ANA Privacy Policy

ANA is committed to safeguarding your privacy. This is underlined by our values of social responsibility and scientific integrity. Our Privacy Notice answers who, what, when, why, how and where we treat your personal data. 

Online activity refers to any electronic communication or engagement (such as visiting our website or attending ANA Events or visiting the ANA Server for live conversation). Offline activity refers to non-electronic communication or engagement (such as attending in person an ANA Event). 

Definitions and Interpretation 

Your personal data will only be available to the Applied Neuroscience Association (or ‘ANA’, ‘we’, ‘our’, ‘us’) staff that have authority and need access to it for the performance of their work. In addition, we select data processors who provide sufficient organisational and technical security. 

What information does ANA collect? 

Online we may collect, store and process the following kinds of personal data: 

a) information about your computer and about your visits to and use of this website including your IP address, browser type, referral source, length of visit and number of page views; 
b) information relating to any transactions carried out between you and us on or in relation to this website; 
c) information that you provide to us for the purpose of registering with us e.g., your email address
d) information that you provide to us for the purpose of subscribing to our website, email notifications, ANA services, and/or science communication platforms; and 
e) any other information that you choose to send to us or personal data we collect using ‘‘legitimate interest’. 

Offline we may collect, store and process the following kinds of data: 

a) information about your visit(s) to us at an event or meeting, etc.; 
b) information that you provide to event or meeting organisers, e.g., your email address and other information when you sign up and agree to share; and 
c) any other information you choose to give us or data we collect using ‘‘legitimate interest’. 

Why ANA uses ‘consent’ and ‘legitimate interest’  

In some circumstances, ANA may rely on ‘Legitimate Interest’ for marketing – which eliminates the need for consent. We have completed Legitimate Interest Assessments for online and offline activity, balancing our right to process personal data against Users’ rights to privacy. The General Data Protection Regulation 2016 states: 

“Processing will be lawful if it is necessary for the purposes of the legitimate interests pursued by the controller or a third-party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data.” 

In other circumstances, we may ask for marketing consent at the point of contact or rely on a contract to communicate with you. We will ensure consent is freely given, specific, informed, in plain English and agreed by affirmative action. You can withdraw consent or unsubscribe at any time. 

Where is your data stored and processed?  

We store and process your data on secure servers that are based in the United Kingdom. 

How does ANA use your personal data?  

Personal data obtained online will be used for the purposes specified at the point of contact. We may use your personal data to: 

a) administer the website; 
b) improve your browsing experience by personalising the website; 
c) enable your use of the services available on the website; 
d) send you general (non-marketing) communications;

e) send you email notifications which you have specifically requested; 
f) send you marketing communications, e.g., messages relating to ANA, such as invitations to join an ANA Event; and 
g) provide third parties with statistical information about our Users – but this information will be anonymised so could not be used to identify any individual Users. 

Personal data obtained offline will be used for the purposes specified at the point of contact. We may use your personal data to: 

a) continue conversations started offline; 
b) enable your use of our services; 
c) send you general (non-marketing) communications; 
d) send you email notifications which you have specifically requested; and 
e) send you marketing communications, e.g., messages relating to ANA, such as invitations to join an ANA Event 

If you wish to unsubscribe from our marketing communications, you can click a link provided at the bottom of each marketing email or send a request to info@appliedneuroscienceassociation.com. We will keep your data on our system to record that you have unsubscribed. If you want your personal data completely removed you will need to make a Right to Erasure request (see ‘Right to Access and Right to Erasure’). 

How does ANA use cookies?  

The ANA website uses ‘cookies’ to help personalise your online experience. A cookie is a text file that is placed on your hard disk by a web page server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you. 

One of the primary purposes of cookies is to save you time. The purpose of a cookie is to tell the web server that you have returned to a specific page. For example, if you personalise ANA pages, or register with the ANA site or services, a cookie helps us to recall your specific information on subsequent visits. This simplifies the process of recording your personal data. 

We use Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on your computer. The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google’s privacy policy is available at: www.google.com/privacypolicy.html. 

You have the ability 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. If you choose to decline cookies, you may not be able to fully experience the interactive features of the ANA or other related websites you visit. 

For further information, see our: Cookies Notice  

Links to other websites  

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over the linked website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide while visiting such sites, and such sites are not governed by this Privacy Notice. You should exercise caution and look at the privacy notice applicable on the website in question. 

Social Media  

Your activity on social media platforms is governed by the terms & conditions and privacy policies of each social media platform, and such sites are not governed by this Privacy Notice. Any communications or engagement with social media platforms would follow your usual due care and caution regarding your own privacy and personal details. 

Email Marketing 

ANA marketing emails may contain tracking facilities within the email. Users’ activity is tracked and stored for future analysis and evaluation. This activity may include; when the marketing email was opened, forwarded, the clicking of links within the email.

This information is used to refine future email marketing so we can provide Users with more relevant content based on their activity. Users can unsubscribe at any time by clicking a link at the bottom of each marketing email, or following the instructions to unsubscribe if no link is present. 

Security of your personal data  

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal data. You are responsible for keeping your user details confidential, including passwords. 

We will not sell, rent or share your personal data with third-party organisations unless required to do so by law. In the future, we may sell, buy, merge or partner with other organisations. In such transactions, or in the event of bankruptcy, we may include your data among the transferred assets. 

Privacy impact assessments  

The introduction of new technology or changes to the fields/structure of the personal data we hold may be necessary to ensure our systems are secure, to improve our service to Users and to give ANA a competitive advantage. Before making any changes, we will complete a Privacy Impact Assessment to ensure we meet Users’ expectations of privacy. 

Right to Access and Right to Erasure 

You may request details of personal data which we hold about you under the General Data Protection Regulation 2016. On receipt of proof of identity, you may have a copy of any personal data we hold about you (Right to Access), and it will be provided within one month of a verified written request. You can also ask to have your personal data deleted from our database (Right to Erasure) after submitting proof of identity and an authenticated written request. 

If you want to exercise your Right to Access or Right to Erasure, please email our Data Controller at info@appliedneuroscienceassociation.com 

When do we delete your data?  

We delete redundant personal data every year. We remove records that have not been updated for 7 years. However, you can ask for your personal data to be removed sooner by making a Right to Erasure request. 

Notice amendments  

We may update this Privacy Notice from time to time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes. We may also notify you of changes to our Privacy Notice by email. If you believe that any information, we are holding about you is incorrect or incomplete, please contact us as soon as possible. We will amend any information found to be incorrect. 

A copy of our Data Protection Policy is available on request. Please email info@appliedneuroscienceassociation.com 

Applied Neuroscience Association (ANA) 
Last updated: 13/04/23