Automated Decision-Making (ADM): when a decision is made which is based solely on Automated Processing (including profiling) which produces legal effects or significantly affects an individual. The GDPR prohibits Automated Decision-Making (unless certain conditions are met) but not Automated Processing.
Automated Processing: any form of automated processing of Personal Data consisting of the use of Personal Data to evaluate certain personal aspects relating to an individual, in particular to analyse or predict aspects concerning that individual's performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements. Profiling is an example of Automated Processing.
Association name: The British International Studies Association.
Consent: agreement which must be freely given, specific, informed and be an unambiguous indication of the Data Subject's wishes by which they, by a statement or by a clear positive action, signify agreement to the Processing of Personal Data relating to them.
Controller: the person or organisation that determines when, why and how to process Personal Data. The Controller is responsible for establishing practices and policies in line with the GDPR. We are the Controller of all Personal Data relating to our Personnel and Personal Data used for the purposes of the activities of the Association.
Criminal Convictions Data: means personal data relating to criminal convictions and offences and includes personal data relating to criminal allegations and proceedings.
Data Subject: a living, identified or identifiable individual about whom we hold Personal Data. Data Subjects may be nationals or residents of any country and may have legal rights regarding their Personal Data.
Data Privacy Impact Assessment (DPIA): tools and assessments used to identify and reduce risks of a data processing activity. DPIA can be carried out as part of Privacy by Design and should be conducted for all major system or business change programmes involving the Processing of Personal Data.
Data Protection Officer (DPO): the person required to be appointed in specific circumstances under the GDPR. Where a mandatory DPO has not been appointed, the term means the Director who in turn can delegate to the Communications Manager.
EEA: the 28 countries in the EU, and Iceland, Liechtenstein and Norway.
Explicit Consent: consent which requires a very clear and specific statement (that is, not just action).
General Data Protection Regulation (GDPR): the General Data Protection Regulation ((EU) 2016/679). Personal Data is subject to the legal safeguards specified in the GDPR.
Personal Data: any information identifying a Data Subject or information relating to a Data Subject that we can identify (directly or indirectly) from that data alone or in combination with other identifiers we possess or can reasonably access. Personal Data includes Special Categories of Personal Data and Pseudonymised Personal Data but excludes anonymous data or data that has had the identity of an individual permanently removed. Personal data can be factual (for example, a name, email address, location or date of birth) or an opinion about that person's actions or behaviour.
Personal Data Breach: any act or omission that compromises the security, confidentiality, integrity or availability of Personal Data or the physical, technical, administrative or organisational safeguards that we or our third-party service providers put in place to protect it. The loss, or unauthorised access, disclosure or acquisition, of Personal Data is a Personal Data Breach.
Personnel: all employees, trustees, members, volunteers, consultants, interns, contractors and others.
Privacy by Design: implementing appropriate technical and organisational measures in an effective manner to ensure compliance with the GDPR.
Processing or Process: any activity that involves the use of Personal Data. It includes obtaining, recording or holding the data, or carrying out any operation or set of operations on the data including organising, amending, retrieving, using, disclosing, erasing or destroying it. Processing also includes transmitting or transferring Personal Data to third parties.
Pseudonymisation or Pseudonymised: replacing information that directly or indirectly identifies an individual with one or more artificial identifiers or pseudonyms so that the person, to whom the data relates, cannot be identified without the use of additional information which is meant to be kept separately and secure.
Related Policies: the Association’s policies, operating procedures or processes related to this Privacy Standard and designed to protect Personal Data, including the Privacy Notice.
Special Categories of Personal Data: information revealing racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health conditions, sexual life, sexual orientation, biometric or genetic data.
2.1 This Privacy Standard sets out how The British International Studies Association ("we", "our", "us", "the Association") handle the Personal Data of our Personnel and other third parties.
2.2 This Privacy Standard applies to all Personal Data we Process regardless of the media on which that data is stored or whether it relates to past or present Personnel website users or any other Data Subject.
2.3 This Privacy Standard applies to all Personnel ("you", "your"). You must read, understand and comply with this Privacy Standard when Processing Personal Data on our behalf and attend training on its requirements. This Privacy Standard sets out what we expect from you for the Association to comply with applicable law. Your compliance with this Privacy Standard is mandatory. Related Policies are available to help you interpret and act in accordance with this Privacy Standard. You must also comply with all such Related Policies. Any breach of this Privacy Standard may result in disciplinary action.
2.4 Where you have a specific responsibility in connection with Processing such as capturing Consent, reporting a Personal Data Breach, conducting a DPIA as referenced in this Privacy Standard or otherwise then you must comply with the Related Policies.
3.1 We recognise that the correct and lawful treatment of Personal Data will maintain confidence in the Association and will provide for successful operations. Protecting the confidentiality and integrity of Personal Data is a critical responsibility that we take seriously at all times. The Association is exposed to potential fines of up to EUR20 million or 4% of total worldwide annual turnover, whichever is higher and depending on the breach, for failure to comply with the provisions of the GDPR.
3.2 All staff are responsible for ensuring compliance with this Privacy Standard and need to implement appropriate practices, processes, controls and training to ensure that compliance.
3.3 Please contact the Communications Manager with any questions about the operation of this Privacy Standard or the GDPR or if you have any concerns that this Privacy Standard is not being or has not been followed. In particular, you must always contact the Communications Manager in the following circumstances:
3.3.1 if you are unsure of the lawful basis which you are relying on to process Personal Data (including the legitimate interests used by the Association) (see Paragraph 5.1 below);
3.3.2 if you need to rely on Consent and/or need to capture Explicit Consent (see Paragraph 6 below);
3.3.3 if you need to draft Privacy Notices (see Paragraph 7 below);
3.3.4 if you are unsure about the retention period for the Personal Data being Processed (see Paragraph 11 below);
3.3.5 if you are unsure about what security or other measures you need to implement to protect Personal Data (see Paragraph 12.1 below);
3.3.6 if there has been a Personal Data Breach (Paragraph 13 below);
3.3.7 if you are unsure on what basis to transfer Personal Data outside the EEA (see Paragraph 14 below);
3.3.8 if you need any assistance dealing with any rights invoked by a Data Subject (see Paragraph 15);
3.3.9 whenever you are engaging in a significant new, or change in, Processing activity which is likely to require a DPIA (see Paragraph 19 below) or plan to use Personal Data for purposes other than what it was collected for;
3.3.10 if you plan to undertake any activities involving Automated Processing including profiling or Automated Decision-Making (see Paragraph 20 below);
3.3.11 if you need help complying with applicable law when carrying out direct marketing activities (see Paragraph 21 below); or
3.3.12 if you need help with any contracts or other areas in relation to sharing Personal Data with third parties (see Paragraph 22 below).
4. Personal data protection principles
4.1 We adhere to the principles relating to Processing of Personal Data set out in the GDPR which require Personal Data to be:
4.1.1 processed lawfully, fairly and in a transparent manner (Lawfulness, Fairness and Transparency);
4.1.2. collected only for specified, explicit and legitimate purposes (Purpose Limitation);
4.1.3 adequate, relevant and limited to what is necessary in relation to the purposes for which it is Processed (Data Minimisation);
4.1.4 accurate and where necessary kept up to date (Accuracy);
4.1.5 not kept in a form which permits identification of Data Subjects for longer than is necessary for the purposes for which the data is Processed (Storage Limitation);
4.1.6 processed in a manner that ensures its security using appropriate technical and organisational measures to protect against unauthorised or unlawful Processing and against accidental loss, destruction or damage (Security, Integrity and Confidentiality);
4.1.7 not transferred to another country without appropriate safeguards being in place (Transfer Limitation); and
4.1.8 made available to Data Subjects and allow Data Subjects to exercise certain rights in relation to their Personal Data (Data Subject's Rights and Requests).
4.2 We are responsible for and must be able to demonstrate compliance with the data protection principles listed above (Accountability).
5. Lawfulness, fairness, transparency
5.1 Lawfulness and fairness
5.1.1 Personal data must be Processed lawfully, fairly and in a transparent manner in relation to the Data Subject.
5.1.2 You may only collect, Process and share Personal Data fairly and lawfully and for specified purposes. The GDPR restricts our actions regarding Personal Data to specified lawful purposes. These restrictions are not intended to prevent Processing, but ensure that we Process Personal Data fairly and without adversely affecting the Data Subject.
5.1.3 The GDPR allows Processing for specific purposes, some of which are set out below:
220.127.116.11 the Data Subject has given his or her Consent;
18.104.22.168 the Processing is necessary for the performance of a contract with the Data Subject;
22.214.171.124 to meet our legal compliance obligations;
126.96.36.199 to protect the Data Subject's vital interests;
188.8.131.52 to pursue our legitimate interests for purposes where they are not overridden because the Processing prejudices the interests or fundamental rights and freedoms of Data Subjects. The purposes for which we process Personal Data for legitimate interests need to be set out in applicable Privacy Notices.
5.1.4 You must identify and document the legal ground being relied on for each Processing activity.
6.1 A Controller must only process Personal Data on the basis of one or more of the lawful bases set out in the GDPR, which include Consent.
6.2 A Data Subject consents to Processing of their Personal Data if they indicate agreement clearly either by a statement or positive action to the Processing. Consent requires affirmative action so silence, pre-ticked boxes or inactivity are unlikely to be sufficient. If Consent is given in a document which deals with other matters, then the Consent must be kept separate from those other matters.
6.3 Data Subjects must be easily able to withdraw Consent to Processing at any time and withdrawal must be promptly honoured. Consent may need to be refreshed if you intend to Process Personal Data for a different and incompatible purpose which was not disclosed when the Data Subject first consented.
6.4 When processing Special Category Data or Criminal Convictions Data, we will usually rely on a legal basis for processing other than Explicit Consent or Consent if possible. Where Explicit Consent is relied on, a Privacy Notice must be issued to the Data Subject to capture Explicit Consent.
6.5 Evidence of consent needs to be captured and records of all Consents maintained in accordance with Related Policies so that the Association can demonstrate compliance with Consent requirements.
7. Transparency (notifying Data Subjects)
7.1 The GDPR requires Data Controllers to provide detailed, specific information to Data Subjects depending on whether the information was collected directly from Data Subjects or from elsewhere. The information must be provided through appropriate Privacy Notices which must be concise, transparent, intelligible, easily accessible, and in clear and plain language so that a Data Subject can easily understand them.
7.2 Whenever we collect Personal Data directly from Data Subjects, including for human resources or employment purposes, we must provide the Data Subject with all the information required by the GDPR including the identity of the Controller and DPO, how and why we will use, Process, disclose, protect and retain that Personal Data through a Privacy Notice which must be presented when the Data Subject first provides the Personal Data.
7.3 When Personal Data is collected indirectly (for example, from a third party or publicly available source), we must provide the Data Subject with all the information required by the GDPR as soon as possible after collecting or receiving the data. We must also check that the Personal Data was collected by the third party in accordance with the GDPR and on a basis which contemplates our proposed Processing of that Personal Data.
7.4 If you are collecting Personal Data from Data Subjects, directly or indirectly, then you must provide Data Subjects with a Privacy Notice in accordance with our Related Policies.
8. Purpose limitation
8.1 Personal Data must be collected only for specified, explicit and legitimate purposes. It must not be further Processed in any manner incompatible with those purposes.
8.2 You cannot use Personal Data for new, different or incompatible purposes from that disclosed when it was first obtained unless you have informed the Data Subject of the new purposes and they have Consented where necessary.
9. Data minimisation
9.1 Personal Data must be adequate, relevant and limited to what is necessary in relation to the purposes for which it is Processed.
9.2 You may only Process Personal Data when performing your job duties requires it. You cannot Process Personal Data for any reason unrelated to your job duties.
9.3 You may only collect Personal Data that you require for your job duties: do not collect excessive data. Ensure any Personal Data collected is adequate and relevant for the intended purposes.
9.4 You must ensure that when Personal Data is no longer needed for specified purposes, it is deleted or anonymised in accordance with the Association's data retention guidelines.
10.1 Personal Data must be accurate and, where necessary, kept up to date. It must be corrected or deleted without delay when inaccurate.
10.2 You will ensure that the Personal Data we use and hold is accurate, complete, kept up to date and relevant to the purpose for which we collected it. You must check the accuracy of any Personal Data at the point of collection and at regular intervals afterwards. You must take all reasonable steps to destroy or amend inaccurate or out-of-date Personal Data.
11. Storage limitation
11.1 Personal Data must not be kept in an identifiable form for longer than is necessary for the purposes for which the data is processed.
11.2 The Association will maintain retention policies and procedures to ensure Personal Data is deleted after a reasonable time for the purposes for which it was being held, unless a law requires that data to be kept for a minimum time.
11.3 You must not keep Personal Data in a form which permits the identification of the Data Subject for longer than needed for the legitimate business purpose or purposes for which we originally collected it including for the purpose of satisfying any legal, accounting or reporting requirements.
11.4 You will take all reasonable steps to destroy or erase from our systems all Personal Data that we no longer require. Personal Data will be stored in a form that permits identification of the individual for no longer than is reasonably necessary for the purposes for which it was processed.
11.5 You will ensure Data Subjects are informed of the period for which data is stored and how that period is determined in any applicable Privacy Notice.
12. Security integrity and confidentiality
12.1 Protecting Personal Data
12.1.1 Personal Data must be secured by appropriate technical and organisational measures against unauthorised or unlawful Processing, and against accidental loss, destruction or damage.
12.1.2 The Communications Manager will develop, implement and maintain safeguards appropriate to our size, scope and activities, our available resources, the amount of Personal Data that we own or maintain on behalf of others and identified risks (including use of encryption and Pseudonymisation where applicable). The Communications Manager will regularly evaluate and test the effectiveness of those safeguards to ensure security of our Processing of Personal Data. You are responsible for protecting the Personal Data we hold. You must implement reasonable and appropriate security measures against unlawful or unauthorised Processing of Personal Data and against the accidental loss of, or damage to, Personal Data. You must exercise particular care in protecting Special Categories of Personal Data and Criminal Convictions Data from loss and unauthorised access, use or disclosure.
12.1.3 The Communications Manager must follow all procedures and technologies we put in place to maintain the security of all Personal Data from the point of collection to the point of destruction. You may only transfer Personal Data to third-party service providers who agree to comply with the required policies and procedures and who agree to put adequate measures in place, as requested.
12.1.4 You must maintain data security by protecting the confidentiality, integrity and availability of the Personal Data, defined as follows:
184.108.40.206 Confidentiality means that only people who have a need to know and are authorised to use the Personal Data can access it;
220.127.116.11 Integrity means that Personal Data is accurate and suitable for the purpose for which it is processed; and
18.104.22.168 Availability means that authorised users are able to access the Personal Data when they need it for authorised purposes.
12.1.5 You must comply with and not attempt to circumvent the administrative, physical and technical safeguards we implement and maintain in accordance with the GDPR and relevant standards to protect Personal Data.
13. Reporting a Personal Data Breach
13.1 The GDPR requires Controllers to notify any Personal Data Breach to the applicable regulator and, in certain instances, the Data Subject.
13.2 If there is a suspected Personal Data Breach we will notify Data Subjects or any applicable regulator where we are legally required to do so.
13.3 If you know or suspect that a Personal Data Breach has occurred, do not attempt to investigate the matter yourself. Immediately contact the Communications Manager You should preserve all evidence relating to the potential Personal Data Breach.
14. Transfer limitation
14.1 The GDPR restricts data transfers to countries outside the EEA to ensure that the level of data protection afforded to individuals by the GDPR is not undermined. You transfer Personal Data originating in one country across borders when you transmit, send, view or access that data in or to a different country.
14.2 You may only transfer Personal Data outside the EEA if one of the following conditions applies:
14.2.1 the European Commission has issued a decision confirming that the country to which we transfer the Personal Data ensures an adequate level of protection for the Data Subject's rights and freedoms;
14.2.2 appropriate safeguards are in place such as binding corporate rules (BCR), standard contractual clauses approved by the European Commission, an approved code of conduct or a certification mechanism, a copy of which can be obtained from the Communications Manager;
14.2.3 the Data Subject has provided Explicit Consent to the proposed transfer after being informed of any potential risks; or
14.2.4 the transfer is necessary for one of the other reasons set out in the GDPR including the performance of a contract between us and the Data Subject, reasons of public interest, to establish, exercise or defend legal claims or to protect the vital interests of the Data Subject where the Data Subject is physically or legally incapable of giving Consent and, in some limited cases, for our legitimate interest.
15. Data Subject's rights and requests
15.1 Data Subjects have rights when it comes to how we handle their Personal Data. These include rights to:
15.1.1 withdraw Consent to Processing at any time;
15.1.2 receive certain information about the Data Controller's Processing activities;
15.1.3 request access to their Personal Data that we hold;
15.1.4 prevent our use of their Personal Data for direct marketing purposes;
15.1.5 ask us to erase Personal Data if it is no longer necessary in relation to the purposes for which it was collected or Processed or to rectify inaccurate data or to complete incomplete data;
15.1.6 restrict Processing in specific circumstances;
15.1.7 challenge Processing which has been justified on the basis of our legitimate interests or in the public interest;
15.1.8 request a copy of an agreement under which Personal Data is transferred outside of the EEA;
15.1.9 object to decisions based solely on Automated Processing, including profiling (ADM);
15.1.10 prevent Processing that is likely to cause damage or distress to the Data Subject or anyone else;
15.1.11 be notified of a Personal Data Breach which is likely to result in high risk to their rights and freedoms;
15.1.12 make a complaint to the supervisory authority;
15.1.13 in limited circumstances, receive or ask for their Personal Data to be transferred to a third party in a structured, commonly used and machine-readable format; and
15.2 You must verify the identity of an individual requesting data under any of the rights listed above (do not allow third parties to persuade you into disclosing Personal Data without proper authorisation).
15.3 You must immediately forward any Data Subject request you receive to the Communications Manager.
16.1 The Controller must implement appropriate technical and organisational measures in an effective manner, to ensure compliance with data protection principles. The Controller is responsible for, and must be able to demonstrate, compliance with the data protection principles.
16.2 The Association must have adequate resources and controls in place to ensure and to document GDPR compliance including:
16.2.1 appointing a suitably qualified executive accountable for data privacy;
16.2.2 implementing Privacy by Design when Processing Personal Data and completing DPIAs where Processing presents a high risk to rights and freedoms of Data Subjects;
16.2.3 integrating data protection into internal documents including this Privacy Standard, Related Policies or Privacy Notices;
16.2.4 regularly training Personnel on the GDPR, this Privacy Standard, Related Policies and data protection matters including, for example, Data Subject's rights, Consent, legal basis, DPIA and Personal Data Breaches. The Association must maintain a record of training attendance by Personnel; and
16.2.5 regularly testing the privacy measures implemented and conducting periodic reviews and audits to assess compliance, including using results of testing to demonstrate compliance improvement effort.
17.1 The GDPR requires us to keep full and accurate records of all our data Processing activities.
17.2 You must keep and maintain accurate corporate records reflecting our Processing including records of Data Subjects' Consents and procedures for obtaining Consents.
17.3 These records should include, at a minimum, the name and contact details of the Controller and the DPO (or equivalent role) clear descriptions of the Personal Data types, Data Subject types, Processing activities, Processing purposes, third-party recipients of the Personal Data, Personal Data storage locations, Personal Data transfers, the Personal Data's retention period and a description of the security measures in place. To create the records, data maps should be created which should include the detail set out above together with appropriate data flows.
18. Training and audit
18.1 We are required to ensure all Employees have undergone adequate training to enable them to comply with data privacy laws. We must also regularly test our systems and processes to assess compliance.
18.2 Employees must undergo all mandatory data privacy related training.
18.3 Employees must regularly review all the systems and processes under their control to ensure they comply with this Privacy Standard and check that adequate governance controls and resources are in place to ensure proper use and protection of Personal Data.
19. Privacy by Design and Data Protection Impact Assessment (DPIA)
19.1 We are required to implement Privacy by Design measures when Processing Personal Data by implementing appropriate technical and organisational measures (like Pseudonymisation) in an effective manner, to ensure compliance with data privacy principles.
19.2 We must assess what Privacy by Design measures can be implemented on all programmes, system or processes that Process Personal Data by taking into account the following:
19.2.1 the state of the art;
19.2.2 the cost of implementation;
19.2.3 the nature, scope, context and purposes of Processing; and
19.2.4 the risks of varying likelihood and severity for rights and freedoms of Data Subjects posed by the Processing.
19.3 Data controllers must also conduct DPIAs in respect to high-risk Processing.
19.4 We will conduct a DPIA (and discuss findings with the Communications Manager when implementing major system or business change programs involving the Processing of Personal Data including:
19.4.1 use of new technologies (programs, systems or processes), or changing technologies (programs, systems or processes);
19.4.2 automated Processing including profiling and ADM;
19.4.3 large-scale Processing of Special Categories of Personal Data or Criminal Convictions Data; and
19.4.4 large-scale, systematic monitoring of a publicly accessible area.
19.5 A DPIA must include:
19.5.1 a description of the Processing, its purposes and the Data Controller's legitimate interests if appropriate;
19.5.2 an assessment of the necessity and proportionality of the Processing in relation to its purpose;
19.5.3 an assessment of the risk to individuals; and
19.5.4 the risk mitigation measures in place and demonstration of compliance.
20. Automated Processing (including profiling) and Automated Decision-Making
20.1 Generally, ADM is prohibited when a decision has a legal or similar significant effect on an individual unless:
20.1.1 a Data Subject has Explicitly Consented;
20.1.2 the Processing is authorised by law; or
20.1.3 the Processing is necessary for the performance of or entering into a contract.
20.2 If certain types of Special Categories of Personal Data or Criminal Convictions Data are being processed, then grounds (20.1.2) or (20.1.3) will not be allowed but that Special Categories of Personal Data and Criminal Convictions Data can be Processed where it is necessary (unless less intrusive means can be used) for substantial public interest like fraud prevention.
20.3 If a decision is to be based solely on Automated Processing (including profiling), then Data Subjects must be informed when you first communicate with them of their right to object. This right must be explicitly brought to their attention and presented clearly and separately from other information. Further, suitable measures must be put in place to safeguard the Data Subject's rights and freedoms and legitimate interests.
20.4 We must also inform the Data Subject of the logic involved in the decision making or profiling, the significance and envisaged consequences and give the Data Subject the right to request human intervention, express their point of view or challenge the decision.
20.5 A DPIA must be carried out before any Automated Processing (including profiling) or ADM activities are undertaken.
21. Direct marketing
21.1 We are subject to certain rules and privacy laws when marketing to our members and the public.
21.2 For example, a Data Subject's prior consent is required for electronic direct marketing (for example, by email, text or automated calls). The limited exception for existing members known as "soft opt in" allows organisations to send marketing texts or emails if they have obtained contact details in the course of a sale to that person, they are marketing similar products or services, and they gave the person an opportunity to opt out of marketing when first collecting the details and in every subsequent message.
21.3 The right to object to direct marketing must be explicitly offered to the Data Subject in an intelligible manner so that it is clearly distinguishable from other information.
21.4 A Data Subject's objection to direct marketing must be promptly honoured. If a customer opts out at any time, their details should be suppressed as soon as possible. Suppression involves retaining just enough information to ensure that marketing preferences are respected in the future.
22. Sharing Personal Data
22.1 Generally we are not allowed to share Personal Data with third parties unless certain safeguards and contractual arrangements have been put in place.
22.2 You may only share the Personal Data we hold with another employee or agent if the recipient has a job-related need to know the information and the transfer complies with any applicable cross-border transfer restrictions.
22.3 You may only share the Personal Data we hold with third parties, such as our service providers, if:
22.3.1 they have a need to know the information for the purposes of providing the contracted services;
22.3.2 sharing the Personal Data complies with the Privacy Notice provided to the Data Subject and, if required, the Data Subject's Consent has been obtained;
22.3.3 the third party has agreed to comply with the required data security standards, policies and procedures and put adequate security measures in place;
22.3.4 the transfer complies with any applicable cross border transfer restrictions; and
22.3.5 a fully executed written contract that contains GDPR-approved third-party clauses has been obtained.
23. Changes to this Privacy Standard
23.1 We keep this Privacy Standard under regular review.
Implemented - January 2020
Review – January 2022
Review - November 2022