Privacy policy

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:

• Title
• First name
• Surname
• Date of birth
• Qualifications
• Home and work contact details
  • Telephone
  • Fax
  • 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.

Processes that we undertake are:

• Applying and administering grants
• Joining the organisation and receiving benefits
• Attending events
• Receiving communications from our communications channels (including social media)

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 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 member profile <URL> or sending an email to [email protected].

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:

• DotDigital – Events
• Pixl8 - Memberships
• Eventbrite – Events
• DocuSign – Awards
• Google Analytics – Service tracking
• Wiley - Publishers
• Oxford University Press - Publishers
• Office365 – Operations and communications
• Social Media platforms
  • Twitter
  • Facebook
  • LinkedIn

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 [email protected] 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

TRACKING AND DATA COLLECTION TECHNOLOGIES

The AMI website uses both ‘First Party Cookies’, which are set by the AMI website, and ‘Third Party Cookies’, which are set by another service e.g. Google Maps. We’ve listed all cookies below, with more information about why we use them and how long they last.

THIRD PARTY COOKIES NOT SET BY THE AMI WEBSITE

GOOGLE ANALYTICS

The cookies in the table below are set by the Google analytics tool for improving service which allows the AMI website to accurately estimate the number of visitors to the website, volumes of usage and ensure that the AMI website is available and that AMI understands what you want to use.

 
You can opt out of Google Analytics cookies by visiting this page on Google.

YOUTUBE

We use YouTube to provide videos on our website.

 
GOOGLE MAPS

Sometimes we embed a Google Map in one of our pages to show you where something is.

 
MICROSOFT.COM

The following cookies are used when you submit a form using 'captcha' (usually you enter some random letters or a word) to verify that you are a human being.

 
We also partner with Microsoft Clarity and Microsoft Advertising to capture how you use and interact with our website through behavioral metrics, heatmaps, and session replay to improve and market our products/services. Website usage data is captured using first and third-party cookies and other tracking technologies to determine the popularity of products/services and online activity. Additionally, we use this information for site optimization, fraud/security purposes, and advertising.

For more information about how Microsoft collects and uses your data, visit the Microsoft Privacy Statement.

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 and encrypted on the payment gateway – Stripe - 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.

SECURITY

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.