Privacy Statement

Introduction

This notice explains how, why and when we process your personal data and how it is protected.

Who we are

The Hydrogeological Group of the Geological Society of London ("we"), collect and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws.

Our registered office is:

Geological Society
Burlington House
Piccadilly
London
W1J 0BG

Registered charity no. 210161

Registered with the Information Commissioner's Office no. Z6454263

Our designated Data Protection Officer can be contacted via the following methods:

Email: info@hydrogroup.org.uk

Post: Data Protection Officer, Geological Society of London, Burlington House, Piccadilly, London W1J 0BG

Collection of personal data

Why we collect it

We process your personal information to provide you with our services and products.

Where we collect it

• Directly from you; award and grant applications and email enquiries.

• Cookies from browsing our website (see Cookie notice below)

What we collect

• Name

• Date of birth

• Home address

• Business/institute address

• Personal email

• Business email

• Home telephone number

• Mobile telephone number

• Education, academic and work history (as part of your award applications)

• Signature (on paper forms such as award submission forms)

• Bank card details (to process payments for events, for example)

Special Category Data

We process a limited amount of sensitive personal data, termed ‘Special Category Data’ where we have your consent. Examples include:

• Dietary requirements when attending catered conferences

• Health conditions which may require adjustments to be made to accommodate visits to during conferences and events

How we use your data (legal basis for processing)

We use your personal data in the following ways (the lawful basis laid out under Article 6(1) of the UK GDPR upon which GSL is relying is outlined in the parentheses):

• To organise attendance at conferences, room bookings and other events (Contract)

• As part of our legal obligation for business accounting and tax purposes (Legal Obligation)

• To provide access to our products, content and services (Contract)

• To process payments such as author processing charges (APCs) or subscriptions (Contract)

Who we share it with

We will not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. We use third-parties so that we can provide you with the various services and products that we offer. We also utilise these trusted third parties to administer surveys or wealth screening services.These third-parties, or processors, process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

Storage of personal data

How is it stored and for how long?

We only ever retain personal information for as long as is necessary and has review and retention policies in place to meet these obligations. We take your privacy seriously and take every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and has programs in place to deploy several layers of security measures, including:

• Restricted access

• Encryption of devices such as but not limited to USB Sticks and Flash Drives

• Antivirus measures on IT hardware

Where it is stored (transfers outside of EU)

We store the majority of personal data in the UK and the European Union where it is protected by the General Data Protection Regulation (GDPR) or UK GDPR. Where we utilise the services of third-party providers located outside of the European Economic Area ("EEA"), we have in place Standard Contractual Clauses (SCCs) to ensure they meet the same standards as UK GDPR.

Legitimate interests

We may occasionally process your personal information outside of the functions listed above under the ‘legitimate interests’ legal basis. Where this is the case, we will have first carried out a Legitimate Interests Assessment (LIA) to ensure your interests have been considered and any risk posed to you against our own and that such interests are proportionate and appropriate.

Your rights

You have the right to access any personal information that we process about you and to request information about:

• What personal data we hold about you

• The purposes of the processing

• The categories of personal data concerned

• The recipients to whom the personal data has/will be disclosed

• How long we intend to store your personal data for

• If we did not collect the data directly from you, information about the source

• Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time.

• If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information. We will strive to update/correct it as quickly as possible unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with data protection laws, as well as to object to any direct marketing from us, to exercise your data portability rights and to be informed about any automated decision-making we may use.

Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

To submit a request to exercise any of the above rights (that is a Data Subject Access Request), please contact:

Data Protection Officer, The Geological Society of London, Burlington House, Piccadilly, London W1J 0BG. dpo@geolsoc.org.uk

Information about how we deal with Data Subject Access Requests

Lodging a complaint

We process your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If you would like to make a complaint please contact:

Data Protection Officer, The Geological Society of London, Burlington House, Piccadilly, London W1J 0BG dpo@geolsoc.org.uk

If you wish to raise a complaint with the supervisory authority, please contact: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF https://ico.org.uk/global/contact-us/

Consequences of not providing your data

You are not obligated to provide your personal information to us. However, as this information is required for us to provide you with our services/deliver your products, we will not be able to offer some/all of our products or services without it.

Please note that this statement is not a legal contract and it may be updated to reflect any changes in the law or our privacy procedures.

Last updated: December 2021

Cookie notice

A ‘cookie’ is a small piece of data sent from a website and stored on the user’s computer by the user’s web browser while the user is browsing. When you visit a site that uses cookies for the first time, a cookie is downloaded onto your computer/mobile device so that the next time you visit that site, your device will remember useful information such as items added in the shopping cart, visited pages or logging in options.

Cookies are widely used in order to make websites work, or to work more efficiently, and our site relies on cookies to optimise your user experience and for features, products and services to function properly.

Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

Our cookies do not store financial information or information which is capable of directly identifying you (such as your name or address). You have the right to choose whether to accept these cookies.