Who are we?
We are The British Society of Dental and Maxillofacial Radiology (the Society).
As a non profit-making organisation we are exempt from registration as a data controller with the Information Commissioner.
What information do we collect from you?
• We collect names, professional qualifications, contact details and subscription details
from our members and applicants for membership.
• We also keep records of past members whose subscriptions have expired.
• We communicate with speakers and sponsors in relation to our events.
Why do we collect this information?
The personal data we collect will be used for the following purposes:
• Establishing or maintaining membership of or support for the Society.
• Providing or administering activities for individuals who are either members of the
Society or have regular contact with it.
Our legal bases for processing for the personal data are:
• Taking steps at the request of applicants for membership prior to entering into a
contract with them.
• Performance of the contracts with our members.
• Our legitimate interests in reinstating memberships where subscriptions have lapsed.
• Our legitimate interests in promoting the objects of the Society by arranging
appropriate events and obtaining discounts or other benefits for our members at
appropriate third party events.
• Our legitimate interests in improving the functionality of our website for the benefit of
What do we do with this information?
We will process your personal data to achieve the above purposes as follows:
• By maintaining records of our members and subscriptions paid.
• By maintaining records of past members for 3 years from when their subscriptions
have lapsed and sending them renewal reminders.
• By arranging meetings and events and communicating regarding them with
members, speakers and sponsors
• By circulating an annual newsletter to members.
We do not pass our members’ information to third parties for marketing purposes.
We will only transfer your personal data outside the United Kingdom to the extent we use
third party websites to provide our services (see below).
Who might we share your information with?
The following third parties may receive your personal data from us for the following
• Our website hosting provider to process membership applications received via the
website. The website is hosted in the European Union.
• Eventbrite or an alternative booking site to organize booking to attend our events.
Eventbrite may process personal data outside the European Union in reliance on the
EU-US Privacy Shield.
• We may provide other Radiology or Dental conference or educational event
organisers with a list of our members so they can check eligibility for discounts or
other benefits for our members,
How long do we keep your information?
We keep records of current members for as long as they remain members.
Records of past members are destroyed after 3 years, except for names and dates of past
Presidents and Officers of the Society.
How can I access the information you hold about me?
You have the following rights as a data subject
• Right of access – you have the right to request a copy of the information that we
hold about you.
• Right of rectification – you have a right to correct data that we hold about you that
is inaccurate or incomplete.
• Right to be forgotten – in certain circumstances you can ask for the data we hold
about you to be erased from our records.
• Right to restriction of processing – where certain conditions apply to have a right
to restrict the processing.
• Right of portability – you have the right to have the data we hold about you
transferred to another organisation.
• Right to object – you have the right to object to certain types of processing such as
• Right to object to automated processing, including profiling – you also have the
right to object to the legal effects of automated processing or profiling. We do not
carry out automated processing or profiling.
• Right to judicial review: in the event that we refuse your request under rights of
access, we will provide you with a reason as to why. You have the right to complain
as outlined below.
If you wish to make a complaint about how your personal data is being processed by the
Society, or how your complaint has been handled, you have the right to lodge a complaint
with us (contact firstname.lastname@example.org) or directly with the Information Commissioner’s
Office as our supervisory authority (see ico.org.uk/concerns).