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BRISMES Privacy Policy

The British Society for Middle Eastern Studies (BRISMES) is committed to ensuring the privacy and security of the personal data of our members and visitors to the BRISMES website. The personal data we collect, hold and process is carried out under the terms of this Privacy Policy. BRISMES works to ensure protection of privacy by embedding the principles of GDPR (transparency, purpose limitation, data minimisation, accuracy, storage limitation, confidentiality and accountability) in its approach to personal data. 

This Privacy Policy applies to information the British Society for Middle Eastern Studies (“we”, “our”, “the Society”) collect about individuals (“you”, “your”, “members”) who interact with our organisation. It explains what personal information we collect and how we use it in order to be able to deliver services which are part of our charitable remit. If you have any comments or questions about this policy, please email This e-mail address is being protected from spambots. You need JavaScript enabled to view it

1. Personal data that we process

The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed. 

Purpose

Data (key elements)

Basis

Enquiring about BRISMES and its work

Name, email, message

Legitimate interests - it is necessary for us to read and store your message so that we can respond in the way that you would expect.

Subscribing as a member of BRISMES

Name, address, email, telephone number, institutional affiliation, posts held, main field

Legitimate interests – it is necessary for us to store your data so that we can provide you with the appropriate membership benefits.

Subscribing to receive emails from the Society and copies of the e-newsletter

Name, email address

Consent – you have given your active consent.

Subscribing to Mideast Wire

Name, email address

Consent – you have given your active consent.

Website functionality

Website activity collected through cookies

Legitimate interests – it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect when visiting our website.

2. How we use your data

We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out above. 

For example:

  • Replying to enquiries that you send to the Society
  • Sending communications by email relating to your membership and the work of the Society that is necessary for your full participation in the activities of the Society. This includes information about the annual conference, annual lecture, changes to the Society, voting notices and membership renewal reminders
  • Where you have specifically agreed to this, distribution of the BRISMES e-Newsletter and other material which is relevant to the pursuit of the Society’s aims and objectives 

3. When we share your data

We will only pass your data to third parties in the following circumstances: 

  • You have provided your explicit consent for us to pass data to a named third party;
  • We are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors;
  • We are required by law to share your data. 

Specifically: 

  • Members’ names and postal addresses are shared with Informa UK Ltd trading as Taylor & Francis Group, for distribution of the hard copy of the British Journal of Middle Eastern Studies (BJMES)
  • Information about payments received from members is shared with Backroom UK Ltd and Azets as part of the Society’s legal requirements relating to submitting VAT returns and annual accounts for the Society
  • Members’ names and email addresses are shared with our website provider in order to facilitate access to the members’ section of the website, which includes online access to BJMES
  • If you have opted to receive Mideast Wire your name and email address will be shared with EURAMES to enable your subscription to Mideast Wire

In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation. 

4. How your data is stored and who can access it

The database containing members’ details is stored on a local hard-drive and regularly accessed only by the Administrator, who uses a password-protected system. Information may also be shared with the Officers (President, Vice-President, Secretary and Treasurer) as necessary for the functioning of the Society. Current members’ details may also be shared with the Conference Co-ordinator. Information on student members may be shared with the President of the Student Section. The BRISMES e-Newsletter is produced on Mailchimp and members’ email addresses are therefore stored on this system. If membership subscription payments are made via PayPal your payment details are stored on the PayPal website. Information on payments received via PayPal or the BRISMES bank account are accessed by the Administrator and Officers of the Society. 

5. How long we keep your data

We take the principles of data minimisation and removal seriously and only ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required. Limited information is kept regarding lapsed or resigned members for up to 10 years and this can be deleted on request. 

6. Rights you have over your data

You have a range of rights over your data, which include the following: 

  • Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by including ‘unsubscribe’ links at the bottom of the e-Newsletter) 
  • You have the right to ask for rectification and/or deletion of your information
  • You have the right of access to your information 
  • You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed

A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk

Please get in touch with the Administrator of the Society if you would like to exercise the rights listed above, or any other legal rights you have over your data under current legislation. 

Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible. 

7. Cookies 

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to your needs. We only use this information for statistical analysis purposes.

A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

How to delete cookies

Please be aware that deleting cookies will impact on the functionality of our website

Our site will not use cookies to collect personally identifiable information about you. However, if you wish to restrict or block the cookies which are set by our website, or indeed any other website, you can do this through your browser settings. The Help function within your browser should tell you how.

Or you can visit www.aboutcookies.org.uk which contains information on how to remove cookies from all the major browsers.

Cookies used within our website

This is a list of the cookies set by our website, and what each is used for.

Session hash
Used to authenticate users on the website

Google Analytics
Used to understand how users navigate through our website, the service is provided by Google LLC. Google analytics generates statistical and other information about website usage by means of cookies, which are stored on users’ computers. The information collected by Google Analytics about usage of our website is not personally identifiable. The data is collected anonymously, stored by Google and used by us to compile reports to improve the functionality and user experience of our website. Google’s privacy policy is available at https://policies.google.com/privacy 

8. Modifications

We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we will notify anyone whose personal data we hold and who is affected. 

BRISMES, September 2020