Privacy statement

The data we collect about you

We collect data to provide you with a better experience of using our websites and applications, amongst other reasons (see the “How will we use your data?” section below). In order to provide you with access to our services or data within our websites and applications, we may require that you provide certain personal data. This information may include:

• Your name, postal address, telephone number, fax number, e-mail address, subscriber name or screen name, password used to access our services, country of residence and/or method of payment
• personal and contact details you give us when subscribing to receive marketing information from us (for example name, role and email address)
• data relating to your place of employment and affiliations
• information we collect via cookies or similar technology stored on your device about how you use our websites (please see section below re use of Cookies)
• your IP address, and home server and domain names
• information from social media activity (such as likes, shares and tweets) when you interact with us on social media
• information you provide if you report a problem with our website or service
• your financial information, such as account name and account number

How we collect your personal data

This will depend on the reason we are processing your personal data. Our processes for collection are:

• online via our various application platforms and databases that we use which are either wholly owned or used by us under license
• via post
• telephone
• face to face
• from publicly available sources, such as LinkedIn, institution websites
• collected as a business contact
• use of Cookies

Who we may share your personal data with, and why

• NFPI staff – to provide you with applicable services.
• Banks, finance management, direct debit, and accountancy software systems – so that we can process payments with you in accordance with the appropriate transaction that you are entering into with us.
• Reviewers and judges – in relation to an application for an award, scholarship, bursary, and grant funding.
• Mentoring services – to provide you with the service you opt in for.
• Telemarketing agencies – in order that they may assist us with our membership renewal process.
• Mailing and delivery companies – to send you written communications and hard copies of newsletters, magazines etc as appropriate.
• Electoral service companies – for assisting us with the running of our elections process.
• Sponsors and external judges – for their assessment of participants in our events and competitions.
• Third party legal, counselling and career services – to provide the contracted service (only on receipt of your completed contact form).
• Print supplier companies – for fulfilment of external printing.
• Travel booking systems, travel companies, taxi services and flight providers – where you ask us to make such arrangements on your behalf.
• Venues where we are running an event, conference or symposium – when the venue requires personal details of attendees to make bookings, for example for hotel rooms.
• Publishing software and solutions companies – your personal data may be processed in such software systems in order for us to generate royalty details.
• Books sales agents, book distributors, shipping agents – in order to fulfil our sales obligations to you.

Our sources of personal data if it has not been supplied directly by you:

• Our contracted editors – we may source your personal data via publicly facing websites, journal papers, institution websites and contracted 3rd party databases to collate recommended contact lists for potential authors and editors.

Third parties

We will not sell your personal data.

We may disclose your personal data to third parties if we are under a duty to disclose or share it, in order to comply with any legal regulations, good governance obligations, in order to enforce or to protect our rights, property, or safety, that of other persons with whom we have a business relationship, or to purchasers or prospective purchasers in relation to a disposal of our business or assets.

We may use third party service providers to support our provision of our services. Such will relate to business functions, including (without limitation) IT support, hosting our data on cloud platforms, legal, accounting, audit, consulting and other professional service providers, and providers of other services related to our business.

Portions of our services may be provided by organisations with which we have a contractual relationship, including subcontractors, and, accordingly, your personal data may be disclosed to them. We only provide these organisations with the information that they need to be able to perform their services. We will have in place an agreement with our service providers which will restrict how they are able to process your personal data.

Our simple promise

• We will never pass your personal details to anyone outside the NFPI for them to use for their own marketing purposes unless you have previously provided us with your informed and specific consent.
• We will make sure that our contact with you is relevant and in accordance with the preferences that you give us and in order to enable us to provide the service you require to you.
• You can change your contact preferences at any time. All you need to do is update your preferences by contacting us at [email protected].
• Your personal data will be stored safely and will remain secure at all times.
• No statistical information which identifies you personally will be published.
• No personal data will be kept any longer than necessary in order to fulfil the purpose it was collected for, and if you ask us to, it will be deleted.  We will collect and process your personal data in accordance with this Statement.

If you make an enquiry via our website, on the telephone or via email, or via any third party, we will collect the information you provide to us, together with any information provided by that third party.

How we will use your data

We will process your personal data:

1. As necessary to perform our contract with you for the relevant service: to take steps at your request before entering into it, to decide whether to enter into it, to manage and perform that contract and to update our records.
2. As necessary for our own legitimate interests: for example to monitor emails, record calls, and other communications to train staff and activities relating to your membership, or in dealing with a complaint that you raise.
3. As necessary to comply with a legal obligation: for example when you exercise your rights under data protection laws and make requests, for establishment and defence of legal rights or obligations, for example in dealing with any complaint from you.
4. Based on your consent: for example to send you direct marketing where we’ve asked for your consent to do so.

Publishing

Authors submit their manuscript and personal details via online submission and peer review systems. If a manuscript is accepted the files will be transferred to our Production system, including your personal data.

We may use your personal data to contact you to invite you to serve as a peer reviewer. We will refrain from doing this if you inform us that you do not want to take part in such activity.

Your personal information may be included in our internal tracking and archiving processes.

If you provide us with your personal data, we will ask you if you would like to receive information from us about our other activities, products and services. If you choose to opt-in to receiving this information then we may contact you regarding journal news, journal symposia, themed Issues, nominations for lectureships and awards. You will not be automatically opted-in and if you do opt-in you can opt-out at any time.

Cookies

 

What is a cookie?

A cookie is text file that is stored on your computer or mobile device by a website’s server. Each cookie contains anonymised information about how you use our websites and applications, which allows us to improve your experience of using our products and services.