This privacy policy explains how the World Association for Veterinary Dermatology (a company registered in Scotland, with registration number: SC209743) (“we“, “our“) uses your personal data when you interact with us via our website. We are the controller of personal data obtained via our website, meaning we are the organisation legally responsible for deciding how and for what purposes it is used.
We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on how and why we collect, store, use and share any information relating to you (your personal data) in connection with your use of our website. It also explains your rights in relation to your personal data and how to contact us or a relevant regulator if you have a complaint.
We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR). We are also subject to the EU General Data Protection Regulation (EU GDPR) in relation to services we offer to individuals and our wider operations in the European Economic Area (EEA).
Given the nature of our website, we do not expect to collect the personal data of anyone under 18 years old. If you are aware that any personal data of anyone under 18 years old has been shared with us via our website please let us know so that we can delete that data.
This privacy policy is divided into the following sections:
- What this policy applies to
- Personal data we collect about you
- How your personal data is collected
- How and why we use your personal data
- Marketing
- Who we share your personal data with
- How long your personal data will be kept
- Transferring your personal data out of the UK and EEA
- Cookies
- Your rights
- Keeping your personal data secure
- How to complain
- Changes to this privacy policy
- How to contact us
- Do you need extra help?
What this policy applies to
This privacy policy relates to your use of our website only.
Throughout our website we may link to other websites owned and operated by certain trusted third parties, such as our sponsors’ websites. Those third party websites may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to those third party websites, please consult their privacy policies as appropriate. We are not responsible for the privacy practices of any other websites.
Personal data we collect about you
The personal data we collect about you depends on the particular activities carried out through our website. We may collect and use the following personal data about you when you use our website:
- the name of the domain and host from which you access our website;
- the date and time you access our website;
- the Internet address of any third party website which linked you to our website;
- details of any information, feedback, or other matters you give to us when you contact us, sign up for our newsletter, and/or apply for one of our scholarships via our website; and
- information about your activities on, and how you use, our website.
We may also collect and use the following personal data about you when you interact with our services via our website:
- your name, address and contact information, including email address and phone number;
- delivery information;
- your billing information, transaction and payment card or other payment method information, including bank account and payment details; and
- your contact history and purchase history.
We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below.
How your personal data is collected
- directly, when you enter or send us information, such as when you apply for one of our scholarships via our website;
- indirectly, such as your browsing activity while on our website. We will collect information indirectly using the technologies explained in the section on ‘Cookies‘; and
How and why we use your personal data
Under data protection law, we can only use your personal data if we have:
- a legal basis to do so, e.g. for our legitimate interests or those of a third party;
- to comply with our legal and regulatory obligations; and/or
- for the performance of a contract with you or to take steps at your request before entering into a contract.
A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own.
The table below explains what we use your personal data for and why.
| What we use your personal data for | Our reasons |
| Providing information to you about our services | For our legitimate interests, i.e. to provide you with information about what we do to allow you to understand more about our organisation. If you apply for one of our scholarships, or register for an event via our website, to perform our contract with you or to take steps at your request before entering into a contract. |
| Setting up and running a digital library of veterinary dermatology photography | For our legitimate interests, i.e. to help us to promote the advancement of veterinary dermatology as part of our mission. |
| Publicising the winners of awards and scholarships | For our legitimate interests, i.e. to provide the public with information about what we do. |
| Enforcing legal rights or defend or undertake legal proceedings | Depending on the circumstances:
|
| Customising our website and its content to your particular preferences based on a record of your selected preferences or on your use of our website | Depending on the circumstances:
If you have provided such a consent you may withdraw it at any time by contacting us (see ‘How to contact us’ below). |
| Retaining and evaluating information on your recent visits to our website and how you move around different sections of our website for analytics purposes to understand how people use our website so that we can make it more intuitive or to check our website is working as intended | Depending on the circumstances:
If you have provided such a consent you may withdraw it at any time by contacting us (see ‘How to contact us’ below). |
| Communications with you not related to marketing, including about changes to our terms or policies or changes to our services or other important notices | Depending on the circumstances:
|
| Statistical analysis to help us understand our customer base | For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you. |
| Updating and enhancing your records | Depending on the circumstances:
|
| Marketing our services to existing and former customers | Your consent. See ‘Marketing’ below for further information. If you have provided such a consent you may withdraw it at any time by contacting us (see ‘How to contact us’ below). |
To share your personal data with third parties that may take control or ownership of some or all of our business (and professional advisors acting on our or their behalf) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency In such cases information will be anonymised where possible and only shared where necessary | Depending on the circumstances:
|
Marketing
We will use your personal data to send you updates by email about our events, and other information about us.
We will only use your personal data in this way if we have your consent to do so. You have the right to opt out of receiving marketing communications at any time by withdrawing your consent. You can do so at any time by:
- contacting us at (see ‘How to contact us’ below); and/or
- using the ‘unsubscribe’ link in emails.
We will always treat your personal data with the utmost respect and never sell it to other organisations for marketing purposes.
For more information on your right to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below
Who we share your personal data with
We may share your personal data with third parties we use to help provide services to us, for example when using a third party to send an email on our behalf. We only allow those organisations to handle your personal data if we are satisfied they take appropriate measures to protect your personal data.
We may also share your personal data with our insurers, professional advisers, relevant regulators, police and other law enforcement agencies or where the disclosure is required by law.
If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).
How long your personal data will be kept
We will not keep your personal data for longer than we need it for the purpose for which it is used, or as is necessary to comply with a legal or regulatory obligation.
Different retention periods apply for different types of personal data. If you would like more information about our retention periods, please contact us (see ‘How to contact us’ below).
Following the end of the of the relevant retention period, we will delete or anonymise your personal data.
Transferring your personal data out of the UK and EEA
Where it is necessary for us to transfer your personal data to countries outside the UK and EEA we will comply with applicable UK and EEA laws designed to ensure the privacy of your personal data.
Under data protection laws, we will only transfer your personal data to a country outside the UK/EEA where:
- in the case of transfers subject to UK data protection law, the UK government has decided the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy regulation’) further to Article 45 of the UK GDPR. A list of countries the UK currently has adequacy regulations in relation to is available here;
- in the case of transfers subject to EEA data protection laws, the European Commission has decided that the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy decision’) further to Article 45 of the EU GDPR. A list of countries the European Commission has currently made adequacy decisions in relation to is available here;
- there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you; or
- a specific exception applies under relevant data protection law.
Any changes to the destinations to which we send personal data or in the transfer mechanisms we rely on to transfer personal data internationally will be notified to you in accordance with the section on ‘Changes to this privacy policy’ below.
If you would like further information about data transferred outside the UK/EEA, please contact us (see ‘How to contact us’ below).
Cookies
A cookie is a small text file which is placed onto your device (e.g. computer, smartphone or other electronic device) when you use our website. We use cookies on our website. These help us recognise you and your device and store some information about your preferences or past actions.
For further information on our use of cookies, please read our Cookie Policy at https://wavd.org/cookie-policy-eu/
Your rights
You generally have the following rights, which you can usually exercise free of charge:
| Access to a copy of your personal data | The right to be provided with a copy of your personal data |
| Correction (also known as rectification) | The right to require us to correct any mistakes in your personal data |
| Erasure (also known as the right to be forgotten) | The right to require us to delete your personal data in certain situations |
| Restriction of use | The right to require us to restrict use of your personal data in certain circumstances, e.g. if you contest the accuracy of the data |
| Data portability | The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party, in certain situations |
| To object to use | The right to object:
|
| Not to be subject to decisions without human involvement | The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you. We do not make any such decisions based on data collected by our website |
| The right to withdraw consents | If you have provided us with a consent to use your personal data you have a right to withdraw that consent easily at any time. You may withdraw consents by contacting us (see ‘How to contact us’ below). Withdrawing a consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn |
For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us (see ‘How to contact us’ below). If you would like to exercise any of those rights, please email, call or write to us—see below: ‘How to contact us’. When contacting us please:
- provide enough information to identify yourself (e.g. your full name and address) and any additional identity information we may reasonably request from you; and
- let us know which right(s) you want to exercise and the information to which your request relates.
Keeping your personal data secure
We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine need to access it.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
Please contact us if you have any queries or concerns about our use of your personal data (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.
You also have the right to lodge a complaint with
- the Information Commissioner in the UK; and/or
- other data protection supervisory authorities, depending on where you live.
The UK’s Information Commissioner may be contacted using the details at https://ico.org.uk/make-a-complaint or by telephone: 0303 123 1113.
For a list of EEA data protection supervisory authorities and their contact details see here.
Changes to this privacy policy
How to contact us
You can contact us by email if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint. You can also email us at any time to withdraw your consent.
Our email address is: WAVD@secretariatcentral.com
Do you need extra help?
If you would like this policy in another format (for example audio, large print, braille) please contact us (see ‘How to contact us’ above).