Policy statement
Association of Neurophysiological Scientists (ANS) is committed to protecting the privacy and
security of your personal information. This Privacy Policy gives you detailed information on when
and why we collect your personal information, how we use it and how we keep it secure.

GDPR
The General Data Protection Regulation (GDPR) is a new piece of EU legislation that came into force
on 25th May 2018. The core intent of GDPR is to give individuals more control over the use of their
personal data and how data is stored. This legislation replaces the Data Protection Act 1998 (DPA),
giving more rights to you as an individual and more obligations to organisations holding your
personal data.
One of the rights is a right to be informed, which means we have to give you more information than
previously about the way in which we use, share and store your personal information.

Data Controller
The Association of Neurophysiological Scientists (ANS) is the registered data controllers; please see
below our full contact details:
Main Office:
ANS
c/o Executive Business Support
CIty Wharf
Davidson Road
Lichfield
Staffordshire
WS14 9DZ
01543 442 149
ebs@ansuk.org
Registered Company No: 04738980
ICO Registration No: Z7080989
Data Protection Officer: Joanna Matthews, ANS Secretary – dataprotection@ansuk.org

How we collect your personal information
We collect your information when you decide to interact with us, complete an application form to
become a member of ANS or purchase one of our products and services. We also collect information
about your computer to look at how our audience use our website, so that we can offer the best
possible experience. Information collected includes your IP address, geographical location, browser
type and version, operating system, referral source, length of visit, page views and website
navigation paths

Purpose and lawful reasons for processing your data
For all goods and services purchased from ANS we will process your data to ensure the correct
delivery of those goods and services. The lawful reason for processing data in these cases is
contractual and will include:
● ANS/CSci Membership
● ANS Training or educational courses and conferences
● ANS Examination and qualifications
● Bursaries and expenses
We may contact you from time to time regarding information you may be interested in from ANS or
related organisations. We will only process your data in this regard and contact you if we have
obtained your consent to do so. The lawful reason for processing data in this case is consent and will
include:
● Job adverts
● ANS marketing such as conference alerts
● External organisation marketing
We may process data which falls within the special categories of data. The below list details the data
which are processed that falls in that category:
● Health information – for any special requirements at examinations, conferences and events.
This information will only be used with your consent and to ensure we are able to deliver
any special requirements you may have. The lawful reasons for processing these data are
consent and explicit consent as given by you, the data subject

Data sharing
ANS will never share, sell or trade your personal information to any third parties for marketing
purposes.
We currently use other organisations to manage our activities: Executive Business Support (EBS) for
our administrative support. These organisations have access to your data in order to perform services on our behalf. We make sure anyone who provides a service for us enters into an
agreement with us and meets our standards for data security. They will not use your data for
anything other than the clearly defined purpose relating to the service that they are providing.
We may share your data with representatives or volunteers of ANS for the purposes of providing
assessments or marking of examinations or qualifications. The data shared with these individuals is
limited and only to individuals that meet our standards for data security. Regular training and
auditing is conducted to ensure that these aims are met.
If you have asked us to obtain payment from an organisation such as an NHS finance department,
we may share your details to facilitate this transaction

Types of information we collect
We only collect the information that is necessary to carry out our business and provide a particular
service that you have requested, and to keep you informed. This includes:
● Demographic information – (Name, address, contact details, e-mail address)
● Purchasing information
● Membership application information – (Date of birth, qualifications, work specialisms)

How your information is stored
Your information either will be stored on our website, in a restricted secure server environment or
on cloud based software that we have verified as suitable and which meets our security
requirements. Only individuals that need to will be allowed to access your data and this access is
limited to the requirements of the individual’s task. We ensure that all individuals, volunteers and
staff members of any third party have been trained to understand their requirements in keeping
your data safe. Any hard copy paper records which may be sent to the organisation, such as
application forms, are stored in a secure environment and where relevant transferred into electronic
format.

How long is your information kept
We will only keep your data for as long as it is necessary, for the majority of information will be
retained for 7 years to coincide with financial requirements. For areas that you have withdrawn your
consent or asked for your data to be removed it will be destroyed as soon as possible within one
month. If we decide not to destroy your data we will inform you as to why we have made this
decision. Examination results will be retained permanently and your membership history may be
archived for historical and statistical purposes.

Your choices
You should find it easy to access and amend the personal information that we hold on you, or
request that we stop contacting you by withdrawing your consent. If you have an online account
with us, you can amend your personal details and email contact preferences at any time.
Alternatively if you prefer, you can contact us by telephoning 01543 442149 or emailing
ebs@ansuk.org.

Your rights
You have the following rights as an individual:
● The right to be informed
● The right of access
● The right to rectification
● The right to erasure
● The right to restrict processing
● The right to data portability
● The right to object
● Rights in relation to automated decision making and profiling.

If you have any queries or concerns regarding the use of your data and the above rights, please
contact us by telephone on 01543 442149 or by email ebs@ansuk.org
The supervisory authority is the ICO and comments and concerns can be raised with them. Further
information on data protection regulations and laws can be found: https://ico.org.uk/for-the-public.

Additional information
No personal data is stored or transferred outside of the European Economic Area (EEA).

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