Applied Microbiology International (AMI) is a Registered Charity in England and Wales no. 1123044 and Company limited by guarantee no. 6462427.
PERSONAL DATA THAT WE COLLECT
AMI Collects data to operate membership services and benefits and to produce published materials
The types of personal information we collect may include your:
- First name
- Date of birth
- Home and work contact details
- street address
- email address
- credit card details or bank details
- Employment details
- Your job title
- areas of interest/expertise
- job function
AMI collects data at sign up for membership communications purposes, AMI events marketing and interaction with our services via our website, publishing platforms (via third parties) and the applications of grants and funding.
Generally, AMI collects personal information directly from you. For example, we collect personal information when you:
- Deal with THE organisation in person, by telephone, letter, fax or email
- Fill out and submit a Membership Application form
- Submit any other information in connection with your application for membership or the purchase of products and services
- Make an enquiry via a web form
- Apply for a grant
- Register to attend an event
HOW WE USE PERSONAL DATA
AMI’s policy is not to disclose any personal information that we hold on you to any unrelated third party, except where you have given your express consent for us to do so or where required by law.
The main uses of data at AMI is to administer our activities, services, grants and bursaries. The Microbiologist is one of these services.
Data collected for the application and administration of grants are held under multiple legal basis’ firstly upon making an application you are entering a contract where the data you are providing is used to process the application, without this data the organisation will be unable to process the application. Upon award of the grant a data is retained under legitimate interest and as a historical record.
For membership the legal basis is a contract for us to provide you with membership services and benefits, any data that is not required for us to deliver this will be clearly highlighted and governed by consent, which you are entitled to revoke at any time.
Data collected from events is limited to data required to ensure that you are informed of your attendance and any comfort requirements are taken into consideration. Additional marketing and survey communications will be governed by consent.
Communications from the organisation are managed by consent except for communications that are required for the management of your AMI membership.
Arrangements are occasionally made with suppliers of goods and services (such as other scientific societies for their mailings to be sent to members). All material is carefully vetted, and the mailing list is never released to third parties. AMI may use your email address for notifying you about services, events or activities of relevance to you. If you tell us that you do not wish us to use your personal information for a purpose, we will not do so.
Email addresses of people who place electronic orders with AMI are used for reply purposes only unless specifically stated otherwise. We also collect email addresses from people who subscribe to our email lists. If you do not want to receive email from us in the future please let us know by modifying your profile or sending an email to email@example.com.
Personal information collected on this website will be used only for the purpose stated (such as the processing of grant applications) and such information will be held for as long as necessary to fulfil the stated purpose. Personal data collected during the process of membership application will be kept indefinitely, in a secure database, for the purpose of lapsed membership campaigns.
REASONS WE SHARE PERSONAL DATA
To deliver benefits and services we will partner with organisations that adhere to the legislation within the EEA, in the event were some services are not able to meet the new higher standards then we will wind down or break the contracts were possible.
Services we use and share data with:
- Survey Monkey – Events
- iMIS - Memberships
- Eventbrite – Events
- DocuSign – Awards
- Google Analytics – Service tracking
- Wiley - Publishers
- Oxford University Press - Publishers
- Office365 – Operations and communications
- Social Media platforms
HOW TO ACCESS & CONTROL YOUR PERSONAL DATA
To view and/or amend your membership data you can log into the members area for marketing and communications email you can contact firstname.lastname@example.org to have your details removed.
RETENTION OF DATA
AMI will only retain data indefinitely in the following circumstances:
- When it is of scientific or historical value
- In the event of awarding grants
- Membership held dates
- Minimal data to ensure that your rights are upheld
- In the right to be forgotten or removal from communication lists we may retain some information as a record of completion of the request or to ensure that your mail is actively excluded
- If there is a legal basis for it retention
PAYMENT AND BANK DETAILS
Any information provided by you in connection with a Direct Debit payment or transaction regarding your credit or debit card numbers, expiry date and billing or delivery address will be used by us to process the transaction.
Credit card details are not stored on our servers but are securely stored on the payment gateway – SagePay - employed by AMI.
Bank details may be collected during the grant application process to ensure rapid payment is made to successful applicants. This information will be held for as long as necessary to fulfil the stated purpose, and then permanently deleted.
AMI (or its committee members/representatives) may, from time to time, email you with additional information considered to be relevant to your professional/scientific interests, but only to those who have given their agreement to receiving such communications.
Information that you supply to AMI is transmitted and stored with industry standard encryption with the exception of email, which is dependent on factors outside of the control of AMI. Our technical infrastructure and those of our third parties comply with information security best practice as detailed in the ISO27001 standard. Our business practices are audited at least once a year and we instigate a continual improvement cycle reviewing in place policies and procedures.