Information we collect:

4. We will collect personal data if it is directly provided to us via the conference applications process by you, the user, e.g. your e-mail address, name or home or work address, and therefore has been provided by you with your consent.

5. We also use analytical and statistical tools that monitor details of your visits to our website and the resources that you access, including, but not limited to, traffic data, location data, weblogs and other communication data (but this data will not identify you personally).

Use of your information:

7. We may hold and process personal data that you provide to us in accordance with the DPA and GDPR. We will hold your data for no longer than is necessary for the purposes for which the personal data are processed. In some instances, the law sets the length of time information has to be kept (such as accounting records for HMRC), but in most cases we will use our discretion to ensure that we do not keep records outside of our normal business requirements, i.e. for providing information about future conferences. We may also use anonymised data to identify trends and produce statistics to help us plan future events.  If you do not wish us to keep your data for these purposes, you may request its deletion at any time by e-mailing sccsadmin@zoo.cam.ac.uk.

Disclosure of your information:

8. Your information will be disposed of in a secure manner when it is no longer needed and will never be shared with third parties except those directly involved in delivery of the conference (e.g. St Catharine’s College if accommodation is booked).

Where we store and transfer your data:

9. As part of the services offered to you, for example through our Website, the information you provide to us may be transferred to and stored in countries outside of the European Economic Area (EEA) as we use remote website server hosts to provide the website and some aspects of our service, which may be based outside of the EEA, or use servers based outside of the EEA – this is generally the nature of data stored in “the Cloud”. It may also be processed by staff operating outside the EEA who work for one of our suppliers, e.g. our website server host, or work for us when temporarily outside of the EEA.

10. A transfer of your personal data may happen if any of our servers are located in a country outside of the EEA or one of our service providers is located in a country outside of the EEA. If we transfer or store your personal data outside the EEA in this way, we will take steps with the aim of ensuring that your privacy rights continue to be protected, as outlined in this privacy policy and in accordance with the DPA and GDPR. If you use our service while you are outside the EEA, your personal data may be transferred outside the EEA in order to provide you with these services.

11. We will process, disclose or share your personal data only if required to do so by law or in the good faith belief that such action is necessary to comply with legal requirements or legal process served on us or the website.

Security:

12. The transmission of information via the Internet or email is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data while you are transmitting it to our site; any such transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.

13. Where we have given you (or where you have chosen) a password so that you can access certain parts of our site, you are responsible for keeping this password confidential. You should choose a password it is not easy for someone to guess.

Third party links:

14. You might find links to third party websites, such as our sister conferences, on our website. These websites should have their own privacy policies, which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.

Use of cookies:

15. Our Website uses cookies. We use cookies to gather information about your computer for our services and to provide statistical information regarding the use of our Website. Such information will not identify you personally – it is statistical data about our visitors and their use of our Website. This statistical data does not identify any personal details whatsoever. We may also gather information about your general Internet use by using a cookie file. Where used, these cookies are downloaded to your computer automatically. This cookie file is stored on the hard drive of your computer, as cookies contain information that is transferred to your computer’s hard drive. They help us to improve our Website and the service that we provide to you. All computers have the ability to decline cookies. This can be done by activating the setting on your browser which enables you to decline the cookies. Please note that should you choose to decline cookies, you may be unable to access particular parts of our Website.

Your rights:

16. The DPA and GDPR give you the right to access information held about you by us. Please write to us or contact us by email if you wish to request confirmation of what personal information we hold relating to you. You can write to us at the address detailed in clause 2, above, or by email to sccsadmin@zoo.cam.ac.uk. There is no charge for requesting that we provide you with details of the personal data that we hold. We will provide this information within one month of your requesting the data.

17. You have the right to change the permissions that you have given us in relation to how we may use your data. You also have the right to request that we cease using your data or that we delete all personal data records that we hold relating to you. You can exercise these rights at any time by writing to us at the address detailed in clause 2, above, or by email to sccsadmin@zoo.cam.ac.uk.

Changes to this policy:

18. We may update these policies to reflect changes to the website and customer feedback. Please regularly review these policies to be informed of how we are protecting your personal data.

We welcome any queries, comments or requests you may have regarding this Privacy Policy. Please do not hesitate to contact us at SCCS, Department of Zoology, University of Cambridge, Downing Street, Cambridge CB2 3EJ or email us at sccsadmin@zoo.cam.ac.uk

Version: February 2025