Privacy Policy

This section summarises how we obtain, store and use information about you. It is intended to provide a very general overview only.

• Data controller: The British Association for South Asian Studies

• How we collect or obtain information about you:

  • when you provide it to us (e.g. by contacting us to make an enquiry, applying for a vacancy or by signing up to our service),

  • from your use of our website, using cookies and similar technologies and occasionally, from third parties.

• Information we collect:

  • Name
  • Postal Address
  • Email Address
  • Telephone Number (mobile and/or landline)
  • IP address
  • Information from cookies
  • Information about your computer or device e.g. device and browser type
  • Demographic information
  • Information about how you use our website (e.g. which pages you have viewed
  • The time when you view them and what you clicked on
  • The geographical location from which you accessed our website (based on your IP address)
  • Company name or business/organisation name
  • VAT number (if applicable)
  • Future communication preferences
  • Research interests

• How we use your information:

  • For administrative and organisational purposes (particularly to contact you regarding your enquiry, news, general update, courses, event, etc)
  • To respond to requests and answer your questions
  • To improve our organisation and website
  • To fulfil our contractual obligations
  • To advertise our goods and services
  • To analyse your use of our website
  • In connection with our legal rights and obligations
  • Send you emails and/or postal messages with information about The British Association for South Asian Studies services and products that we think may be of interest to you
  • Personalise your experience on our websites by presenting services and information tailored to you
  • Allow you to participate in social sharing on our website (where applicable)
  • Analyse the use of, and develop our services and marketing
  • Enforce our terms and conditions and otherwise manage our organisation

• Disclosure of your information to third parties:

  • Only to the extent necessary to run our organisation (for example third party agencies and partnership companies)
  • To our service providers
  • To fulfil any contracts, we enter into with you
  • Where required by law or to enforce our legal rights

• Do we sell your information to third parties (other than in the course of an organisation sale or purchase or similar event): No, we do you not sell your personal information to marketers outside of The British Association for South Asian Studies. We share your personal information within The British Association for South Asian Studies as described within this statement.

• How long we retain your information: for no longer than necessary, taking into account any legal obligations we have (e.g. to maintain records), any other legal basis we have for using your information (e.g. your consent, performance of a contract with you or our legitimate interests as an organisation). For specific retention periods in relation to certain information, which we collect from you, please see the main section below entitled How long we retain your information.

• How we secure your information: using appropriate technical and organisational measures such as storing your information on secure servers, encrypting transfers of data to or from our servers using Secure Sockets Layer (SSL) technology, only granting access to your information where necessary, encryption of personal data, encrypted email.

• Use of cookies and similar technologies: we use cookies and similar information-gathering technologies on our website including essential, functional, analytical and targeting cookies. For more information, please visit our cookies policy here: https://www.basas.org.uk/cookie-policy/

• Transfers of your information outside the United Kingdom: we will only transfer your information outside the United Kingdom if we are required to do so in certain circumstances (where an enquiry or client has an office or presence outside the UK or EU. No other personal information is shared. Where we do so, we will ensure appropriate safeguards are in place with email and our email marketing suite (third parties) who transfer your information outside the United Kingdom have self-certified themselves as compliant with the EU-U.S. Privacy Shield.

• Use of web analytics tools: we use Google Analytics and Google Search Console which collect anonymous user information for behaviour, trend and performance analysis and we may use Google AdSense network from time to time.

• Your rights in relation to your information

  • to access your information and to receive information about its use

  • to have your information corrected and/or completed

  • to have your information deleted

  • to restrict the use of your information

  • to receive your information in a portable format

  • to object to the use of your information

  • to withdraw your consent to the use of your information

  • to complain to a supervisory authority

• Sensitive personal information: we do not knowingly or intentionally collect what is commonly referred to as ‘sensitive personal information’. Please do not submit sensitive personal information about you to us. For more information, please see the main section below entitled Sensitive Personal Information.

The data controller in respect of our website is The British Association for South Asian Studies (charity number: 264591). You can contact the data controller by writing to the Data Controller at 27 Old Gloucester Street, Bloomsbury, London WC1N 3AX or sending an email to basas@basas.org.uk.

If you have any questions about this Privacy Policy, please contact the data controller.

We collect and use information from website visitors in accordance with this section and the section entitled Disclosure and additional uses of your information.

We use a third-party company to host our website called The Communications Group, the privacy policy of which is available here https://www.thecommunicationsgroup.com/privacy-policy/. Our website server automatically logs the IP address you use to access our website as well as other information about your visit such as the pages accessed, information requested, the date and time of the request, the source of your access to our website (e.g. the website or URL (link) which referred you to our website), and your browser version and operating system. The server is located in the UK.

Web server log information

We do not access log data from our website server, our third-party hosting provider collect(s) and store(s) server logs to ensure network and IT security and 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.

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

Legal basis for processing: compliance with a legal obligation to which we are subject (Article 6(1)(c) of the General Data Protection Regulation).

Legal obligation: we have a legal obligation to implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk of our processing of information about individuals. Recording access to our website using server log files is such a measure.

Legal basis for processing: our and The Communications Group legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interests: we, and The Communications Group have a legitimate interest in using your information for the purposes of ensuring network and information security.

Use of website server log information for IT security purposes

We use the information collected by our website server logs to analyse how our website users interact with our website and its features. For example, we analyse the number of visits and unique visitors we receive, the time and date of the visit, the location of the visit and the operating system and browser used and what pages of the website you visited and for how long.

We use the information gathered from the analysis of this information to improve our website. For example, we use the information gathered to change the information, content and structure of our website and individual pages based according to what users are engaging most with and the duration of time spent on particular pages on our website.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest: improving our website for our website users and getting to know our website users’ preferences so our website can better meet their needs and desires.

Cookies and similar technologies

Cookies are data files which are sent from a website to a browser to record information about users for various purposes.

We use cookies on our website, including essential, functional, analytical and targeting cookies. For further information on how we use cookies, please see our cookies policy which is available at https://www.basas.org.uk/cookie-policy/.

You can reject some or all of the cookies we use on or via our website by changing your browser settings, but doing so can impair your ability to use our website or some or all of its features. For further information about cookies, including how to change your browser settings, please visit www.allaboutcookies.org or see our cookies policy.

We collect and use information from individuals who contact us in accordance with this section and the section entitled Disclosure and additional uses of your information.

Email

When you send an email to the email address displayed on our website or via the contact form, we collect your email address and any other information you provide (such as your name, telephone number and the information contained in any signature block in your email).

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest(s): responding to enquiries and messages we receive and keeping records of correspondence.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

Reason why necessary to perform a contract: where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so.

Transfer and storage of your information

We use a third-party email provider to store emails you send us. Our third-party email provider is UK Web Solutions Direct. Their privacy policy is available here: https://cpanel.net/privacy-policy/

Emails you send us will be stored on UK Web Solutions Direct servers outside the United Kingdom. For further information please see the section of this privacy policy entitled Transfers of your information outside the United Kingdom.

Contact form

When you contact us using our contact form, we collect

• First name

• Last name

• Email

• Company/Charity name (if applicable)

• Post code

• Phone number

• Message field, optional information

If you do not provide the mandatory information required by our contact form, you will not be able to submit the contact form and we will not receive your enquiry.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest(s): responding to enquiries and messages we receive and keeping records of correspondence.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

Reason why necessary to perform a contract: where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so).

Phone

When you contact us by phone, we collect your phone number and any information provide to us during your conversation with us.

We do not record phone calls.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation)

Legitimate interest(s): responding to enquiries and messages we receive and keeping records of correspondence.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

Reason why necessary to perform a contract: where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so).

Transfer and storage of your information

Information about your call, such as your phone number and the date and time of your call, is processed by our third-party telephone service provider.

Information about your phone call will be stored by our third-party telephone service provider. For further information about the safeguards used when your information is transferred outside the United Kingdom, see the section of this privacy policy below entitled Transfers of your information outside the United Kingdom.

Post

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

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation)

Legitimate interest(s): responding to enquiries and messages we receive and keeping records of correspondence.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

Reason why necessary to perform a contract: where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so).

We collect and use information from individuals who interact with particular features of our website in accordance with this section and the section entitled Disclosure and additional uses of your information.

E-Newsletter

When you sign up for our e-newsletter on our website or opt to receive news, offers and organisational updates from us by entering your name and email address and clicking subscribe or ticking a box at checkout indicating that you would like to receive our e-newsletter, we collect your name and email address.

Legal basis for processing: your consent (Article 6(1)(a) of the General Data Protection Regulation).

Consent: you give your consent to us sending you our e-newsletter by signing up to receive it using the steps described above.

Transfer and storage of your information

We may use a third-party service to send out our e-newsletter and administer our mailing list; with Mailchimp. Their privacy policy is available here: https://mailchimp.com/legal/privacy/.

Information you submit to subscribe for our e-newsletter will be stored outside the United Kingdom on our mailing list provider’s servers located in the United States. For further information about the safeguards used when your information is transferred outside the European Economic Area, see the section of this privacy policy below entitled Transfers of your information outside the United Kingdom.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation)

Legitimate interest(s): responding to enquiries and messages we receive and keeping records of correspondence.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

Reason why necessary to perform a contract: where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so).

Marketing communications

When submitting your details, you will have the option of receiving marketing communications from us.

Our services

You can opt in to receiving marketing communications from us in relation to our services by email by ticking a box indicating that you would like to receive such communications i.e. newsletter.

We will send you marketing communications in relation to our services only if you opt-in to receive them.

Legal basis for processing: consent (Article 6(1)(a) of the General Data Protection Regulation).

Consent: you give your consent to us sending you information about our goods and services by signing up to receive such information in accordance with the steps described above.

Transfer and storage of your information

We use a third-party service to administer our mailing list, Mailchimp.

Information you submit to subscribe for our e-newsletter will be stored outside the United Kingdom on our mailing list provider’s servers located in the United States. For further information about the safeguards used when your information is transferred outside the European Economic Area, see the section of this privacy policy below entitled Transfers of your information outside the United Kingdom.

Legal basis for processing: consent (Article 6(1)(a) of the General Data Protection Regulation).

Consent: you give your consent to us sending you information about third party goods and services by signing up to receive such information in accordance with the steps described above.

We use profiling on our website. We do not consider that this has any legal effect on you or similarly significantly affects you.

You have the right to object to our use of profiling described in this section. You can do that by opting-out of cookies and similar technologies in accordance with the method described in the relevant section below. If you do not want us to process your actual IP address (usually the IP address assigned to you by your Internet Service Provider) when you visit our website, you can use a Virtual Private Network (VPN) or a free service such as Tor.

You can find out more about our use of cookies and similar technologies (including the legal basis on which we use them) and how to opt out from them in our cookies policy, which is available here: https://www.basas.org.uk/cookie-policy/.

Profiling

Profiling is any form of automated processing of your information to evaluate personal aspects about you, in particular to analyse or predict things like your performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements.

Use of profiling for web analytics

Our web analytics service, Google Analytics, uses collects information such as your location (based on your IP address) and your behaviour (based on cookies) when you access our website (such as the pages you visit, what you click on, the time you spend on our website). We will only process information from cookies if you have consented to us setting cookies on your computer in accordance with our cookies policy https://www.basas.org.uk/cookie-policy/. Information collected about you, once collected is anonymised and stored on an aggregate basis.

Logic involved: by automatically analysing and categorising information such as the location (based on IP address) as well as the behaviour and devices of visitors to our website (using cookies), we are able to gain a better understanding of what our website visitors want (in terms of the content of our website and our products), how to improve our website and how to advertise and market our services to them.

Significance and envisaged consequences: cookies will be used to track and store information about your behaviour and device on our website (unless you have opted out from receiving such cookies by changing your browser settings and your location will be analysed based on your IP address. We may target advertisements based on the level of interest we receive from certain visitors and their behaviour on our website.

Legal basis for processing: your legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest: by analysing and categorising information and behaviour of visitors to our website, we can improve our website and how we advertise and market our services to them.

Use of profiling in marketing emails

We use tracked URLs marketing emails to analyse who opens our emails and what actions they take (for example, what they click on). We will only process information from these if you have consented to their use in accordance with our cookies policy https://www.basas.org.uk/cookie-policy/.

Logic involved: by analysing how our email recipients respond to our emails, we are able to improve the content and effectiveness of our emails and gauge interest.

Significance and envisaged consequences: your behaviour when you open our emails will be tracked, including open rates, click through rates, and which links & services you clicked on.

How to object: if you would like to object to please contact us via basas@basas.org.uk

Legal basis for processing: legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest: analysing the level of engagement and effectiveness of our marketing emails and content

This section sets out how we obtain or collect information about you from third parties.

Information received from third parties

We may receive information about you from third parties. The third parties from whom we receive information about you will generally include where a customer has provided information to consent for their information to be obtained, including recipient name, delivery address, telephone number.

It is also possible that third parties with whom we have had no prior contact may provide us with information about you.

Information we obtain from third parties will generally be your name, postal address and contact details, but will include any additional information about you, which they provide to us.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

Reason why necessary to perform a contract: where a third party has passed on information about you to us (such as your name and email address) in order for us to provide services to you, we will process your information in order to take steps at your request to enter into a contract with you and perform a contract with you (as the case may be).

Consent: where you have asked that a third party to share information about you with us and the purpose of sharing that information is not related to the performance of a contract or services by us to you, we will process your information on the basis of your consent, which you give by asking the third party in question to pass on your information to us.

Legitimate interests: where a third party has shared information about you with us and you have not consented to the sharing of that information, we will have a legitimate interest in processing that information in certain circumstances.

For example, we would have a legitimate interest in processing your information to perform our obligations under a sub-contract with the third party, where the third party has the main contract with you. Our legitimate interest is the performance of our obligations under our sub-contract.

Similarly, third parties may pass on information about you to us if you have infringed or potentially infringed any of our legal rights. In this case, we will have a legitimate interest in processing that information to investigate and pursue any such potential infringement.

Where we receive information about you in error

If we receive information about you from a third party in error and/or we do not have a legal basis for processing that information, we will delete your information.

Information obtained by us from third parties

In certain circumstances (for example, to verify the information we hold about you or obtain missing information we require to provide you with a service) we will obtain information about you from certain publicly accessible sources, in the United Kingdom, both EU and non-EU, such as the Companies House, Charity Commission for England and Wales, online customer databases, organisation directories, media publications, social media, and websites (including your own website if you have one).

In certain circumstances will also obtain information about you from private sources, in the United Kingdom, both EU and non-EU, such as host institutions for the Annual Conference.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

Reason why necessary to perform a contract: where you have entered into a contract or requested that we enter into a contract with you, in certain circumstances, we will obtain information about you from public sources in order to enable us to understand your organisation and provide services to you or services to a sufficient standard. For example, we would obtain and/or verify your email address from your website or from a directory where you ask us to send you information by email but we do not possess the information or we need to confirm that we have recorded your email address correctly.

Legitimate interests: in certain circumstances, we will have a legitimate interest in obtaining information about you from public and private sources. For example, if you have infringed or we suspect that you have infringed any of our legal rights, we will have a legitimate interest in obtaining and processing information about you from such sources in order to investigate and pursue any suspected or potential infringement.

Consent: we may obtain information from third parties, such as data brokers, where you have consented to them sharing information with us by ticking a box stating that you would like your information to be shared with us.

This section sets out the circumstances in which will disclose information about you to third parties and any additional purposes for which we use your information.

Disclosure of your information to service providers

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

• Email provider(s), including UK Web Solutions Direct. Their privacy policy is available here: https://cpanel.net/privacy-policy/
• IT service provider(s), including UK Web Solutions Direct. Their privacy policy is available here: https://ukwebsolutionsdirect.co.uk/privacy-policy.php#:~:text=You%20can%20block%20cookies%20by,or%20parts%20of%20our%20site
• Web developer(s), including The Communications Group. Their privacy policy is available here: https://www.thecommunicationsgroup.com/privacy-policy/
• Hosting provider(s), including The Communications Group. Their privacy policy is available here: https://www.thecommunicationsgroup.com/privacy-policy/
• Payment processing providers. Their privacy policies are available here: https://www.paypal.com/uk/webapps/mpp/ua/privacy-full
• Accounting and HR is conducted by the BASAS Treasurer.
• HMRC and Tax Office and The Charity Commission, their privacy policies are available here: https://www.gov.uk/help/privacy-policy and https://www.gov.uk/government/organisations/charity-commission
• Marketing email providers including MailChimp. Their privacy policy is available here https://mailchimp.com/legal/privacy/
• Partnership companies located in the UK may include third party hosting events, including institutions. For further information or specific enquiries, please contact basas@basas.org.uk

Your information will be shared with these service providers where necessary to provide you with the service you have requested, whether that is accessing our website or ordering goods and services from us.

We do not display the identities of all of our service providers publicly by name for security and competitive reasons. If you would like further information about the identities of our service providers, however, please contact us directly via email and we will provide you with such information where you have a legitimate reason for requesting it (where we have shared your information with such service providers, for example).

Legal basis for processing: legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest relied on: where we share your information with these third parties in a context other than where is necessary to perform a contract (or take steps at your request to do so), we will share your information with such third parties in order to allow us to run and manage our organisation efficiently.

Legal basis for processing: necessary to perform a contract and/or to take steps at your request prior to entering into a contract (Article 6(1)(b) of the General Data Protection Regulation).

Reason why necessary to perform a contract: we may need to share information with our service providers to enable us to perform our obligations under that contract or to take the steps you have requested before we enter into a contract with you.

Disclosure of your information to other third parties

We disclose your information to other third parties in specific circumstances, as set out below.

Providing information to third parties such as Google Inc.

Google collects information through our use of Google Analytics on our website. Google uses this information, including IP addresses and information from cookies, for a number of purposes, such as improving its Google Analytics service. Information is shared with Google on an aggregated and anonymised basis. To find out more about what information Google collects, how it uses this information and how to control the information sent to Google, please see the following page: https://www.google.com/policies/privacy/partners/

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest(s): meeting our contractual obligations to Google under our Google Analytics Terms of Service (https://www.google.com/analytics/terms/us.html)

You can opt out of Google Analytics by installing the browser plugin here: https://tools.google.com/dlpage/gaoptout

Transfer and storage of your information

Information collected by Google Analytics is stored outside the United Kingdom on Google’s servers in the United States of America.

For further information about the safeguards used when your information is transferred outside the European Economic Area, see the section of this privacy policy below entitled Transfers of your information outside the United Kingdom.

Sharing your information with third parties, which are either related to or associated with the running of our organisation, where it is necessary for us to do so. These third parties include our accountants, advisors, affiliates, organisation partners, independent contractors, and insurers.

Further information on each of these third parties is set out below.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest: running and managing our organisation efficiently.

Treasurer

We share information with our Treasurer for tax purposes. For example, we share invoices we issue and receive with our Treasurer for the purpose of completing tax returns and our end of year accounts.

Affiliates

Affiliates are individuals or entities we work with to promote our organisation by various means, including by advertising our services on their websites, for example. Our affiliates can be in the Charity or Education sector. Affiliates will share information with us and we will share information with them where you have expressed an interest in our products or services. Our affiliates are educational institutions in the UK or they may be based in the Charity sector.

Member

Member information and details might be shared with educational institutions hosting our conferences and other events, usually based in the UK.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest: running and managing our organisation effectively.

AND/OR

Legal basis for processing: necessary to perform a contract [or to take steps at your request prior to entering into a contract] (Article 6(1)(b) of the General Data Protection Regulation).

Reason why necessary to perform a contract: we need to share your information with other institutions in order to be able to meet our contractual obligations to you [or to take steps at your request prior to entering a contract, for example because of the services or information you have requested.

We do not display the identities of all the other third parties we may share information with by name for security and competitive reasons. If you would like further information about the identities of such third parties, however, please contact us directly via our contact form or by email at basas@basas.org.uk and we will provide you with such information where you have a legitimate reason for requesting it where we have shared your information with such third parties, for example.

Legal basis for processing: legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest(s): sharing your information with a prospective purchaser, seller or similar person in order to allow such a transaction to take place.

Disclosure and use of your information for legal reasons

Indicating possible criminal acts or threats to public security to a competent authority

If we suspect that criminal or potential criminal conduct has been occurred, we will in certain circumstances need to contact an appropriate authority, such as the police. This could be the case, for instance, if we suspect that a fraud or a cybercrime has been committed or if we receive threats or malicious communications towards us or third parties.

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.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interests: preventing crime or suspected criminal activity (such as fraud).

In connection with the enforcement or potential enforcement our legal rights

We will use your information in connection with the enforcement or potential enforcement of our legal rights, including, for example, 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 or tort law).

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest: enforcing our legal rights and taking steps to enforce our legal rights.

In connection with a legal or potential legal dispute or proceedings

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.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest(s): resolving disputes and potential disputes.

For ongoing compliance with laws, regulations and other legal requirements

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.

Legal basis for processing: compliance with a legal obligation (Article 6(1)(c) of the General Data Protection Regulation).

Legal obligation(s): legal obligations to disclose information which are part of the laws of England and Wales or if they have been integrated into the United Kingdom’s legal framework (for example in the form of an international agreement which the United Kingdom has signed).

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest: where the legal obligations are part of the laws of another country and have not been integrated into the United Kingdom’s legal framework, we have a legitimate interest in complying with these obligations.

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.

Retention periods

Server log information: we retain information on our server logs for we retain information on our server logs for 3 months

Order information: when you place an order for goods and services, we retain that information for six years following the end of the financial year in which you place your order, in accordance with our legal obligation to keep records.

Correspondence and enquiries: when you make an enquiry or correspond with us for any reason, whether by email or via our contact form or by phone, we will retain your information for as long as it takes to respond to and resolve your enquiry, and for up to a period of 72 month(s), after which point, we will delete your information.

E-Newsletter: we retain the information you used to sign up for our e-newsletter for as long as you remain subscribed (i.e. you do not unsubscribe) or if we decide to cancel our e-newsletter service, whichever comes earlier.

Criteria for determining retention periods

In any other circumstances, we will retain your information for no longer than necessary, taking into account the following:

• the purpose(s) and use of your information both now and in the future (such as whether it is necessary to continue to store that information in order to continue to perform our obligations under a contract with you or to contact you in the future);

• whether we have any legal obligation to continue to process your information (such as any record-keeping obligations imposed by relevant law or regulation);

• whether we have any legal basis to continue to process your information (such as your consent);

• how valuable your information is (both now and in the future);

• any relevant agreed industry practices on how long information should be retained;

• the levels of risk, cost and liability involved with us continuing to hold the information;

• how hard it is to ensure that the information can be kept up to date and accurate; and

• any relevant surrounding circumstances (such as the nature and status of our relationship with you).

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;

• using Secure Sockets Layer (SSL) software to encrypt any information you submit to us via any forms on our website and any payment transactions you make on or via our website;

• only transferring your information via closed system or encrypted data transfers

• any hard copies of information are stored within a secure environment

Transmission of information to us by email

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.

We cannot be responsible for any costs, expenses, loss of profits, harm to reputation, damages, liabilities or any other form of loss or damage suffered by you as a result of your decision to transmit information to us by such means.

Your information will be transferred and stored both in and outside of the United Kingdom in the circumstances set out below. We will also transfer your information outside the United Kingdom or to an international organisation in order to comply with legal obligations to which we are subject (compliance with a court order, for example) and to serve our members. Where we are required to do so, we will ensure appropriate safeguards and protections are in place.

Server log information

Information collected when you visit our website is not transferred outside of the United Kingdom and stored on secure servers. We do not display the identities of our service providers publicly by name for security reasons. If you would like further information about the identities of our hosting providers, please contact us directly by email basas@basas.org.uk and we will provide you with such information where you have a legitimate reason for requesting it (where we have shared your information with such service providers, for example).

Safeguard(s) used: our third-party hosting provider has self-certified its compliance with the EU-U.S. Privacy Shield.

Contact form

Information you submit to us via our contact form is not transferred outside the United Kingdom and stored on our third-party hosting partner or marketing suite’s provider’s servers. We do not display the identities of our service providers publicly by name for security and competitive reasons. If you would like further information about the identities of our hosting providers, please contact us directly by email basas@basas.org.uk and we will provide you with such information where you have a legitimate reason for requesting it (where we have shared your information with such service providers, for example).

Safeguard(s) used: our third-party hosting provider has self-certified its compliance with the EU-U.S. Privacy Shield.

Email

Information you submit to us by email is transferred and stored on our third-party email provider’s servers. Our third party email provider is UK Web Solutions UK. You can access their privacy policy here – https://ukwebsolutionsdirect.co.uk/privacy-policy.php#:~:text=You%20can%20block%20cookies%20by,or%20parts%20of%20our%20site

Safeguard(s) used: our third party hosting provider has self-certified its compliance with the EU-U.S. Privacy Shield.

E-Newsletter

Information you submit to us when you sign up for our e-newsletter is stored on our third-party mailing list provider’s servers. Our third-party mailing list provider is Mailchimp.  You can access their privacy policy here https://mailchimp.com/legal/privacy/.

Safeguard(s) used: our third party hosting provider has self-certified its compliance with the EU-U.S. Privacy Shield.

Google Analytics

Information collected by Google Analytics (your IP address and actions you take in relation to our website) is transferred outside the United Kingdom and stored on Google’s servers. You can access Google’s privacy policy here: https://www.google.com/policies/privacy/

Country of storage: United States of America. This country is not subject to an adequacy decision by the European Commission.

Safeguard(s) used: Google has self-certified its compliance with the EU-U.S. Privacy Shield which is available here: https://www.privacyshield.gov/welcome. The EU-U.S. Privacy Shield is an approved certification mechanism under Article 42 of the General Data Protection Regulation, which is permitted under Article 46(2)(f) of the General Data Protection Regulation. You can access the European Commission decision on the adequacy of the EU-U.S. Privacy Shield here: https://ec.europa.eu/info/law/law-topic/data-protection_en

Subject to certain limitations on certain rights, you have the following rights in relation to your information, which you can exercise by writing to The British Association for South Asian Studies (charity number: 264591) of 27 Old Gloucester Street, Bloomsbury, London WC1N 3AX or sending an email to basas@basas.org.uk :

• 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 receive information which you have provided to us in a structured, commonly used and machine-readable format (e.g. a CSV file) and the right to have that information transferred to another data controller (including a third party data controller);

• to object to the processing of your information for certain purposes (for further information, see the section below entitled Your right to object to the processing of your information for certain purposes); and

• 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. Please note that if you withdraw your consent, this will not affect the lawfulness of our use and processing of your information on the basis of your consent before the point in time when you withdraw your consent.

• the right not to be subject to a decision based solely on automated processing, including profiling which produces legal affects concerning you or similarly significantly affects you

In accordance with Article 77 of the General Data Protection Regulation, you also have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or of an alleged infringement of the General Data Protection Regulation.

For the purposes of the UK, the supervisory authority is the Information Commissioner’s Office (ICO), the contact details of which are available here: https://ico.org.uk/global/contact-us/

Further information on your rights in relation to your personal data as an individual

The above rights are provided in summary form only and certain limitations apply to many of these rights. For further information about your rights in relation to your information, including any limitations which apply, please visit the following pages on the ICO’s website:

• https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/; and

• https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/

You can also find out further information about your rights, as well as information on any limitations which apply to those rights, by reading the underlying legislation contained in Articles 12 to 22 and 34 of the General Data Protection Regulation, which is available here: https://templatelab.com/gdpr-regulation/

Verifying your identity where you request access to your information

Where you request access to your information, we are required by law to use all reasonable measures to verify your identity before doing so.

These measures are designed to protect your information and to reduce the risk of identity fraud, identity theft or general unauthorised access to your information.

How we verify your identity

Where we possess appropriate information about you on file, we will attempt to verify your identity using that information.

If it is not possible to identity you from such information, or if we have insufficient information about you, we may require original or certified copies of certain documentation in order to be able to verify your identity before we are able to provide you with access to your information.

We will be able to confirm the precise information we require to verify your identity in your specific circumstances if and when you make such a request.

You have the following rights in relation to your information, which you may exercise in the same way as you may exercise by writing to The British Association for South Asian Studies (charity number: 264591) of 27 Old Gloucester Street, Bloomsbury, London WC1N 3AX or sending an email to basas@basas.org.uk :

• to object to us using or processing your information where we use or process it in order to carry out a task in the public interest or for our legitimate interests, including ‘profiling’ (i.e. analysing or predicting your behaviour based on your information) based on any of these purposes; and

• to object to us using or processing your information for direct marketing purposes (including any profiling we engage in that is related to such direct marketing).

You may also exercise your right to object to us using or processing your information for direct marketing purposes by:

• clicking the unsubscribe link contained at the bottom of any marketing email we send to you and following the instructions which appear in your browser following your clicking on that link;

• sending an email to basas@basas.org.uk, asking that we stop sending you marketing communications or by including the words “OPT OUT”.

For more information on how to object to our use of information collected from cookies and similar technologies, please see the section entitled How to accept or reject cookies in our cookies policy, which is available here: https://www.basas.org.uk/cookie-policy/.

‘Sensitive personal information’ is information about an individual that reveals their racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic information, biometric information for the purpose of uniquely identifying an individual, information concerning health or information concerning a natural person’s sex life or sexual orientation.

We do not knowingly or intentionally collect sensitive personal information from individuals, and you must not submit sensitive personal information to us.

If, however, you inadvertently or intentionally transmit sensitive personal information to us, you will be considered to have explicitly consented to us processing that sensitive personal information under Article 9(2)(a) of the General Data Protection Regulation. We will use and process your sensitive personal information for the purposes of deleting it.

We update and amend our Privacy Policy from time to time.

Minor changes to our Privacy Policy

Where we make minor changes to our Privacy Policy, we will update our Privacy Policy with a new effective date stated at the beginning of it. Our processing of your information will be governed by the practices set out in that new version of the Privacy Policy from its effective date onwards.

Major changes to our Privacy Policy or the purposes for which we process your information

Where we make major changes to our Privacy Policy or intend to use your information for a new purpose or a different purpose than the purposes for which we originally collected it, we will notify you by email (where possible) or by posting a notice on our website.

We will provide you with the information about the change in question and the purpose and any other relevant information before we use your information for that new purpose.

Wherever required, we will obtain your prior consent before using your information for a purpose that is different from the purposes for which we originally collected it.

Because we care about the safety and privacy of children online, we comply with the Children’s Online Privacy Protection Act of 1998 (COPPA). COPPA and its accompanying regulations protect the privacy of children using the internet. We do not knowingly contact or collect information from persons under the age of 18. The website is not intended to solicit information of any kind from persons under the age of 18.

It is possible that we could receive information pertaining to persons under the age of 18 by the fraud or deception of a third party. If we are notified of this, as soon as we verify the information, we will, where required by law to do so, immediately obtain the appropriate parental consent to use that information or, if we are unable to obtain such parental consent, we will delete the information from our servers. If you would like to notify us of our receipt of information about persons under the age of 18, please do so by sending an email to basas@basas.org.uk .

“Do Not Track” is a privacy preference that users can set in their web browsers. When a user turns on a Do Not Track signal in their browser, the browser sends a message to websites requesting that they do not track the user. For information about Do Not Track, please visit www.allaboutdnt.org

At this time, we do not respond to Do Not Track browser settings or signals. [For information on how to opt out from tracking technologies used on our website, see our cookies policy which is available here: https://www.basas.org.uk/cookie-policy/.

This Privacy Policy is based on a General Data Protection Regulation (Regulation (EU) 2016/769) (GDPR) compliant template provided by GDPR Privacy Policy. For further information, please visit https://gdprprivacypolicy.org

The copyright in this Privacy Policy is either owned by, or licensed to, us and is protected by copyright laws around the world and copyright protection software. All intellectual property rights in this document are reserved.