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
This personal data is stored in the subscription system (Myriad), the
finance system (Sage), on a PC (eg. as Excel Reports), and on paper.
- 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,
- At exhibitions and conferences
- Via market research (including through the internet)
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:
Personal data is not passed on by us to other organisations.
- 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.
Where does this data come from?
Personal Data comes to us when individuals and organisation become
subscribers, advertisers, stockists or suppliers of products and
The information held by RIL may be updated (for example, a change of
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
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
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 firstname.lastname@example.org, 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.
Subscribers should advise us of any change to their personal data so
that data held is accurate.