Who we are
The information we collect
The information we collect and process may include:
Information you give us
This is personal information you typically provide directly through forms, correspondence (post, email or otherwise), or in-person. This includes information provided when you join NALDIC, one of our RIGs or SIGs, or online groups (including EAL-Bilingual and social media platforms); register to use our website; subscribe to any of our mailing lists or blogs; book to attend an event; participate in any of our online platforms; use our shop; complete a survey; or provide feedback about any of our services. This may include your name, home and/or work contact details, further information about your employment/institution, signature, proof of concessionary membership eligibility (e.g. student ID), financial and credit card information, photograph and communication preferences.
Information we collect about you
We will also collect information directly from you; from your attendance at events; through payment services and analytic providers, such as Google Analytics, for our online services. Information such as your IP address, login information, and your usage of our website is automatically collected each time you visit.
How we use your personal data
We use the lawful bases of consent, contract and legitimate interests to process your personal data.
NALDIC Members only
We may use your personal information to:
- Administer and communicate with you for any reason related to your membership.
- Maintain contact, as part of your membership benefits – including updates, subscription to our mailing list, NALDIC Pulse, EAL Journal, etc.
- Fulfil any obligations related to any event you have booked or purchases you have made.
- Maintain a membership database.
NALDIC Members and Non-Members
We may use your personal information to:
- Send you NALDIC Pulse (non-members – only if subscribed).
- To administer and enable your use of the services available on our websites, social media and online groups, including EAL-Bilingual (if subscribed/joined/following); to improve their user experience.
- Provide you with any information, products and services you have requested.
- Notify you of any changes to our services.
- Respond to any enquiries made by you.
- Updating your records, tracing your whereabouts and recovering debt.
- Maintain the safety and security of our websites and other online platforms, and to prevent fraud.
Sharing your information
NALDIC may use external service providers and data processes for the legitimate purposes of providing communications and services, as well as meeting our operational needs. The level of personal information given to third parties is limited to the minimum required for the service being provided. For example, members’ names and a postal address are shared to enable the posting of EAL Journal.
We may share your personal information with:
- Any member of staff, trustee or volunteer working on behalf of NALDIC, including elected and co-opted committee members, as well as other volunteers, such as RIG and SIG convenors. The type of personal data shared will be relevant to the purpose for which the data is used.
- Data processors and selected third-parties to provide membership, subscription or other requested services, including attendance at NALDIC events.
- Providers of IT services for administration of our websites and management of our internal systems.
- Analytics and search engine providers such as Google Analytics, to help us to improve our websites and your user experience.
- Regulators, financial organisations, fraud detection and crime prevention agencies. This will be in order to comply with any legal obligations or mandatory reporting requirements, as well as to enable us to process payments from membership and other services.
Where your personal data is stored
NALDIC is based in the UK. We may transfer, store and process the data we collect from you at a destination outside of the EEA. Where it is necessary to do so, we will take all steps reasonably necessary to ensure that appropriate safeguards are in place to treat your data securely and in accordance with this policy.
Information you provide is stored on our in-house servers and with third-party cloud providers. This policy covers processing once your information has been received by NALDIC and does not cover any processing which may be carried out by your internet service provider (ISP). Any transmission of data via the internet is not completely secure and at your own risk. We recommend that you keep any passwords issued for access to our website and your personal information confidential.
Retention of your information
How long your information is kept
Unless we inform you otherwise, we will retain your personal information as follows:
- For as long as is required to provide membership, products, services or subscriptions you have requested.
- If you are a NALDIC member, for up to five years following the termination or expiration of your membership.
- For as long as is necessary for our own legitimate interests (such as the recovery of outstanding debt).
- For retention periods in line with legal and regulatory requirements or guidance.
You have several rights regarding the collection and use of your personal data. These include, but are not limited to a right to:
- Be informed about the collection and processing of your personal data.
- Access to your personal information and how we process it.
- Object to the processing of your personal information. Where this relates to our mailing lists or EAL-Bilingual, you can do this by clicking ‘unsubscribe’ on any email you receive. You can also contact us directly via the NALDIC Head Office. Where the processing of your information is necessary for our legitimate interests, you have the right to object. If unable to complete your request, we will explain why, as well as your right to complain to the Information Commissioner’s Office (ICO).
- Rectification of any inaccurate personal information or have incomplete information completed.
- Erasure of personal information if we no longer have a lawful basis for retaining or processing it.
- Data portability – obtain and re-use your data in a commonly used, machine-readable format.
- Withdraw consent.
- Object to automated decision making and profiling.
These do not apply in all circumstances. If you wish to use them, we will explain whether they are applicable in that instance.
You have the right to lodge a complaint with the Information Commissioner’s Office (ICO). It is usually expected that you would raise your concern with us, in the first instance.
Room B.04, Old Moray House
University of Edinburgh
Tel: +44(0)131 651 6152
Subject access requests are free. We will respond to your request within one month.
If you believe that we have not met our obligations, you are entitled to contact the Information Commissioner’s Office (ICO).