transmitted in compliance with applicable data protection legislation – European Regulation 2016/679 (GDPR) and, as our offices are located in United Kingdom, the UK Data Protection Act 2018 (DPA).  Per the European Regulation 2016/679 (GDPR), `Personal Information` means any information relating to an identified or identifiable natural; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person. This general policy is in addition to any specific policies concerning specific products or services. It may be amended at any time so we invite you to visit this page regularly for updates.

How GLOBAL ASSOCIATION PARTNERS collects personal information

GLOBAL ASSOCIATION PARTNERS is an intermediary agency providing a range of administrative, consulting and delivery services to Association and not-for-profit organisations and to organisations who work with these sectors. This may require the handling of personal information of the individuals involved in these activities and / or activing as a data processor ion behalf of our clients, and hence GLOBAL ASSOCIATION PARTNERS collects personal information in a number of ways from a number of sources. This information may be communicated to GLOBAL ASSOCIATION PARTNERS on paper forms received through the postal services, or electronically through registration on GLOBAL ASSOCIATION PARTNERS Website and use of GLOBAL ASSOCIATION PARTNERS’s online services (‘GLOBAL ASSOCIATION PARTNERS Membership Portal’ or ‘GLOBAL ASSOCIATION PARTNERS Academy’, ‘GLOBAL ASSOCIATION PARTNERS Event Registration Platform’) or through other electronic forms made available through partner websites or electronic mailings.

 

The sources of personal information received by GLOBAL ASSOCIATION PARTNERS are:

  • The individuals themselves

  • Third parties acting on behalf of individuals (eg membership organisations, third party clients)

 

As per Article 14 of the European Regulation 2016/679, where we receive personal information about individuals from sources other than the individuals themselves (e.g. for GLOBAL ASSOCIATION PARTNERS clients), we will take all practical steps to contact the person concerned to advise of their rights.

The principal ways in which GLOBAL ASSOCIATION PARTNERS collects personal information are:

  • When you register personal details when creating or updating an ‘account’ in our event management databases or completing a contact form via the GLOBAL ASSOCIATION PARTNERS Website

  • When you, or an agent or other third party acting on your behalf, enter personal details on a form requesting a GLOBAL ASSOCIATION PARTNERS product or service (e.g. when registering for an GLOBAL ASSOCIATION PARTNERS administered event)

  • When you, or someone on your behalf, submits proposals or content in connection with scientific sessions at an event or meeting being administered by GLOBAL ASSOCIATION PARTNERS (e.g. Abstract submissions)

  • When you enter personal details on a form applying to become a Member of one of Associations / organisations to whom GLOBAL ASSOCIATION PARTNERS are providing administrative services)

  • When you enter details or a specific application for Awards or Grants which are being administered by GLOBAL ASSOCIATION PARTNERS on behalf of a third party organisation.

 

What personal information is collected by GLOBAL ASSOCIATION PARTNERS

Personal information you provide us with.

 

Mandatory Personal Information

As a general rule, the following minimum information must be provided in order for your order, request, application, etc. to be processed.

  • Nominative Information - Title, First Name(s), Family Name(s): Your nominative details are needed to properly identify you, to communicate with you, to provide you with the products and services you have requested and to ensure that items are properly labelled as yours (e.g. meeting badges and scientific contributions such as abstracts and presentations, etc).

  • Full Postal Address: The Postal Address is needed when items will be sent to you by post or when you purchase something generating an invoice. 

  • Date of Birth:  Your date of birth is used to help us correctly identify you and avoid duplicate records and, where specific fees or charges apply which depend on age, to determine eligibility for these fees.

  • Email address: Your email address is needed because it is used as part of the login information (to access your ‘Personal Account’ area of our clients membership, event registration or content management platforms which are being administered by GLOBAL ASSOCIATION PARTNERS) and is necessary in order to communicate with you and provide you with order/request confirmations.  Finally, it permits `Reset Password` to be handled in an automated secure way.

 

Additional personal information, which is mandatory for persons creating an ‘Personal Account’  on websites being administered by GLOBAL ASSOCIATION PARTNERS is:

  • Emailing Preference:  We ask you to advise us whether or not you wish to receive marketing emails from ourselves or on behalf of the organisations we are proviing administrative support.  This is so that we can respect your privacy as regards electronic communications, as required by European and UK laws.

  • Profile Information: We ask you for optional information about your;

    • Professional Activity

    • Place of Work

    • Fields of Interest

    • Areas of Expertise

    • Social Media links

to enable us to provide you with more relevant information and to better understand the preferences of our audience so that we can give a better service generally. 

 

Other Personal Information

Other information may be requested which is necessary or relevant for specific activities. 

Mandatory information for specific purposes

  • Credit Card information is required for anyone wishing to make payment by this method. You have the choice to save these details, securely, for later use or not.

  • Curriculum vitae, list of publications and other evidence of scientific achievement is requested to support membership applications and Grants and Research Awards being administered by GLOBAL ASSOCIATION PARTNERS.

  • Affiliation information (to an organisation) is required for all persons wishing to submit an Abstract and for Membership applications which GLOBAL ASSOCIATION PARTNERS is administering.

  • Professional status (together with proof) is requested for all persons requesting certain fees (e.g. specific registration fees for meetings and events), at events being administered by GLOBAL ASSOCIATION PARTNERS.

  • Detailed Financial and Position of Influence disclosure information is requested for persons required for those wishing to apply for a position of office within an organisation to whom GLOBAL ASSOCIATION PARTNERS is providing a support service. 

 

Optional information

  • Telephone - to enable us to contact you rapidly in case of need

  • Subscriptions to eNewsletters and email notifications enable you to request to receive regular GLOBAL ASSOCIATION PARTNERS newsletters and email alerts

 

Information we collect automatically

When you visit GLOBAL ASSOCIATION PARTNERS website, information is collected in an automated manner about your computer/device, your IP address, the referring website, what pages you visit, how long you stay on them and the general use you make of the website.

When you make use of our services (purchase a subscription, registration or membership or consume an educational product at a client event), we keep track of this activity in logs.

This information is collected using various technologies which includes saving cookies to your computer or device.

During meetings and events we are administering; attendees, exhibitors, guests and others may be photographed and videotaped by GLOBAL ASSOCIATION PARTNERS , its clients or its partners capturing the event. Some of these photographs or videos may be displayed by GLOBAL ASSOCIATION PARTNERS or its partners in future publications, on the website or in materials connected with the event as well as social media.  If you do not wish for your image to be displayed by GLOBAL ASSOCIATION PARTNERS, please step away or ask the photographer not to be photographed. Without contradictory instructions from your side, you hereby grant GLOBAL ASSOCIATION PARTNERS, the irrevocable rights to record and use free of charge, on a worldwide basis and for the entire duration of protection of the rights thereto, on any and all supports or forms of media, your image, voice, name, photographs, and video on which you appear for purposes related to Scientific, Educational or Promotional Purposes. You hereby release, waive and discharge GLOBAL ASSOCIATION PARTNERS, its employees and independent contractors from any and all demands, claims, causes of action, damages and liabilities directly or indirectly arising out of any use of your image, voice or name pursuant to the foregoing rights grant.

How GLOBAL ASSOCIATION PARTNERS uses personal information

Personal information is needed by GLOBAL ASSOCIATION PARTNERS to enable it to properly manage its member and customers to fulfil its role in providing a wide range of services.

The personal information which you supply may also be specifically used to:

  • Setup your ‘personal account’

  • Provide you with an online services where you can provide/review/edit your personal information

  • Process an application for services on behalf of our clients.

  • Process an application for a grant, training fellowship or other award on behalf of our clients.

  • Process a registration for a meeting, course and other event (both at a physical location or online), prepare meeting badges, facilitate online access to courses, etc and provide certificates of attendance on behalf of our clients, also require the nominative information supplied. 

  • Handle attendance at a social event at a client meeting or another event being organised by GLOBAL ASSOCIATION PARTNERS.

  • Process registration(s) or hotel request(s) for another person(s) if you are acting on behalf of a third party or parties.

  • Handle scientific programme activities in connection with meetings and events being administered on behalf of our clients by GLOBAL ASSOCIATION PARTNERS.  These include abstract submission and grading process, speaker and chairperson management, handling of agreement forms, preparation of the scientific programme, presentation management onsite, publication of the scientific content on third party  websites.

  • Processing a subscription to a journal (including access online) on behalf of our clients and administering your online access to its contents.

  • Handle specific processes for client organisation leadership and volunteers representing our client organisations, including hotel accommodation, expense claims and Declarations of Interest.

  • Manage access to and use of Learning Platforms on behalf of our clients or other third parties.

  • Manage access to restricted content on client and third party websites (certain resources may have restricted access).

  • Enable individual communications with you about specific matters - e.g. sending confirmations, receipts, requesting further information to solve queries, responding to Helpdesk Requests, etc. and sending emails to you with information about our and third party activities which we believe will be of interest to you (subject to your prior consent to receive GLOBAL ASSOCIATION PARTNERS  or client organisation generated emails).

  • Send electronic newsletters and notifications (alerts) to you (where you have subscribed to receive them).

 

The information we collect automatically is used to:

  • Enable us to improve our website and ensure the content is presented to you in the most optimal way. We analyse our user’s activities on the Websites to deduce what works well, what needs to be improved on and what is of little value to our visitors which allows us to focus on the main areas to ensure you have a pleasant experience on our Websites.

  • Provide you with personalised suggestions and recommendations on our websites and e-communications customised to your usage of our website.

  • Promote our activities in a coherent and adequate manner.

 

How long personal information is kept

Your personal `data` is only kept for a reasonable period of time, dependent upon the nature of the information and its intended use, but subject to a maximum of five years after your last use of an GLOBAL ASSOCIATION PARTNERS or client product or service.

For certain specific uses (e.g. leadership positions, award certifications, etc.) are kept for varying amount of times according to the process involved. Should you wish to know how long your personal data will be kept for specific processes, please contact us.

For accounting purposes, invoices and expense claims are kept for 10 years in our systems.

Email addresses

Electronic communication is for most purposes GLOBAL ASSOCIATION PARTNERS’s preferred method of communication because it is generally convenient, rapid, effective and efficient. In order to be able to communicate with you directly electronically, GLOBAL ASSOCIATION PARTNERS needs your email address. You are therefore required to supply your email address when you create your ‘Personal account’ on registration and event management software being administered by GLOBAL ASSOCIATION PARTNERS accessible via our website or third party websites being administered by us, which enables you to access a variety of services online.

Unique Email Address

For your convenience and security, your email address is unique to you in the system. (GLOBAL ASSOCIATION PARTNERS does not permit two different persons to have the same email address in the system). You are strongly recommended to use an email address which is personal to you and that is not shared with others. This is to ensure that communications which are sent to you personally are not read by others, and that others do not gain access to the information in your ‘GLOBAL ASSOCIATION PARTNERS’ account.  Additionally, the unique email permits handling of `Forgot Password`, enabling you to reset your password in an automated and secure way using your personal email address.

Email privacy

GLOBAL ASSOCIATION PARTNERS respects the privacy of personal email addresses and complies with the current European legislation on email communication. The objective is not to send you unwanted messages, and your email details will not be passed on to any other individual or organisation without your permission for marketing purposes.

You can manage the extent to which GLOBAL ASSOCIATION PARTNERS communicates with you by using the Privacy and Data Protection preferences section in the ‘Contacts’ section of your ‘Personal account’ in our CRM and event management software. Here you are asked to indicate whether or not you wish to receive GLOBAL ASSOCIATION PARTNERS generated emails. If you decide that you do wish to receive email communications from GLOBAL ASSOCIATION PARTNERS you can select to opt out of marketing communications. All mailings sent to you offer the possibility to unsubscribe.

If you indicate that you do not wish to receive GLOBAL ASSOCIATION PARTNERS generated emails you will only receive emails directly related to the transactions you have with our clients which are being administered by GLOBAL ASSOCIATION PARTNERS (e.g. confirmations of registrations, etc.) and other necessary individual communications required to fulfil our contractual obligations.

Disclosure of information to third parties

GLOBAL ASSOCIATION PARTNERS does not sell, trade, or rent your personal information to others. GLOBAL ASSOCIATION PARTNERS may supply your information to its contractors to perform specific services such as, for example, to the publishers who arrange access journals, the mobile app suppliers who supply guidelines, recommendations and meeting applications, CRM service providers (e.g. EventsAir), email service providers (e.g. Microsoft 365), banking and merchant partners, and others.

 

Otherwise, GLOBAL ASSOCIATION PARTNERS does not disclose personal information to any other person or organisation without your consent.  In this context, your personal data may be disclosed to the following external partners of GLOBAL ASSOCIATION PARTNERS in the circumstances described below:

  • Meeting exhibitors, at events being administered by Global Association Partners, who scan your meeting badge:  If you accept to have your badge scanned when visiting an exhibiting company stand, or by a hostess at an Industry Sponsor session, your badge will enable them to retrieve the following personal data: nominative (title, first name(s), last name(s)), address (postal address and email), telephone, fax and profile information (professional activity, place of work and fields of interest).

  • Agencies handling hotel bookings, for events which GLOBAL ASSOCIATION PARTNERS are administrating: Nominative information is provided to local agencies where GLOBAL ASSOCIATION PARTNERS offers a hotel booking service for a particular meeting or event. 

  • Groups representatives and Agencies handling your meeting or event registration:  Where your event participation is being handled by someone other than yourself, your confirmations, badges or vouchers may be sent to this third party.  These contain nominative details about you.

 

Right of access to, rectification and/or erasure of your Personal information

In accordance with the section 2 of the chapter 3 of the European Regulation 2016/679 with regards to data protection, you have the right to request from GLOBAL ASSOCIATION PARTNERS, access to and rectification or erasure of your personal data or restriction of processing concerning your data or to object to processing as well as the right to data portability.

For such, please contact (together with a proof of identity):

 

Data Privacy at Global Association Partners by email info@globalassociationpartners.com

You have the right to lodge a complaint with a supervisory authority, and for information, GLOBAL ASSOCIATION PARTNERS has appointed a Data Protection Officer that you can reached at info@globalassociationpartners.com.

Note that an opposition or deletion request once treated will not delete all trace of financial transactions which need to be kept, for accounting purposes, for a duration of 10 years.

 

Data security

Unfortunately, no company or service can guarantee complete security. Your account is protected by a password for your privacy and security. We strongly suggest you prevent unauthorized access to your account by selecting and protecting an appropriate password and limiting the access to your computer and devices. To assist you in ensuring security, we require a complex password be set to access your account which must comprise of at least 8 characters including letters, numbers and special characters. After 10 wrong password attempts, your account will be locked.

Please note that GLOBAL ASSOCIATION PARTNERS will never ask you for your personal details, password or credit card details by email. We advise you to be vigilant and apply caution.

Payment collection

Payment collection is made securely through our clients’ banking partners such as, Stripe or Paypal accounts, a Payment Card Industry Data Security Standard (PCI-DSS) certified organizations. PCI-DSS is an information security standard that has been created by the major credit card companies (American Express, Discover, JCB, MasterCard and Visa) to improve controls around credit card data handling and to reduce fraud.

In order to be certified, providers undergo regular assessments by external parties: Penetration testing, vulnerability assessment and audit by an external Qualified Security Assessor (QSA).

If you have requested to save your payment details, only the credit card type, last 4 digits and expiration dates are stored in our CRM. The full details are only kept by Stripe or Paypal, our financial partners, on their secure servers.

Use of cookies and other tracking technologies

Cookies are pieces of information that a website transfers to your computer’s hard disk for record keeping purposes. They are small text files that a website can use to recognise repeat users and facilitate their ongoing access to, and use of, the site. They do not pose a threat to your system or files.

Our websites do work without cookies, but you will lose some features and functionality if you choose to disable cookies. In particular, if you do choose to disable cookies, you will not be able to enjoy the full range of online services available through our line event management and membership platforms or client data platforms being administered by GLOBAL ASSOCIATION PARTNERS . We also use clear gifs in our email marketing communications which is used to track the emails that are opened by the recipients. This information allows us to have accurate reports and improve the effectiveness of our marketing and make our services and Websites better for you.

Finally, we utilise web analysis services to better understand your use of our Websites and services. These services collect information such as what pages you visit, how long you stay on them and where you came from before visiting that page. This information is used to examine the use of the Websites as well as potentially your actions to contextualise and personalise some of our content to your personal interests.

External Links

GLOBAL ASSOCIATION PARTNERS website my contain links to other websites. Please be aware that GLOBAL ASSOCIATION PARTNERS is not responsible for the privacy policies of other sites. You are therefore encouraged to read the privacy policies of any other site that collects personally identifiable information. This privacy policy applies solely to information collected by GLOBAL ASSOCIATION PARTNERS. 

Company Information

GLOBAL ASSOCIATION PARTNERS is the trading name of The Conference Consultancy Limited, a company registered in Scotland.  Company registration number SC480843.

Registered Office Address: Warrender House, Haywood Road, Moffat DG10 9BU

​​Last updated 8 January 2019

 Address. Warrender House, Haywood Road, Moffat DG10 9BU, United Kingdom

Tel. +44 (0)7379 429500

© 2019 by GAP