Research Information Ltd -- 19 August 2018, at 2.19 pm

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Privacy Notice (GDPR) for Research Information Ltd (RIL)




How we collect personal data

The personal data we routinely collect includes subscribers, advertisers, exhibitors, stockists and suppliers names, addresses, email addresses and telephone numbers.   We collect this personal data:
  • From any application for a product or service
  • Via post, telephone, email, website, PayPal or in person
  • From third parties such as websites, social media. Agents, etc.
  • At exhibitions and conferences
  • Via market research (including through the internet)
This personal data is stored in the subscription system (Myriad), the finance system (Sage), on a PC (eg. as Excel Reports), and on paper.

How we use your personal data

We use this personal data for the administration of subscriptions and advertising; and the communication of information, including renewal and advertising invoices and for marketing purposes.

Sharing your personal information

We may share your personal information with:
  • Some personal data is supplied to our bookkeepers/accountants, printers, and third party partners (for example mailing agents).
  • Regulators if required to do.
  • To all other parties in order to carry out our business with legitimate interest.
Personal data is not passed on by us to other organisations.

Where does this data come from?

Personal Data comes to us when individuals and organisation become subscribers, advertisers, stockists or suppliers of products and services.
The information held by RIL may be updated (for example, a change of address)

How is your data stored?

This information is mainly stored in digital form on computers held by members of staff.
Staff members may also hold some data on home computers and in the form of written documents.

Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring RIL discharges its obligations under the GDPR is Kumar Patel, a Director of RIL.

Who has access to this personal data?

Staff Members of RIL have access to personal data in order for them to carry out their legitimate tasks for the organisation.
Our subscriptions system is supported by a software provider and their technical staff can have remote access to the data. They use the remote access to update the software.

What is the legal basis for collecting this data?

RIL collects personal data that is necessary for the purposes of its legitimate interests as an organisation that publishes, distributes and prints, online and digital content to subscribers.
For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.

How can an individual check what data we have about them?

If an individual wants to see the basic personal data we hold about them, then they should contact the Company Secretary -RIL.  They can contact us with a “Subject Access Request” if they want to ask us to provide them with any information we hold about them. We will as required provide this within one month.
There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.

How can individuals ask for data to be removed, limited or corrected?

There are various ways in which individuals can limit how their personal data is used.
  • Individuals may choose not to receive information emails from RIL (we do not send any out on behalf of other organisations).
  • Individuals may ask for personal data to be deleted once their “purchase” expires. For a subscriber, this may be their address, email and telephone number.
  • The above options can be implemented by contacting RIL by email at info@researchinformation.co.uk, or in writing to the Company Secretary, Research Information Ltd, Grenville Court, Britwell Road, Burnham, Bucks SL1 8DF, UK.

How long we keep your data for, and why?

We normally keep personal data after their subscription lapses in case they later wish to re-join. This does happen, and it helps us to maintain an accurate history for the subscriber. However, we will delete any former subscriber’s contact details from current records entirely on request.
Other data, such as that relating to accounting or personnel matters, is kept for at least the legally required period and may be indefinite but such retention will be reviewed on request.
We will retain your personal data for as long as is necessary for the purposes described above.

What happens if a subscriber dies?

We normally keep subscribers’ information after they die. If requested by their next-of-kin to delete it we will do so on the same basis as when requested to remove data by a former subscriber.

Can RIL download personal data to use it elsewhere?

Personal data can be downloaded as a csv spreadsheet. For subscribers this is used to generate address labels and for despatching publications to which they subscribe.

Subscriber Responsibility

Subscribers should advise us of any change to their personal data so that data held is accurate.

21-May-2018




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