1. Introduction

The Applied Neuroscience Association ("ANA", "we", "our", "us") is committed to protecting your personal data and complying with applicable data protection laws in the United Kingdom.

​

This Privacy Policy explains how we collect, use, and protect your personal data when you use the ANA website.

For any privacy-related enquiries, you can contact us at info@appliedneuroscienceassociation.com.

​

This Privacy Policy is made available via our website, and users are notified of its existence through our cookie banner upon first visit. The “last updated” date is displayed at the bottom of the page.

​

2. Purposes of Processing

2.1 Online Purposes
Personal data collected through the website may be processed for the following purposes:

• Administering and maintaining the website

• Providing support for website functionality and usage

• Delivering relevant and personalised user experiences

• Enabling access to services and features

• Sending service-related communications and notifications

• Conducting marketing activities, with your consent

• Providing event delivery and participation, including facilitating interactions between attendees and speakers

• Performing anonymised statistical analysis to enhance and improve services

2.2 Offline Purposes
Personal data collected through offline interactions may be processed for the following purposes:

• Maintaining engagement following in-person interactions

• Sending communications and updates, where consent has been provided

• Providing event invitations, updates, and follow-up information

 

3. The Recipients of the Personal Data

3.1 Hosting and Third-Party Applications

ANA uses services provided by Wix.com to host and operate its website. Personal data may be stored and processed on Wix.com’s systems and databases, which may be located in multiple jurisdictions. Wix.com acts as a data processor on behalf of ANA.

We may also use third-party applications integrated with our website, which may process personal data in accordance with their own privacy policies.

3.2 Secure Payment Processing

Where payments are made through our website, personal data may be processed by payment service providers used by Wix.com. These providers handle payment information securely in accordance with applicable security standards.

3.3 Other Recipients

We may share personal data with other recipients where necessary, including:

• Event speakers (as described in section 2.1)

• Service providers supporting our operations

• Legal or regulatory authorities where required

​

4. Legitimate Interests for Processing

4.1 We may process personal data where it is necessary for our legitimate interests, provided that these interests are not overridden by your rights and freedoms.

4.2 This may include processing personal data to manage memberships, deliver events, facilitate communications, and, where appropriate, send relevant updates about ANA activities.

4.3 Where we rely on legitimate interests, we take steps to ensure that our processing is proportionate, has a minimal impact on your privacy, and aligns with your reasonable expectations​.

​

5. Lawful Basis for the Processing

5.1 Legitimate Interests: 

ANA processes personal data where it is necessary for our legitimate interests, including managing memberships, delivering events, facilitating communications, and improving our services.

5.2 Consent:

For certain activities, including marketing communications, we will obtain your consent. You have the right to withdraw your consent at any time.

5.3 Contractual Obligation:

We process personal data where it is necessary for the performance of a contract to which you are a party, or to take steps at your request before entering into such a contract.

5.4 Legal Obligation:

We may process personal data to comply with legal obligations to which ANA is subject. 

5.5 Vital Interests:

We may process personal data where necessary to protect your vital interests or those of another individual.

5.6 Your Rights:

You have the following rights:

• Right to Access – request access to your personal data

• Right to Rectification – request correction of inaccurate data

• Right to Erasure – request deletion of your data where applicable

• Right to Restriction – request limited processing of your data

• Right to Data Portability – request transfer of your data

• Right to Object – object to processing based on legitimate interests

• Right to Withdraw Consent – withdraw consent at any time

• Right to Complain – lodge a complaint with the ICO

​We encourage you to contact us first so we can try to resolve any concerns.

​​

6. Categories of Personal Data Obtained

6.1 Website Interaction Data

We use cookies and similar technologies to collect information about how you interact with our website, which may include:

• Page response times

• Duration of visits to specific pages

• Page interaction details

This data helps us understand user engagement and improve website performance.

6.2 Transactional Information

When you perform transactions on our website, we collect personal data such as:

• Name

• Address

• Email address

This information is used to process transactions and for the purposes specified at the time of collection.

6.3 Technical Data

We may automatically collect technical information necessary for the operation and security of the website, including your Internet Protocol (IP) address and device-related information. This data may be processed through services provided by Wix.com.

6.4 Voluntarily Provided Information

We collect personal data that you voluntarily provide to us, including:

• Profile information

• Academic qualifications

• Any other information submitted through forms, registrations, or communications

This data is used to provide and tailor our services and communications.

6.5 Children's Data

We do not knowingly collect personal data from individuals under 13 years of age without verifiable parental consent. If we become aware that such data has been collected, we will take steps to delete it without undue delay.

​

7. Transfers of Personal Data to ANA Chapters

7.1 Centralised Data Collection
All member data is collected and managed by ANA Headquarters (HQ), which acts as the data controller. Personal data is stored and processed using secure systems provided by Wix.com, which acts as a data processor on behalf of ANA.

7.2 International Data Transfers

As Wix.com operates globally, personal data may be transferred to and processed in countries outside the UK. Where this occurs, appropriate safeguards are in place in accordance with UK GDPR and the Data Protection Act 2018, including:

• Transfers to countries subject to UK adequacy regulations

• The use of the International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses (SCCs), where required

7.3 Responsibilities of ANA Chapters
While data management is centralised through ANA HQ, ANA Chapters must handle any personal data they access in accordance with applicable data protection laws and ANA policies.

​

8. Communication with Site Users

8.1 Purposes of Communication

ANA may contact you for various purposes, including:

• Notifying you about your member account, events, and related services

• Troubleshooting account-related issues

• Resolving disputes

• Collecting membership fees or outstanding payments

• Soliciting your opinions through surveys or questionnaires

• Providing regular updates about our organisation and your membership

• Enforcing our Terms of Use, applicable laws, and contractual obligations

8.2 Methods of Communication

We may contact you via the following methods:

• Email

• Telephone

• Text messages

• Postal mail

• Other communication methods where you have provided consent

8.3 Compliance with Direct Marketing Regulations

We will:

• Obtain your consent before sending marketing communications, unless permitted by applicable law (such as the “soft opt-in” for existing members or subscribers)

• Provide clear and simple methods for you to withdraw your consent or opt out of marketing communications at any time

• Ensure that service messages, such as those related to account administration or legal obligations, are distinguished from direct marketing communications

​​

9. Cookies Policy

9.1 Use of Cookies

We use cookies and similar technologies to ensure the website functions properly, to understand how it is used, and to improve your experience. Where required, we will ask for your consent before placing non-essential cookies. You can accept or decline these cookies through our cookie banner.

9.2 Types of Cookies We Use

We use the following types of cookies:

• Strictly necessary cookies – required for the operation of the website

• Performance and analytics cookies – to understand how users interact with the website

• Functional cookies – to enhance usability and personalisation

9.3 Third-Party Services

We may use third-party services, including those provided through the Wix App Market, which may place cookies or use similar technologies. These providers may process personal data in accordance with their own privacy policies.

9.4 Managing Cookies

You can manage your cookie preferences through your browser settings. This may include blocking or deleting cookies. Please note that disabling certain cookies may affect the functionality of the website.

9.5 Google Analytics:

​To opt out of Google Analytics tracking across all websites, you can visit:
http://tools.google.com/dlpage/gaoptout

9.6 ANA's Cookie Policy

For more detailed information about our use of cookies, please refer to: ANA Cookie Policy.

​

10. Social Media Engagement

10.1 Interactions on Social Media Platforms

When you engage with ANA on our social media accounts, your interactions may be visible to others and may be processed by us to respond to enquiries, engage with our community, and improve our communications. These interactions are also subject to the terms and privacy policies of the respective platforms.

10.2 Third-Party Data Practices

Social media platforms operate independently and may collect and process your personal data for their own purposes. While ANA has limited control over these activities, we recommend that you review the privacy policies of these platforms to understand how your data is collected, used, stored, and shared.

 

11. Marketing and Data Sharing

11.1 Monitoring User Interactions

We monitor user interactions with our marketing emails, such as opens and clicks, to improve the relevance and effectiveness of our content. This practice aligns with our legitimate interests in understanding engagement and enhancing our communications.

11.2 Event Related Data Sharing

We may share attendee names, and where relevant publicly available information, with event speakers to support the delivery of the event. We may also share speaker information, such as names, professional profiles, and websites, with attendees in advance of or following events.

11.3 Unsubscribing from Communications

Members can unsubscribe from our marketing communications at any time by notifying ANA (details are provided at the bottom of each email).

11.4 Data Sharing with Third Parties

We do not sell or rent your personal data to third parties. Data may be shared only with trusted third-party service providers where necessary for service delivery, with user consent, or as required by law. 

11.5 Compliance of Third-Party Service Providers

Any third-party service provider with access to personal data must comply with data protection standards equivalent to those required by law. 

​

12. Your Rights and Data Retention

12.1 Right to Access

You have the right to request access to your personal data held by us. This includes obtaining confirmation of whether we are processing your data, a copy of the data, and any other supplementary information. To make such a request, please contact us at datacontroller@appliedneuroscienceassociation.com.

12.2 Right to Erasure

You have the right to request the deletion of your personal data in certain circumstances, such as when the data is no longer necessary for the purposes for which it was collected, or if you withdraw your consent. To request erasure, please contact us at datacontroller@appliedneuroscienceassociation.com.

12.3 Response Timeframe

We will respond to your requests regarding access or erasure within one month of receipt. In certain situations, if the request is complex or numerous, we may extend this period by up to two additional months. If an extension is necessary, we will inform you within the initial one-month period, providing an explanation for the delay.

12.4 Retention Period

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, or reporting requirements. In general, inactive records may be retained for up to seven years, unless a longer retention period is required or justified.

 

13. Data Security

13.1 Security Measures
ANA implements appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or alteration. These measures are designed to ensure a level of security appropriate to the risk.

13.2 Platform Security
Our website is hosted on Wix.com, which provides secure infrastructure and safeguards, including data storage on protected servers and the use of industry-standard security measures.

13.3 Payment Security
Where payments are processed through our website, they are handled by payment service providers integrated with Wix.com. These providers comply with the Payment Card Industry Data Security Standard (PCI-DSS), which is managed by the PCI Security Standards Council (including Visa, MasterCard, American Express, and Discover). This helps ensure the secure handling of payment information.

13.4 User Responsibilities
You are responsible for maintaining the confidentiality of your account credentials and should not share your password with others.

​

14. Changes to the Information

14.1 We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws.

14.2 Where we intend to use personal data for a purpose not previously outlined in this policy, we will update this Privacy Policy and, where required, notify you or obtain your consent.

14.3 Where changes are significant, we will take appropriate steps to inform users, including providing notice via the website or other communication channels, so that you can review the changes.