Privacy Policy for The Invariants Society
Last Updated: 27th October 2024
The Invariants Society (“we,” “us,” or “our”) is deeply committed to safeguarding the privacy and personal data of our members, affiliates, and any individuals interacting with us, whether through our website, www.invariants.org.uk (“Website”), or through our mailing list, invariantsociety@maillist.ox.ac.uk (“Mailing List”). This Privacy Policy explains our practices regarding the collection, usage, protection, and disclosure of information provided to us by any visitors, members, or subscribers (“you” or “your”).
1. Information We Collect
We collect various forms of data to enhance our services and provide an optimal experience. This data includes, but is not limited to:
- Personal Identification Information (PII): This includes full names, university affiliations, degree courses, year of study, and email addresses. PII is collected primarily when individuals subscribe to our Mailing List or sign up for events through our Website.
- Automatically Collected Information: We may gather non-personally identifiable data about Website visits. This information, such as IP addresses, browser type, and pages visited, may be collected via cookies, web beacons, or other tracking technologies to optimize our services.
- Communications Content and Interaction Data: When you communicate with us, including emails to invariantsociety@maillist.ox.ac.uk, direct messages on social media, or other interactions, we may retain these communications and responses to better understand member needs.
2. Legal Basis for Processing
Our legal grounds for processing your personal information are based on:
- Legitimate Interests: As a university-based society, we process your information to promote the academic and social activities relevant to our mission, including sending updates on events, lectures, or announcements.
- Consent: We request consent where appropriate, particularly for non-essential communications and specific marketing messages. Subscribers to the Mailing List provide consent upon sign-up, which can be withdrawn at any time.
3. How We Use Your Information
We use the collected information for a variety of purposes, including but not limited to:
- Service Delivery and Membership Management: To manage memberships, send event reminders, lecture notifications, and related academic opportunities through our Mailing List.
- Personalized Communications: To send tailored information, updates, and content based on your academic status, preferences, and engagement with the society.
- Data Analysis and Improvement: To analyze non-personal data to improve our Website’s functionality and user experience, and to optimize Mailing List interactions.
- Compliance and Safety: We reserve the right to use your data to comply with applicable legal requirements, ensure safety, investigate possible fraud, and protect the rights and interests of The Invariants Society and its members.
4. Data Sharing and Disclosure
We value your privacy and only share your information as follows:
- Internal Society Use: Data may be shared among committee members of The Invariants Society solely for legitimate purposes related to society functions.
- Service Providers: We may engage third-party providers for specific tasks, such as managing the Mailing List or providing analytical services, who may receive access to limited information as necessary to perform their services.
- University Affiliations: In instances related to compliance or event management, limited information may be shared with departments at Oxford University.
- Legal Requirements: We may disclose personal data when required by law, such as in response to a court order, or when we believe disclosure is necessary to protect the safety of society members or comply with a regulatory obligation.
5. Mailing List Subscription
By signing up for our primary Mailing List at invariantsociety@maillist.ox.ac.uk, you acknowledge that you will automatically be subscribed to our ancillary list, plants@maillist.ox.ac.uk. The purpose of the plants@maillist.ox.ac.uk list is to provide weekly reminders for plant care, offering our members unique reminders and tips on tending to plants for a balanced, botanically informed lifestyle. If you do not wish to receive these plant reminders, you may opt out by contacting us directly at plants-owner@maillist.ox.ac.uk with your preference.
6. Data Retention
Your data will be retained only as long as necessary for the purposes set out in this policy or as required by law. Personal information on the Mailing List will be stored until a member unsubscribes or until the end of the academic year following the last activity on the list. Data used for analytics is typically retained in anonymized or aggregated form.
7. Cookies and Tracking Technologies
Our Website may use cookies, pixels, and other tracking technologies to collect and store information about your usage. These technologies help us improve site functionality and personalize content. You can control cookie preferences through browser settings. However, please note that disabling cookies may affect your ability to fully use the Website.
8. Data Security
The Invariants Society implements robust measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Although we strive to use commercially acceptable means to protect your data, we cannot guarantee absolute security due to the inherent nature of the internet.
9. Your Rights
You have various rights regarding your personal data, subject to applicable law. These rights include, but are not limited to:
- Access: You may request a copy of your data.
- Rectification: You can correct inaccurate or incomplete data.
- Deletion: Under certain conditions, you may request the deletion of your personal data.
- Restriction of Processing: You have the right to limit how we use your data under certain circumstances.
- Data Portability: You may request to transfer your data to another entity, if applicable.
- Objection to Processing: You may object to our data processing in certain cases, such as direct marketing.
To exercise any of these rights, please contact us as specified below.
10. Changes to This Privacy Policy
The Invariants Society may update this Privacy Policy from time to time. Changes will be posted on this page, and significant updates may be communicated to members via email. Your continued use of our services following these changes constitutes acceptance of the updated Privacy Policy.
11. Contact Information
For any questions or concerns regarding this Privacy Policy or your personal data, please contact The Invariants Society at:
Email: president@invariants.org.uk
Address: Mathematical Institute, Oxford University, Woodstock Road, Oxford, United Kingdom
By using the Website, signing up for our Mailing List, or engaging with The Invariants Society, you acknowledge that you have read, understood, and agreed to the terms of this Privacy Policy.
Thank you for your commitment to privacy and compliance with The Invariants Society’s policies.