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Last updated: August 2024
We understand that your privacy and the security of your personal information are extremely important.
This statement sets out:
This statement applies if you interact with us:
In Europe, the Academy is officially registered under its German designation, Europäische Akademie der Medizinwissenschaften, with UK Registered Number 15905065. EAM’s activities fall under Standard Industrial Classification (SIC) 84120, which pertains to the regulation of healthcare, education, cultural, and other social services. This classification underscores EAM’s commitment to contributing to the global advancement of healthcare and education through scientific research and policy guidance.
In the United States, the Academy is recognized as a nonprofit entity with Confirmation Number 16304960. This designation allows EAM to engage in a wide range of nonprofit activities that support its mission of promoting excellence in medical science, advancing public health, and fostering collaboration among medical professionals and institutions worldwide.
Whenever we process your personal data, we must have something called a “legal basis” for what we do. The different legal bases we rely on are:
Whenever we process your data by Consent, we keep a record of the consent you provided.
Whenever we process your data under Legitimate Interests, we complete a legitimate interest assessment form and carry out a balancing test to safeguard privacy rights.
We may use your information for the following purposes:
We will share your personal information in certain circumstances with service providers or other individuals so that we can provide you with applicable products, activities, and services and ensure we provide a high-quality and personalised service.
We work with individuals who support our work either voluntarily or through a contractual arrangement. These include:
We will share email addresses, which have been given directly to EAM by data subjects, or browsing information, obtained in ways such as pixel tracking, to enable us to show tailored adverts on a third-party platform, such as Twitter, Facebook, LinkedIn, and Google, who may perform profiling.
On occasions, the information you provide to us may be transferred to countries outside the UK. For example, this may happen where any of our servers or those of our third party service providers are from time to time located in a country outside of the UK. These countries may not have similar data protection laws to the UK but, where possible, we seek to work with service providers whose servers are wholly located within the UK or, if that is not possible, within a country covered by UK adequacy regulations.
If we transfer your information to a country not covered by UK adequacy regulations, we will take steps to ensure that appropriate safeguards are in place to protect your privacy rights. These steps include contracting with providers on the basis of the UK’s International Data Transfer Agreement (IDTA). Our drafting of IDTAs makes reference to Data Protection Impact Assessments (DPIA) and Transfer Risk Assessments (TRA) in all cases.
We have not set out the specific circumstances for each international transfer. You can email us for the details of how we protect specific transfers of your data.
We would like from time to time to tell you about the great EAM products, activities, and services that we think you might be interested in. Where we have explicit consent or when it is determined there is a mutual legitimate interest, we may do this by post, email, text message, phone, through online advertising, or by any other electronic means.
We won't send you marketing messages if you tell us not to, but if you subscribe to a service from us, we will still need to send you service-related messages and may still send you surveys (you can always opt out of these via the survey email itself).
All messages sent under Legitimate Interests contain appropriate safeguards to ensure we do not contact you again when you might not be not interested. This is normally an unsubscribe link.
For communications processed under Consent, you can withdraw your consent using the unsubscribe link in a message or at any time by sending an email.
Please note that it can take a little while for unsubscribe requests to be fully completed since some items may already be in transit.
You have a number of rights under data protection legislation which, in certain circumstances, you may be able to exercise in relation to the personal information we process about you. These include:
Where we rely on consent as the legal basis on which we process your personal information, you may also withdraw that consent at any time.
If you are seeking to exercise any of these rights, Our Data Protection Officer can be contacted by e-mail or in writing to Thomas Graham House, Science Park, Milton Road, Cambridge, CB4 0WF.
Please note that we will need to verify your identity before we can fulfil any of your rights under data protection law. This helps us to protect your personal data against fraudulent requests.
You also have the right to lodge a complaint with the Information Commissioner's Office.
We will keep your personal information for the purposes set out in this privacy statement and in accordance with the law and relevant regulations. We will not retain your personal information for longer than is necessary.
We maintain an Information Retention Schedule for all our processing activities. You can email us for details on how long we retain information for specific processing of your data.
We take protecting your personal information seriously and are continuously developing our security systems and processes. Some of the controls we have in place are:
We use CCTV surveillance for our sites at Thomas Graham House in Cambridge and at Burlington House in London for the protection of our volunteers, staff, visitors, and business premises. This includes investigating accidents, incidents, criminal activities, and breaches of our policies. We store recordings for a period of 60 days, after which time they are automatically deleted.
In the event of an incident, recordings may be downloaded by our staff and stored securely in the interests of preserving evidence for any potential investigation and/or claim(s).
Occasionally we may share recordings with public or regulatory authorities or in response to requests from individuals seeking to protect their rights, the rights of others, or helping to prevent crime and nuisance. We will only share CCTV if we consider a request to be appropriate. We may retain recordings that are downloaded for these purposes for a period of up to six years to take into account the statutory limitation periods for any potential investigation(s) or claim(s). Once any potential investigation(s) or claim(s) has concluded, we delete the relevant recording.
We try whenever possible to avoid processing your data when it is not supplied by you. The occasions when we do are detailed below.
We may source personal data via publicly facing websites, journal papers, peer recommendations, institution websites, and contracted third-party databases to collate recommended contact lists for potential authors, reviewers, and editors.
We accept the nomination of individuals who might be eligible for a prize, award, or journal lectureship. The individuals concerned will likely not be aware of their nomination (which will contain some personal data)
EAM members can confidentially nominate any person they believe desirable to admit as an Honorary Fellow of the European Academy of Medical Sciences (HonFEAM). The review of such information is restricted to the Nominations Committee.
The legal basis for processing these data is Legitimate Interests.
Our products and services that require the processing of personal data are not intended for or directed at children and we do not knowingly collect children’s data for these. The EAM is not a provider of “information society services” as referenced in Article 8 of the UK General Data Protection Regulation (referred to by the UK’s ICO as “online services”).
At some of our events, we may take photographs and videos that include children to publicise their achievements (e.g. prize winners). We may also take photographs or videos showing children taking part in a scientific activity (e.g. carrying out an experiment). In all cases, images are only taken if consent is secured from whoever holds parental responsibility for the child either directly or through a school’s own data protection processes.
We take the safeguarding of children (including the protection of their personal data) seriously so, for these purposes, we recognise any individual under the age of 18 years old as being a child.
On occasions, the EAM runs competitions for schoolchildren. In such cases, the EAM does not collect children’s personal data. Any related procedures requiring personal data processing (for example, issuing of certificates) are carried out through a school’s own data protection processes.
Your personal information may be reviewed by EAM staff to help us deliver our charitable activities and raise funds.
The EAM is registered with both the UK and US regulators.
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This privacy statement was most recently updated in Augusts 2024. If we make changes to it, then we will attempt to bring those changes to your attention.
