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This policy describes how and why the British Association for Cancer Research (“BACR”) uses your personal information when you interact with BACR. We take your privacy seriously and we aim to be clear when we collect your information and what we will do with it. Please read this policy carefully in order to understand our views and practices regarding your personal information and how we will treat it. For the purposes of EU and UK data protection laws, BACR is the data controller of your personal information.
We may process your personal information in the following situations:
Please refer to the sections below that are relevant to you.
We collect personal information from you when you join the BACR as a member. Your information is stored in a secure database. You can see the details we hold about you by logging in to your member account.
We may process your personal information to communicate with you, contact you and respond to your requests and enquiries, for membership administration and to provide you with the benefits set out below.
By paying a membership fee, you enter into a contract with the BACR to be provided with the benefits of membership as set out on our website and marketing materials. These benefits include:
1. Reduced registraton rates at the EACR Congress, conference and other meetings with partner organisations
2. Eligibility to apply for EACR Awards/Fellowships
You can read a full summary of benefits here
You should check any privacy policy provided to you where you provide any personal information to a third party. For example, you will need to read EACR’s Data Privacy Statement to understand how EACR treats your personal information (EACR Data Privacy Statement)
It is your responsibility to provide BACR with up-to-date information and to inform BACR of any changes (e.g., new academic institution, new email address or contact details).
Member data is stored while you are a member and for one year after your membership lapses. After one years as a lapsed (suspended) member, your records will be deleted.
We have a basis to use your personal information where we are entering into a contract with you or performing our obligations under that contract.
We also have a basis to use your personal information if it is reasonably necessary for us to do so and in our “legitimate interest” including the use of your personal information to administer, review and keep a record of our members.
We collect information from you where you join BACR as a volunteer, including your name, address, telephone number, email address, work history and experience and date of birth.
We may process your personal information to communicate with you, contact you and respond to requests and enquiries, to keep a record of your relationship with us and for general volunteer administration purposes.
Your personal information is processed for the period you are a volunteer and for 5 years after you cease to be a BACR volunteer.
Lawful basis for processing this data
We have a basis to use your personal information where we are entering into a contract with you or performing our obligations under that contract.
We also have a basis to use your personal information if it is reasonably necessary for us to do so and in our “legitimate interest” including the use of your personal information to administer, review and keep a record of our volunteers.
We collect information from you when you join BACR as a member of the Executive Committee and/or as a trustee, including your name, address, telephone number, email address, work history and experience, date of birth and documentation such as passport and drivers licence details for anti-money laundering (AML) compliance purposes.
We may process your personal information to communicate with you, contact you and respond to requests and enquiries, to keep a record of your relationship with us, arrange Executive Committee meetings and to comply with our legal and regulatory obligations.
Your personal information is processed for the period you are a trustee and/or a member of the Executive Committee and for 5 years after you cease to be a trustee and/or a member of the Executive Committee. Where we are required by law to keep identification documentation and supporting evidential documents for compliance with AML regulations we will retain this information for a period of 5 years from the end of our relationship with you.
We have a basis to use your personal information if it is reasonably necessary for us to do so and in our “legitimate interest” including the use of your personal information to administer, review and keep a record of our volunteers.
In certain instances, we may also have a legal obligation to process your personal information, for example, to comply with our obligations relating to AML.
There are two ways to register for a BACR conference:
1. BACR members can register using their BACR member account
2. Non-members can create a non-member ‘meetings account’ on our website in order to register for an BACR conference
We collect your personal details from you when you create a meetings account, and we store them in a secure database.
Both members and non-member account holders can see the details we hold about them by logging in to their online account.
By registering to attend a BACR conference, a contract is created. We use your contact details to send you information about the conferences you register for.
If you attend, we will include your name and country in the printed programme book unless you request to be removed.
You will be given the option to opt in to having your email address published in the printed programme book which is handed out to participants and sponsors. If you do not opt in, we will not include your email address.
We may also use your personal information to communicate with you ahead of the conference to provide relevant information about the conference. We may also contact you about future conferences. All communications will contain the option to opt out. Please see the “Marketing” section below for further details.
We may also take photographs at our conferences and will ask for your consent when you attend our conference. If you do not want to have your photograph taken, please let the registration desk at the conference know.
Member data is stored while you are a member and for one year after your membership lapses. After one years as a lapsed (suspended) member, your records will be deleted.
If you are not a member, but you register to attend a conference, we will retain your details for a period of 5 years in a database of participants of that conference, unless you request to be removed sooner.
We have a basis to use your personal information if it is reasonably necessary for us to do so and in our legitimate interest to administer, review and keep an internal record of your attendance at or interest in our conferences.
We receive your personal information when you submit your application for travel awards and exchanges via email, including your name, department, institutional affiliation, contact e-mail and qualification dates.
The BACR asks applicants to consider what personal data are required for an award application to be assessed. BACR does not require information relating to your home address, age, nationality, racial or ethnic origin, political opinions, disabilities, health, gender and marital status or any other information not specifically requested in the form. Applicants should not share this information with BACR.
We will use this information to assess your eligibility for a travel award or exchange funding and to communicate with you in respect of your application. Where you are successful in your application, we will process your personal information as part of ongoing administration of the relationship and provision of funding.
We will retain your personal information for as long as necessary to review your application and for no longer than 1 year after the application deadline. If you are successful in your application, we may retain your application for a longer period of time where necessary to track funding and confirm the eligibility of applicants for future award applications.
We have a basis to use your personal information if it is reasonably necessary for us to do so and in our legitimate interest to administer, review and keep an internal record of your application together with any approved applications.
When you make a donation to BACR (via a legacy contribution, the Charities Commission or otherwise), we may process your personal information including your name, address, telephone number and bank details. We may also collect a Message in Memory in connection with the donation which may include personal information.
We use your personal information to process your donation to keep a record of your relationship with us, further our charitable objectives and to respond to or fulfil any requests, complaints or queries you make to us.
We have a basis to use your personal information if it is reasonably necessary for us to do so and in our legitimate interest to process donations and correspond with you in relation to your donation.
When you contact us by email, your email address, as well as the contents of your email which you decide to provide, will be stored on our server which is hosted in the UK.
We keep emails we receive so that we can provide a well-functioning service to our members and other interested parties. We will use your details to follow up on your enquiry and any future enquiries.
Your email address and email will be retained for as long as necessary for us to respond to your request and for a period of 1 years thereafter. Where you enter into a relationship with BACR as a result of this communication, we will retain your personal data in accordance with the relevant retention periods set out in this policy.
When you contact us using the Contact form on the Website or make a donation via the Website, any personal data submitted in these forms will be collected and processed by us. It may include, for example, your name and email address. When you sign up to be a member of BACR via the Website, any personal data submitted in this form will be collected and processed by us, including your first name, last name, username, email address, qualification details, employment details and phone number. We will also collect your username and password when you login to our Members area.
Please see the “Our Use of Cookies” section below to understand how we use cookies to collect information about you.
We may use your personal data for the following purposes: (i) to contact you and respond to your requests and enquiries; (ii) for business administration, including statistical analysis; (iii) to personalise your visit to the Website and assist you while you use the Website; (iv) to improve the Website by helping us understand who uses the Website; (v) to contact you to tell you about services offered by us which we believe may interest you; and (vi) for fraud prevention and detection and to comply with applicable laws, regulations or codes of practice.
We will retain the personal information collected from you as necessary for the provision of the services, internal analytical purposes or to comply with our legal obligations, resolve disputes and enforce agreements. The criteria used to determine the retention periods include: (i) how long the personal information is needed to provide the services and operate the business; (ii) the type of personal information collected; and (iii) whether we are subject to a legal, contractual or similar obligation to retain the data.
We have a legitimate interest to properly manage and administer our relationship with you and to ensure that we are effective and efficient.
In certain instances, we may also have a legal obligation to process your personal information, for example, if we need to report content posted on the website to comply with our legal obligations.
BACR may arrange conferences with its business contacts and sponsors. You may also advertise If we have an existing business relationship with you, and you are not already a BACR member, we may collect your personal information through communications with you including your name, email address, company and a history of our correspondence.
BACR may process your personal information in order to arrange the conference, arrange advertising and to administer our partnership. The BACR also use your personal information to contact you about similar future opportunities such as advertising, sponsorship and exhibition at our meetings.
You can ask us to stop sending you communications about future opportunities at any time by contacting us at any time.
Your details will be retained during our business relationship and for a period of 6 years thereafter, if you do not opt out of future contact. If you opt out, your personal information will be retained so that we have a record that you opted out, but we will not contact you.
Lawful basis for us processing this data.
We have a legal basis to use your personal information where in our legitimate interests to properly manage and administer our relationship with you.
If you indicate an interest in working with the BACR (for example by giving us your business card after talking at a conference, or by emailing us to enquire about opportunities) or we consider your company may be interested in working with BACR, we may process your personal information such as your name, email address and company details.
When we meet representatives of a company at conferences, we know that they have an interest in cancer research or closely related fields. We inform them of the BACR and they express an interest in hearing from us by providing business cards/contact details. The BACR may then contact you about future opportunities such as advertising, sponsorship and exhibition at our meetings. You can ask us to stop sending you communications about future opportunities at any time by contacting us at any time.
If we do not hear from you following our first communication, we will retain your personal information for a period of 1 year (in accordance with our email retention policy set out above). If you become a business contact or sponsor of BACR, your personal information will be retained during our business relationship and for a period of 6 years thereafter, if you do not opt out of future contact. If you opt out, your personal information be retained so that we have a record that you opted out, but we will not contact you.
We have a basis to use your information where in our legitimate interests to contact you and develop prospective business relationships.
If you are a supplier or a representative of a supplier to the BACR, for example of goods or services, we will process your contact details, bank account details and invoices.
A contract exists between the BACR and its suppliers, and this data (including your personal information) is need to fulfil the contract.
We will retain supplier contact details for a period of 6 years following termination of our relationship with you. We will retain supplier invoices for 7 years.
We have a basis to use your personal information where we are entering into a contract with you or performing our obligations under that contract.
For invoices: We have a basis to use your personal information to comply with our legal obligations to fulfil payment of supplier invoices.
If you do not provide your personal information as listed above to us when it is required, we may not be able to provide you with the requested services and in certain circumstances, we may have to terminate our relationship with you.
We may disclose your personal information to third parties in connection with the purposes set out above. These third parties may include:
Where we are under a legal or regulatory duty to do so, we may disclose your details to law enforcement, regulatory bodies and legal advisors or where we consider it necessary to protect the rights, property or safety of BACR, its personnel, visitors, users, or others.
We may also share your personal information to any third party that acquires or is interesting in acquiring, all or part of our assets, or that succeeds us in carrying on all or part of our business
Some third parties to whom we disclose personal information may be located outside the European Economic Area (“EEA”) and the UK and may include countries which do not have the same data protection laws as your home jurisdiction. BACR will take steps to make sure that they provide an adequate level of protection and appropriate safeguards are in place. When you provide your personal information to us, you hereby consent to the transfer of your personal information to the recipients described in this policy who may be located outside the EEA and the UK. You may withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing based on consent prior to its withdrawal.
Under applicable data protection laws, you have the following rights, which may be subject to limitations and exceptions in certain circumstances:
Please note that you have the right to object to our processing of your personal information where the processing is based on our legitimate interests or for direct marketing.
In addition, where we rely on consent as our legal basis for processing your personal information, you have the right to unconditionally withdraw consent. At this point we will stop processing your data. Withdrawal of consent shall not affect the lawfulness of processing based on consent prior to its withdrawal.
You also have the right to lodge a complaint with a supervisory body in Europe. You should normally do this in the country where you are habitually resident.
If you want to exercise any of the above rights, please contact us at bacr@leeds.ac.uk.
We may contact you periodically by e-mail to provide information regarding events, services, membership renewal (if applicable) and content that may be of interest to you, unless you advise us that you do not wish to receive marketing and research communications from us. If applicable law requires that we receive your consent before we send you certain types of marketing communications, we will only send you those types of communications after receiving your consent. If you wish to stop receiving marketing communications from us, or would like to stop processing your personal information in any other way, you can contact us as described below to let us know what types of communications you wish to stop receiving.
Cookies are small text files that web sites often store on the computer hard drives of visitors to their sites. They are widely used in order to make web sites work, or work better, as well as to provide information to the owners of the site. A cookie often contains a unique number, which can be used to recognise your computer when a user of your computer returns to a website that it visited previously.
We use cookies to enhance the online experience of our visitors and to better understand how our website is used. We use first party cookies and third party cookies on this website.
We set out the cookies our website uses below:
If you log into this website (e.g., to update your details) then we store any details that we need to on our server to facilitate your log in. To link your "session" data on our server with your browser session a small cookie is placed in your browser - containing an anonymised link to the session. As soon as you close your browser this session cookie is deleted. This cookie is necessary for the operation of our website.
Measuring website usage (Google Analytics):
We use Google Analytics to collect information about how people use this site. We do this to make sure it’s meeting its users’ needs and to understand how we could do it better. Google Analytics stores information about what pages you visit, how long you are on the site, how you got here and what you click on. These are third party cookies.
You can always opt-out of Google Analytics cookies by using Google’s opt-out tool.
You can also control the use of cookies by amending or setting the controls on your browser to reflect your cookie preferences. However, please note that if you choose to refuse cookies you may not be able to use the full functionality of this website.
The "Help" menu in the toolbar of most web browsers will tell you how to change your browser's cookie settings, including how to have the browser notify you when you receive a new cookie, and how to disable cookies altogether. Please visit the relevant link below for the internet browser which you use:
• Chrome
• Firefox
• Internet Explorer
• Safari
We may change this policy from time to time. Any significant changes to this policy made by the BACR will be notified to you by a prominent notice on our website, prior to the change becoming effective. This policy was last updated on 22nd July 2019
If you have any questions, comments, or suggests, or wish to exercise your rights as set out above, please let us know by contacting us at bacr@leeds.ac.uk or https://www.bacr.org.uk/site/contact/page
BACR is a registered charity in England and Wales (289297)
Registered address:
c/o Leeds Institute of Medical Research at St James’s, Cancer Genetics Building,
St James's University Hospital, Beckett Street, Leeds LS9 7TF
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