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Privacy Policy


LIYSF respects and wishes to protect the privacy of all users. The privacy notices below set out the details in relation to information collected on this website.

1.1       DATA STORAGE

Our third-party hosting provider stores server logs to ensure network and IT security so that the server and website remain uncompromised. This includes analysing log files to help identify and prevent unauthorised access to our network, the distribution of malicious code, denial of services attacks and other cyber-attacks, by detecting unusual or suspicious activity. Personal data is saved in each member’s profile on this website, as completed by invitation upon confirmed attendance to LIYSF.

Unless we are investigating suspicious or potential criminal activity, we do not make, nor do we allow our website server provider to make any attempt to identify you from the information collected via server logs.

1.2       COOKIES

Please see our Cookies Policy at the end of this Privacy Policy.

2.1       E-MAIL NEWSLETTERS

We take your privacy seriously. If you sign up to the LIYSF newsletter then we will only use your personal information to administer your email account and to provide additional details on the products and services, you have requested from us. We will send you news and information that we feel will be of interest to you from time to time based on your interests or preference.

You are always free to unsubscribe at any time by clicking the unsubscribe link in any email you receive from us, or you can email us at info@liysf.org.uk.

We regularly look to ensure our database consists of active users and do remove users who persistently remain inactive.

Following industry best practice, when you unsubscribe your email address will be retained on a system suppression list to ensure you no longer receive emails from LIYSF. We regularly refresh our mailing list and will remove your details from our system if you do not open any of our emails sent to you over a defined period.

2.2       CONTACT US FORM

When you send an email to any of the email addresses displayed on our website, we collect your email address and any other information you provide in that email (this may include your name, telephone number and the information contained in any signature block in your email).

2.3       PHONE

When you contact us by phone, we collect your phone number and any information provided to us during your conversation with us. We may record phone calls.

2.4       POST

If you contact us by post, we will collect any information you provide to us in any postal communications you send us.

3.1       TRANSFER AND STORAGE OF INFORMATION

Information you send us by post is stored in the United Kingdom.

We use a third-party email provider to store emails you send us. Our third-party email provider is based in the United Kingdom.

Emails you send us will be stored within the European Economic Area on our third-party email provider’s servers in the United Kingdom.

3.2       DISCLOSURE AND ADDITIONAL USES OF INFORMATION

We use several third parties to provide us with services which are necessary to run our business or to assist us with running our business and who process your information for us on our behalf. These include the following:

  • Telephone providers (United Kingdom)
  • Email provider (United Kingdom)
  • Mailing list provider (United Kingdom and worldwide)
  • IT service providers (United Kingdom)
  • Web developers (United Kingdom and India)
  • Hosting provider (United Kingdom)

Your information will be shared with these service providers only where necessary to enable us to run our business.

3.3       LEGAL DISCLOSURE

If we suspect that criminal or potential criminal conduct has been occurred, we will in certain circumstances need to contact an appropriate authority. This could be, if we suspect that a fraud or a cyber-crime has been committed, we receive threats or malicious communications towards us or third parties or reasons indicating possible criminal acts or threats to public security to a competent authority. We will generally only need to process your information for this purpose if you were involved or affected by such an incident in some way.

We will use your information in connection with the enforcement or potential enforcement of our legal rights, including sharing information with debt collection agencies if you do not pay amounts owed to us when you are contractually obliged to do so. Our legal rights may be contractual (where we have entered into a contract with you) or non-contractual (such as legal rights that we have under copyright law).

We may need to use your information if we are involved in a dispute with you or a third party for example, either to resolve the dispute or as part of any mediation, arbitration or court resolution or similar process.

We will use and process your information in order to comply with legal obligations to which we are subject. For example, we may need to disclose your information pursuant to a court order or subpoena if we receive one or to the National Crime Agency in connection with suspected or potential money laundering matters.

4.1       HOW LONG WE RETAIN YOUR INFORMATION

This section sets out how long we retain your information. We have set out specific retention periods where possible. Where that has not been possible, we have set out the criteria we use to determine the retention period.

4.2       ORDER INFORMATION

When you place an order for goods and services, we retain that information for a minimum period of six years following the end of the financial year in which you placed your order, in accordance with our legal obligation to keep records for tax purposes under paragraph 6, Schedule 11 of the Value Added Tax Act 1994.

4.3       PERSONAL DATA

We have strict rules in places in line with GDPR regulations about how we handle personal data and to ensure we only keep data as long as we need to. Personal data at the personal details registration profile is removed within 12 months of attending LIYSF. After this time only a limited amount of data is held in order to contact members with updates after their attendance. Further information relating to our data protection policy is available, please contact us for this.

4.4       CORRESPONDENCE AND ENQUIRIES

When you make an enquiry or contact us by email or via our contact form, we will retain your information for as long as it takes to respond to and resolve your enquiry.

4.5       MAILING LIST

Following industry best practice, if you unsubscribe, we will retain your email address on a system suppression list to ensure you no longer receive emails from LIYSF.

5.1       HOW WE SECURE YOUR INFORMATION

We take appropriate technical and organisational measures to secure your information and to protect it against unauthorised or unlawful use and accidental loss or destruction, including:

  • only sharing and providing access to your information to the minimum extent necessary, subject to confidentiality restrictions where appropriate, and on an anonymised basis wherever possible;
  • using secure servers to store your information;
  • verifying the identity of any individual who requests access to information prior to granting them access to information; and
  • using Secure Sockets Layer (SSL) software or other similar encryption technologies to encrypt any payment transactions you make on or via our website.

5.2       TRANSMISSION OF INFORMATION BY E-MAIL

Transmission of information over the internet is not entirely secure, and if you submit any information to us over the internet (whether by email, via our website or any other means), you do so entirely at your own risk.

6.1       YOUR RIGHTS

Partnerships lie at the heart of our success at LIYSF and we want you to be confident with your dealings with us. Subject to legislation, you can request the following from us:-

  • to request access to your information and information related to our use and processing of your information;
  • to request the correction or deletion of your information;
  • to request that we restrict our use of your information;
  • to withdraw your consent to our use of your information at any time where we rely on your consent to use or process that information.

You can access the personal information we hold on you by writing to us or by email at info@liysf.org.uk.

If LIYSF receives a request from an individual who wants to exercise their rights, we will respond to this request without undue delay and in any case within 1 month of receiving the request. This response time may be extended by 2 months for complex or multiple requests, as long as the individual is informed about the extension

We will ask you to provide proof of identity (2 forms, 1 to be a passport) before we show you your personal information – this is so we can prevent unauthorised access. Proof of identity must be provided via a personal appointment at our offices.

After 25 May 2018, in the event that an access request is unfounded, excessive or especially repetitive, we may charge a ‘reasonable fee’ for meeting that request. Similarly, we may charge a reasonable fee to comply with requests for further copies of the same information. (That fee will be based upon the administrative costs of providing the information).

In accordance with Article 77 of the General Data Protection Regulation, you also have the right to lodge a complaint with a supervisory authority. For the purposes of the UK, the supervisory authority is the Information Commissioner’s Office (ICO).

7.1       DATA BREACH

If a data breach does occur and the breach poses a risk to individual rights and freedoms, we will notify our Data Protection Authority within 72 hours after becoming aware of the breach.

Depending on whether or not the data breach poses a high risk to those affected, LIYSF may also be required to inform all individuals affected

8.1       CHANGES TO OUR PRIVACY POLICY

We reserve the right to change this Privacy Policy by posting the changes on our website.

9.1       CONTACT US

If there are any questions regarding this privacy policy you may contact us using the information below:

liysf.org.uk
London International Youth Science Forum
Royal Parade Mews
BR7 6TN United Kingdom
info@liysf.org.uk
+44 208 295 8395

10.1     COOKIES POLICY

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

We use cookies and similar tools across our website to improve performance and enhance your user experience. This policy explains how we do that.

There are three types of cookie used on the LIYSF website:

Type of cookie Reason for use
Google Analytics This cookie is used to anonymously track visitor behaviour such as the number of times a page is visited or the number and type of searches carried out via the search function. This information helps us to understand how the website is used.
Visitor ID
The website host company use this to anonymously track visitors’ progress through the website, to help them locate and rectify any errors in the website operation.
Persistent/session cookies These cookies allow the website to remember your settings when you visit again in the future. This type of cookie is only used by visitors accessing any password-protected areas on the site.

10.2     PERSONAL PREFERENCES

Cookies can help give you content that matches your preferences. We might give you relevant offers because we know what other offers you liked. They also allow you to customise a page.

10.3     SAFETY AND SECURITY

Some cookies help make sure your information is secure when using our services while keeping our forms and shopping site easy to use.

10.4     IMPROVING OUR SERVICE

To make sure you don’t see particular adverts or announcements too many times we use a cookie to limit their frequency. We also use cookies to measure and analyse how visitors use the site. This helps us develop it and make it easier to use.

You can turn off the ability to receive any of these cookies by adjusting the browser in your computer, but you should note that if you do so, this may materially affect the functionality of the website and the information you can access through it.

If you wish to find out more about cookies, or how to refuse cookies, please visit the Interactive Advertising Bureau’s website at www.allaboutcookies.org.


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