The Obstetric Anaesthetists' Association is a 'controller' of the personal data you provide to us. We will usually collect basic data about you like your name, postal address, telephone number, and email address when you apply for membership or to attend an event, and your bank details if you pay your membership subscription by Direct Debit.
Sometimes we will collect other information about you such as your gender and date of birth. We will be very clear with you that we wish to collect such information and our reason for collecting such information, and we would only do so with your specific consent and permission.
Why we need it
We collect information depending on the relationship we have with you but typically this would be:
- When you apply for or renew your membership
- When you purchase products, services, or attend events either online, over the phone, via fax, post or at an OAA event
- When you create a registered user account for our website
- When you set up a Direct Debit for membership payments
- When you engage with us on social media
- When you contact us by any means with queries, complaints etc
- When you ask one of our team to email you information about a membership or other products and services we offer
- When you register for any kind of course or event with us When you apply for any grants, bursaries or awards
- When you choose to complete any surveys we send to you Photographs and videos of delegates attending our events
- If you attend our offices at 21 Portland Place, London W1B 1PY, your image may be recorded on our CCTV cameras that are operated for the security of both visitors and staff
The information is either needed to fulfil your request or to enable us to provide you with a more personalised service. You don't have to disclose any of this information to browse our website. However, if you choose to withhold requested information, we may not be able to provide you with certain services.
The personal data we collect may be used for the following purposes depending on the relationship we have with you:
- Processing a membership application and ongoing essential membership related processing
- Sending you information about the OAA, our activities, and campaigns and for marketing purposes (including via Facebook and other social media channels)
- Processing a purchase that you have made
- Responding to correspondence you have sent to us
We are committed to ensuring that the information we collect, and use, is appropriate for this purpose, and does not constitute an invasion of your privacy.
The legal basis we use under the General Data Protection Regulation for the processing of personal data:
- Fulfilling our contractual obligations to you
- Our legitimate interests as the Obstetric Anaesthetists' Association Your consent
- Any legal requirement we may have
Processing to fulfil the membership contract
When you join as a member of the OAA, we use your personal information to provide the services you have paid for and subscribed to for the lifetime of your membership. We will create an online account for you linked to your email address. Data we hold will be used confidentially, and to help us run our services and keep you informed – for example to collect subscriptions, mail out publications, and let you know about conferences and events; or to fulfil legal or regulatory requirements if necessary.
We will use this account to send essential membership communications to you in regards to core member services you have paid for, including member events, access to voting and other membership benefits and services. Communications will be relevant, timely and not excessive.
The OAA will never sell, trade, rent, exchange or otherwise share your personal information with any other person, company or organisation unless necessary to fulfil our contractual responsibilities, we have a legal obligation to do so, or without gaining consent to do so.
Data security
The information you provide will be held securely by us and/or our data processors, whether the information is in electronic or physical format. We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
Email marketing
In relation to any email marketing that you may receive from us, either at your request or in any other circumstances, we may monitor whether you open and/or click on any links in such emails and we use various tracking techniques to measure the effectiveness of our email campaigns and tailor our communications to your interests. If you no longer wish to receive these emails, you can unsubscribe directly by following the instructions in the relevant communication.
However, there are some communications that we need to send that are essential to fulfil our promises to you as a member, or a buyer of goods or services from the Obstetric Anaesthetists' Association. Examples are:
- Transaction messaging such as Direct Debit schedules, purchase confirmations and event booking confirmations
- Membership related mailings such as subscription renewal reminders, the International Journal of Obstetric Anesthesia (IJOA) and notice of any Annual General Meeting
- Member benefit emails
Building profiles of members
The OAA may make use of profiling and screening methods to produce relevant communications and provide a better experience for our members. Profiling can help us
target our resources more effectively through gaining an insight into the background of our members and helping us to build relationships that are appropriate to their interests.
If you do not wish your data to be used in any of the ways listed above or have questions about this, then please email secretariat@oaa-anaes.ac.uk.
Volunteering
When you volunteer for the Obstetric Anaesthetists' Association, we will keep you up to date with the work that we are doing and events we are involved with. We will also let you know of any changes that might affect you volunteering with us and which you need to be aware of. We will only use this information in relation to your volunteering with us and while you remain a volunteer with us. By agreeing to volunteer, you are agreeing to us sending you emails about volunteering and your volunteer role.
Anything else?
All the personal data we process is processed by our staff in the UK and for the purposes of IT hosting and maintenance is normally situated within the European Economic Area (EEA). On occasions where it is necessary for this to be situated outside of the EEA it will be done in accordance with guidance issued by the Information Commissioner's Office.
If you would like to change the way you hear from us or no longer wish to receive direct marketing communications, then email secretariat@oaa-anaes.ac.uk or click the unsubscribe link on the email communication.
