The new EU General Data Protection Regulation (GDPR) is active from 25 May 2018. By law we must ask you for your clear, unambiguous consent before we can email you anything outside of your annual membership renewal notices, or use or share your data in any other way.

Who we are

The International Society for Applied Phycology (ISAP) is a Controller of Data for the purpose of the GDPR. The ISAP is registered as foundation in the Netherlands. Our  registration number is 73991392 and the registered address is the Zeestraat 84, 2518AD, Gravenhage, Netherlands. The ISAP website address is https://www.appliedphycologysoc.org/

Legal Basis for Processing your Data

The legal basis for processing your data will be Consent:

1/ in becoming a contact in the website of the ISAP you have given your consent for us to process your personal data for a specific purpose of informing you of all notices pertaining to the activities of the ISAP, including activities and events relating to Phycology from other learned societies, publishers and organisations that align with our charitable interests.

2/ in becoming a member of the society you have given your consent for us to process your personal data for a specific purpose of informing you of:

• All notices pertaining to the activities of the ISAP, including activities and events relating to Applied Phycology from other learned societies, publishers and organisations that align with our interests.

• Literature issued by the ISAP, including the newsletter.

• To vote at the General Assembly for the election of officers and members of the Executive Council, and to vote in the conduct of the affairs of the ISAP at any meetings of the ISAP.

• For notices of renewal of your subscription to the ISAP.

The ISAP may sometimes need to process your data to pursue our legitimate charity interests.  Our legitimate interests include fraud prevention, administrative purposes, reporting potential crimes.

The types of personal data we may collect and use

1. Personal details including name, address, email address

2. Membership details including renewal date and type of membership

3. Financial information, dependant on the mode of payment of membership dues.

4. Further personal choice information including:

• Information on your choice of subscription to the newsletter and to receive information from the Journal of Applied Phycology
• Members research interests which have been provided voluntarily

The President is the designated Data Protection Officer and the Membership Secretary is our designated Data Processing Officer, who holds the membership records. Your personal data are held in a SQL database hosted on a webserver supplied by the hosting company Wild Apricot (see Security and Data protection here https://www.wildapricot.com/data-protection) We use your personal data for the purpose of communicating with you about the activities of the ISAP, by email and through the newsletter and share your personal data with Springer the publisher of the Journal of Applied Phycology, if you are a member to the ISAP

Sub-selections of the membership database made for the purposes of communicating with members about specific activities or for the purposes of membership monitoring and reporting are downloaded in MS Excel format and stored locally by the Secretary on a virus protected PC.

In addition, the treasurer holds membership information  and can ask for information including bank details for the purposes of reimbursing financial claims, prize-winners, and travel grant awardees. These details are destroyed after processing, In addition, the treasurer holds supplier details for the purposes of paying invoices relating to the running of the society. All electronic data is received through a dedicated and protected email address and stored locally on a protected PC in MS Word, Excel and pdf formats. Claim forms submitted to the treasurer in paper format are held securely in a locked location. Financial data is held for 7 years from the end of the last tax year to which they relate before being permanently deleted. To facilitate bank transfers to claimants, financial data is uploaded to the ISAP Bank ING current account.

We will never disclose information about you to additional third parties without your consent except other than those stated above if we are legally obliged to do so or where we need to comply with our contractual duties to you.#

We do not share your information with third parties or for third party commercial reasons.

Your Rights

Under the General Data Protection Regulation (GDPR) you have a number of rights with regard to your personal data. You have the right to request from us access to and rectification or erasure of your personal data (the right to be forgotten), the right to restrict processing, object to processing as well as in certain circumstances the right to data portability.

If you have provided consent for the processing of your data you have the right (in certain circumstances) to withdraw that consent at any time which will not affect the lawfulness of the processing before your consent was withdrawn.

You have the right to lodge a complaint to the Information Commissioners’ Office if you believe that we have not complied with the requirements of the GDPR with regard to your personal data.