What information we collect and when we collect it
A) Personal information
We will collect personal information from you when you join the Society, make an event booking with us, fill out one of our forms, submit an enquiry, subscribe to a mailing list, submit work to one of our publications or send us any correspondence. If you are a member of the Society, we will also collect personal information when you submit a claim of expenses or join any of our initiatives.
Depending on why you provide us with your information, the following may be collected: your name, email address, phone number, or postal address.
In some circumstances we will ask for additional details including qualifications, expertise, work history, or professional affiliations.
When collecting your personal data, we will only ever ask for the information we need for that specific purpose.
B) IP addresses
When you visit our websites (haujournal.org, haubooks.org) we collect internet log information. This information helps us to track the number of visitors and their behaviour on our website so we can better understand how our website is being used. This allows us to make our website experience better for everyone.
Cookies are small text files that allow us to collect the above information. This means that our website will remember you for a particular reason and help to personalise your experience. The information provided to us through this method can include details about your device, the browsing system you use and any issues that may arise including a website crash.
The types of cookies we use include session and persistent cookies. Session cookies are temporary and are only stored until you close your browser or leave our website. Persistent cookies last for a longer period of time and allow our website to recognise you on return visits.
You can turn off cookies through your browser settings at any time if you do not want your browser to accept cookies. You can also delete existing cookies in your browser settings.
D) Google Analytics
How we use your information
When you provide us with your personal details we will use this information to provide the services you require. This is likely to include servicing your membership with the Society, authoring a manuscript for the Society, booking you onto one of our events, sending news and notifications, processing a donation/membership or other relevant interactions you might have with the Society.
When you become an author or a member we will need to process your personal data in order to provide the benefits of your membership or publication. This will include contacting you with information about your membership or authorship and news about Society activities, and sending you Society publications.
We may also use and process your information where we have a legitimate business interest to do so. This may include, but is not limited to: providing, modifying and improving our services; enabling our projects; and keeping our website and premises secure. More specifically, for individuals submitting work to and/or serving as a reviewer for one of our publications, we may process your information in order to promote published works, research and find potential reviewers, and commission papers.
We will also process your information to record the relationship you have with us. This will include Society events you have attended, membership and authorship records and communications you have received from us.
We will never keep your information longer than is necessary for the purposes which the information was provided.
Sharing your information
We will never exchange, sell or rent your personal information to another person or organisation.
The information you provide is used within the Society to deliver our services to you and we work in collaboration with a few selected external organisations to help us process your data.
When you submit an application for a freelance job, your application will be shared with other members to help us reach a decision. If successful in your application, your name and a short biography may be made publicly available through our website to recognise your achievement. Similarly, if you enter one of our competitions, your details may be made public.
All third parties we work with to help us process your information work in line with our expectations and have agreements with us that include details of how they keep your data secure. This includes not exchanging, selling or renting your personal information.
Keeping your information secure
We have measures in place to make sure that your personal data is secure at all times.
If any of your information is transferred out of the European Economic Area by us or our service providers, we ensure it is done so with the relevant protection required by law.
If you are a an author, reviewer member, or have registered an account with the website, it is your responsibility to keep your login details to our website safe.
Attending our events
At our events we may have photography and videography taking place. This material may be used for future marketing and other communications from the Society. Where possible we will ask your permission to take your photograph; if you do not wish to be photographed or filmed, please let a member of staff know.
Under the General Data Protection Regulation, there are several rights you hold in relation to the processing of your data.
- You have the right to request a copy of the information we hold about you. We will require two forms of identification from you before releasing this information. We will provide the information within one month of the receipt of your request. An administrative fee may apply.
- You have the right to have your data erased from our databases in certain circumstances. These include when your personal data is no longer necessary for the purpose it was originally collected and when you withdraw your consent for us to process your data for certain purposes.
- You have the right to object to your data being processed under legitimate interests, upon which the processing will cease, unless there are compelling legitimate grounds such as fulfilling a contract between us.
If your contact details change, help us to keep our records up to date by contacting us using the details below.
If you no longer wish to receive marketing or information emails from us you can unsubscribe at any time using the relevant link at the bottom of every email communication or contacting us using the details below.
We may update this policy from time to time. If we make any significant changes we will inform you via our website or email, if your details are registered with us. By continuing to use our services, we will recognize this as acceptance of these terms.
At the Society, we strive to uphold the best standards of practice in collecting and using any personal data. Therefore, we take complaints very seriously and advise anyone to contact us if they believe our system of collecting and processing data is unfair, misleading or inappropriate. Any suggestions for improving our policy are always welcome.
You can contact the Society at:
Society for Ethnographic Theory
c/o The Centre for Ethnographic Theory
SOAS, University of London
Thornhaugh Street, Russell Square
London WC1H 0XG, United Kingdom
This policy was last updated on 24 May 2018.