General Data Protection Regulation (GDPR)
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
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?
The information held by RIL may be updated (for example, a change of address)
How is your data stored?
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?
Who has access to this personal data?
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?
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?
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 email@example.com, 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 subscribers 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.
The Data Protection Act
Research Information Ltd (RIL) is registered under the United Kingdom Data Protection Act 1998. You can find details of that registration on the UK Information Commissioner’s Office website at https://ico.org.uk/esdwebpages/search. Our registration number is Z217796X.
We will primarily use the information you give us in order to supply the goods and services you have ordered, and to inform you of other RIL goods and services that you might be interested in. We will store your information as securely as possible on computer and/or paper-based systems.
We may also pass your details to other organisations who wish to contact you, but these will be genuine, responsible companies who should only contact you with details of goods and services that you may reasonably be expected to have an interest in.
We will pass your details to third parties (eg, government agencies) where we are required to do so by law.
We will not capture information about you without your knowledge, and your details will not with our knowledge be passed to organisations outside the European Economic Area (ie, the 27 members of the European Union plus Iceland, Norway and Liechtenstein).
You are entitled to know what information is held about you upon application in writing accompanied by the appropriate fee. Please see https://ico.org.uk/ for details of the Data Protection Act.
We are also very happy for you to contact us informally, and we will do our best to answer any questions you may have.
If you do not want us to pass on your details to third parties, please tick the appropriate box on whichever form you are filling in, or write to Customer Services, Research Information Ltd, Grenville Court, Britwell Road, Burnham, SL1 8DF, UK.