1. Introduction
At the Royal Pharmaceutical Society ('the Society') we are committed to respecting your privacy and to complying with current applicable data protection and privacy laws. Information you provide to the service will be treated in accordance with the terms laid out in this statement.

This statement will help you understand how we collect, use and protect the personal information you provide to the service. Please take a few moments to read the statement.

2. Gathering and using information (data)

(i) Personal Data

The Royal Pharmaceutical Society owns the database right in the information we collect about our members. We do not sell, share or transfer this information except as set out in this privacy statement. We use the information to improve our services. As a Society with regional and overseas members, it will from time to time be necessary to pass your information between our UK office to our employees in the US.

If during your membership application and registration process you have chosen to provide us with personal details, that data will only be used by us in accordance with this privacy policy, for the purpose of the legitimate aims and objectives of the Society.

Any information you provide to us (“data”) will be put onto our database and processed by us for marketing purposes, market research, tracking of sales data, and in order to provide you with the service and contact you or send you publications.

We may also disclose the data to specially selected third parties and to our professional advisers and agents for the purposes contained in this privacy statement. Disclosure of data to third parties will only occur for the purposes of contracting with Data Processors pursuant to a strict Data Processing Agreement, to enable marketing campaigns for the purpose of only notifying members regarding expired or pending expiration memberships, for new membership opportunities or for membership renewal purposes. Should you wish for your data not to be provided to the above mentioned third parties, please notify us immediately and we will ensure that your wishes are adhered to. By submitting your data to us you agree to our storage and use of the data. 

The internet and best data privacy practice are both developing. We therefore reserve the right to revise this policy at any time. Your use of our website and services constitutes your acceptance of the terms of this privacy statement, as revised by us from time to time. You should therefore review this page regularly to ensure that you are aware of any change to its terms.

(ii) Use of Cookies
This website uses cookies to collect information about: (a) visitors to the website; and (b) members who use the website’s services. A cookie is a piece of information saved in a text file that is placed on your computer’s hard drive.

We collect standard information from visitors to the website, such as how many visitors each page has and how many times embedded videos are viewed. This information is anonymous.

The following cookies are applicable to all visitors on our website:

Cookie set by

Reason for use

Google Analytics

We collect anonymous information about all website visitors in order to understand how the website is being used and this helps us improve your user experience. For more information please visit http://www.google.com/analytics/learn/privacy.html

Vimeo

We embed videos on our website using an external website called Vimeo. In order to understand how many times videos have been watched we collect some anonymous information.

AddThis

We use sharing buttons to allow you to share some of our content on your social networks. If you choose to share a piece of content then we will have access to non-personal information on the number of times the content has been shared allowing us to understand what our most popular content is. You will need to log into a social network via the buttons on our website before we would receive the information. For more information please visit http://www.addthis.com/privacy#.T6qJbehYvFk

If you are a member who has logged in to the website, we use some session cookies to remember who you are and to allow you to access secure areas of the site:

Type of cookie

Reason for use

Session cookies

These cookies are used for the login process to keep you logged in to the website. Without these cookies the website will not function correctly and you will not be able to login to the secure areas of the website or visit our virtual networks.

You may decline or disable cookies when using the website. However if you are a member of the site and you do so you will not be to login to the secure areas of the site or visit our virtual networks. You will also not be recognised when you revisit the site.

As the means by which you can refuse cookies varies from browser to browser, please consult your web browser's help menu for further information on how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie, or how to disable cookies altogether. Further information on deleting or controlling cookies is available at www.AboutCookies.org.

3. Privacy
We treat all personal information as private and confidential. Other than under the terms of this Privacy statement, the service and its moderators will not disclose any of your information, unless:

  • we are legally compelled to do so;
  • there is a duty to the public to disclose;
  • disclosure is required to protect our commercial interest; or
  • disclosure is made at your request or with your consent.

Should you take the decision to make a complaint about the service we have provided, we may be obliged to forward details about your complaint, including your personal information, to the relevant party at the time. You can be assured that they are similarly obliged to adhere to the Data Protection Act 1998 and keep your information strictly confidential.

  • Access to service The service is available only to Society members and invited guests.  All users are required to go through a registration process. When registering we collect personal information. This information is used to deliver the interactive aspects of the service. It will be used to monitor and evaluate how the system is used and to update the Society's membership database.
  • Private email addresses These will be used to provide the interactive features of the service and by moderators of the system for the purpose of fulfilling their role as a moderator. Email addresses will be passed to the Society's membership database (see section 2 (i) of this statement). Email addresses will not be available to other users of the service nor will email addresses be passed to third parties.
  • Contributing content to the service
    When you contribute content to the service you will be credited as the contributor using your username. Student contributions will be suffixed with '(Student)'. This accreditation will appear on the service and will therefore be visible to other users. The default setting for the user ID is your first name and surname. However, all users have the option to create a pseudonym if they wish to protect their identity when using the service.
  • Mailing lists
    The service uses email lists. The lists are not available for sale or rent to anyone. The lists will be used by registered users of the service to link with their professional peers to share information, experience etc. and by moderators to fulfil their role in delivering and managing the service.

Regular email bulletins summarising new content added to this service are sent using the mailing list.

Only registered users will be able to post content to the service.

Neither the Society nor moderators have control over the content of discussion emails distributed by other registered users and do not see emails before they are distributed and cannot edit them prior to or after distribution. The user whose name and email is distributed under is responsible and accountable for the content of that email. All users, including those using a pseudonym are fully traceable on the service and appropriate action will be taken against users who act outside of the terms of service.

4. Information security
We review regularly and enhance our technical, physical and managerial procedures and rules to protect your personal data from unauthorised access, accidental loss and/or destruction.

The service aims to strike a balance between protecting the information that you have given us and giving you access to that information including the ability to change and update it. This is achieved by enabling you to create a unique username and password for your account. We also use industry standard secure sockets layer (SSL) 128 bit encryption technology, for example, to encrypt sensitive data.

You must keep this password safe and must not disclose it to anyone as it enables you to access your personal information. The site enables you to change your password at any time. We will accept no responsibility or liability if a third party obtains and uses your user ID and password. You must tell us immediately if you believe a third party may have obtained this information.

Please be aware that communications over the internet, such as emails, are not secure unless they have been encrypted. Your communications may route through a number of countries before being delivered - this is the nature of the world wide web/ internet. We cannot accept responsibility for any unauthorised access or loss of personal information that is beyond our control.

5. Access to your information
You can write to us at any time to obtain details of the personal information we may hold about you.
Please write to the Data Protection Controller, Royal Pharmaceutical Society, 1 Lambeth High Street, London SE1 7JN

Please quote your name and address together with your membership number. We would be grateful if could also provide brief details of what information you want a copy of (this helps us to more readily locate your data).

We will take all reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you. To this extent therefore, we would be grateful if you could provide two forms of identification such as a copy of a driving licence, passport or document containing your signature and a copy of a recent utility bill that confirms your address.

In accordance with the Data Protection Act 1998 we are entitled to charge £10 to cover the administration costs involved with this process. Please make accompanying cheques payable to the Royal Pharmaceutical Society.

6. Opt-Out
You may opt out of having your personal information used by us for marketing, promotional or other purposes by updating your profile in the secure area of the website.

7. External Links
This site may contain links to other sites. We are not responsible for the privacy practices or the content of such websites. You should be aware of when you leave this site and read the privacy policy of any website which may collect personally identifiable information.

8. Privacy support
We reserve the right to amend or modify this privacy statement at any time and in response to changes in applicable data protection and privacy legislation. Please check back regularly to keep informed of updates to this privacy statement. In some cases (for example, when we make a material change to this privacy policy), we may also tell you about such changes by placing a prominent notice on this website.

At all times the Royal Pharmaceutical Society will remain the ultimate data controller. In this privacy statement 'we', 'us', and 'our' means the Royal Pharmaceutical Society.

If you have any enquiry about our data protection and privacy policy or practices, please write to the Data Protection Controller, Royal Pharmaceutical Society, 1 Lambeth High Street, London SE1 7JN

Last updated on 18 May 2012