The International Society for Condensed Matter Nuclear Science
Customer Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

  • Contact details

  • What information we collect, use, and why

  • Lawful bases and data protection rights

  • Where we get personal information from

  • How long we keep information

  • Who we share information with

  • Sharing information outside the UK

  • How to complain

Contact details

Email

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery and third party referrals:

  • Names and contact details

  • Gender

  • Addresses

  • Date of birth

  • Emergency contact details

  • Photographs or video recordings

  • Service use history

  • Dietary information (including allergies and health conditions)

  • Information about support requirements

  • Information about lifestyle, interests or personal history

  • Records of meetings and decisions

  • Information about income and financial needs for funding or personal budget support

  • Payment details (including card or bank information for transfers and direct debits)

  • Website user information (including user journeys and cookie tracking)

  • Information relating to compliments or complaints

We collect or use the following information to receive donations or funding and organise fundraising activities:

  • Names and contact details

  • Addresses

  • Payment or banking details

  • Donation history

  • Tax payer information (for Gift Aid purposes)

We collect or use the following personal information for service updates or marketing purposes:

  • Names and contact details

  • Addresses

  • Marketing preferences

  • Recorded images, such as photos or videos

  • Purchase history

  • Donation history

  • IP addresses

  • Website and app user journey information

  • Records of consent, where appropriate

We collect or use the following personal information to comply with legal requirements:

  • Name

  • Contact information

  • Identification documents

  • Financial transaction information

  • Health and safety information

We collect or use the following personal information for recruitment purposes:

  • Contact details (eg name, address, telephone number or personal email address)

  • Date of birth

  • Employment history (eg job application, employment references or secondary employment)

  • Education history (eg qualifications)

  • Right to work information

  • Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )

  • Security clearance details (eg basic checks and higher security clearance)

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details

  • Address

  • Payment details

  • Account information

  • Purchase or service history

  • Customer or client accounts and records

  • Financial transaction information

  • Information relating to health and safety (including incident investigation details and reports and accident book records)

  • Correspondence

We also collect or use the following information for dealing with queries, complaints or claims:

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for recruitment purposes are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where we get personal information from

  • Directly from you

  • Family members or carers

  • Schools, colleges, universities or other education organisations

  • Publicly available sources

How long we keep information

We retain personal information in several databases related to our roles as a publisher, fundraiser, event organiser and membership organisation. This data is held perpetually unless we receive a request to remove it.

Who we share information with

Data processors

Stripe

This data processor does the following activities for us: Payment processing.

Others we share personal information with

  • Insurance companies, brokers and other intermediaries

  • Charities and voluntary organisations

  • Organisations we need to share information with for safeguarding reasons

  • Professional advisors

  • Legal bodies or authorities

  • Local authorities or councils

  • Relevant regulatory authorities

  • External auditors or inspectors

  • Organisations we’re legally obliged to share personal information with

  • Publicly on our website, social media or other marketing and information media

  • Suppliers and service providers

  • Professional consultants

Sharing information outside the UK

Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Google

Category of recipient: Cloud storage

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: Transfer made under appropriate safeguards.

Organisation name: Squarespace

Category of recipient: Content publishing

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: Transfer made under appropriate safeguards.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated: 1/4/2025