The Science Council respects your privacy and looks after the information it holds about you. We hold your information in secure systems. Our staff and volunteers have training in data protection and are bound by Science Council policies. We take appropriate security precautions to prevent your information being lost or falling into the wrong hands. The data you give us is only shared with good reason.
If you are applying for registration directly through the Science Council
If you are an applicant your data will routinely be shared as follows:
- Your chosen Licensed Professional Body will receive any information we hold regarding you, and policies are in place as part of the licensing procedure to hold them to equivalent data protection standards.
- Assessors and supporters will be given access to any information necessary to assess your application for registration.
- Employers or potential employers, on request, will receive information regarding your registration status.
- Once registered, your name, registration award, registration status, Registrant ID, Professional Membership Body and other information that will enable you to be correctly identified will be placed on the public register. Exceptions may be made on application to Science Council.
We do not hold more information than we need to process your registration and support you in your career. In addition we may also ask you for information to inform our policy work, such as reporting on the nature of the science workforce.
We do not hold your data longer than we need to. For applicants and registrants this is a lifetime record, which extends to a minimum 5 years. All other contact records are annually reviewed and are removed after 5 years of inactivity.
All applicants are asked for a supporter to support their registration application. The information we collect on supporters is listed below.
- Full name
- Job title
- Contact telephone number
- Work email address
- Relationship to applicant and how long they have known applicant
Applicant supporters should be aware that their details will be made available with Science Council staff, volunteer assessors and the Licensed Body for the sole purpose of the assessment process.
Other visitors to the Science Council website
We may collect and hold information about you if you:
- contact us by any means with an enquiry
- visit our website
- sign up to receive our newsletter. We use MailChimp to send periodic newsletters. Subscribers can opt out at any time by updating their preferences via the link at the bottom of the newsletter or by contacting us directly. Every two years we seek private subscribers’ permission to continue to send them the newsletter.
The legal conditions we rely on to process personal information
The law on data protection sets out the reasons we may collect and process your personal data. We rely on the following legal conditions to process your personal data:
Entering into and performing a contract with you: we process personal information as is necessary to perform the membership agreement, as appropriate to your level of membership.
Legitimate interests: in specific situations, we require your data to undertake our legitimate business interests of running our business as a membership organisation, and professional body, and which does not materially impact your rights, freedom or interests.
Legal compliance: if the law requires us to, we may need to collect and process your data.
Consent: in specific situations, we can collect and process your data with your permission.
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 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 may also have the right, in some circumstances to obtain a copy of the personal information in machine readable format.
We will not collect any personal data from you that we do not need. We do not share your data with anyone else without your permission, except when we believe it is the only way to prevent harm to you or other people. If we do disclose information without your permission, this is authorised by a senior member of staff, and we will explain our reason to you at the earliest opportunity.
We make sure that the information we hold is as accurate as possible. We may contact you periodically to ensure the data we hold is complete, accurate and up to date. We encourage you to update us of any changes via our online form or by calling us.