- The London Mathematical Society (LMS), a registered UK Charity (no. 252660), is the UK’s learned society for mathematics. Its purpose is the advancement, dissemination and promotion of mathematical knowledge, both nationally and internationally. This Privacy Notice sets out details of the information that we will collect from you and how we will use that information. The LMS is registered with the Information Commissioner’s Office (Reg no: Z6256165 )
- Any reference to ‘We’, ‘Us’ and ‘Our’ is to The London Mathematical Society as an organisation.
- Any reference to ‘Our websites’ is to websites available within lms.ac.uk and www.demorganhouse.co.uk
- Any reference to ‘You’ and ‘Your’ is to you as an individual user of our websites
How we use your information
This privacy notice tells you what to expect when the London Mathematical Society (LMS) collects personal information. It applies to information we collect about:
- visitors to our websites
- prospective, current and former members
- people who use our services, e.g. who subscribe to our newsletter, request a publication from us, apply for a grant, submit a nomination, register to attend an event etc
- members and users of the LMS Mathematical Sciences Directory
- authors and co-authors submitting papers to LMS Publications
- users of De Morgan House conference facilities
- job applicants and our current and former employees.
The Privacy Notice also covers:
When someone visits www.lms.ac.uk, http://edf.lms.ac.uk/ and www.demorganhouse.co.uk, we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns e.g. the number of visitors to the different parts of the website. The information is processed in a way which does not identify anyone and we do not attempt, and do not allow Google to make any attempt, to find out the identities of those visiting our websites. If we do want to collect personally identifiable information through our websites, we will make this clear when we collect personal information and will explain what we intend to do with it.
Our website search and decision notice search is powered by Drupal. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either the LMS or any third party.
We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-Update.
Security and performance
The LMS uses a third party service to help maintain the security and performance of the LMS website. To deliver this service it processes the IP addresses of visitors to the LMS website.
Prospective LMS Members
When we receive an application, an online membership profile is created and this normally contains the identity of the applicant and their proposer and seconder (where applicable). We will only use the information we collect to process the application and to provide further information about subscriptions and services after the application is successful. Prospective members can access and edit their online membership profile at any time by logging in to: www.lms.ac.uk/user
Current LMS Members
Current members have an online membership profile, which they can access and edit at any time by logging on to: www.lms.ac.uk/user We will use the information we collect to process subscriptions and payments, to provide services and to keep members informed of Society business and news.
Former LMS Members
Once a person’s membership with the LMS has ended, we will retain the membership profile in accordance with the requirements of our retention schedule and then delete it.
The LMS offers various services, products and activities to its members and the public. We use third parties to deal with some publication requests, but they are only allowed to use the information to send out the publications and/or set up online access.
We may disclose personal information contained in grant applications and prize nominations to third parties for the purposes of obtaining confidential references.
We have to hold the details of the people who have requested a service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might send information about people who have registered for an event to the venue for the event so they know who is at the venue in case of an emergency.
When people do subscribe to our services or register for our events, they can cancel their subscription or registration at any time and are provided with an easy way of doing this.
The LMS Mathematical Sciences Directory (LMS MSDirectory) is a central, online resource about mathematical scientists. The LMS owns the copyright to the LMS MSDirectory, which can be found on the website of the London Mathematical Society (www.lms.ac.uk).
The purpose of the LMS MSDirectory is to facilitate communication between academics and postgraduate mathematical scientists and between academics them and others in industry, education, commerce and enterprise. It is designed to provide academics and professionals with a resource to locate experts and interested parties in any field for the advancement of mathematics and mathematicians.
The LMS collects information about members of the mathematical sciences community from information posted on publicly available academic webpages, and/or from information you have sent us directly, and/or have edited on your LMS MSDirectory profile. We collect details on a person’s name, institution, institutional address, previous institutions, professional email address, qualifications, research interests, place of employment, position, personal website, and gender to create an individual LMS MSDirectory profile for each person.
Individual profiles can be displayed in the MSDirectory, which can be found on our website. You may restrict how much information is included in your MSDirectory profile by editing your privacy settings when editing each section of your profile. You can also choose to opt out of the MSDirectory altogether. You will still be able to access all areas as a data user rather than a data owner.
Your personal profile may be used for the following purposes:
- To allow others to contact you through your listed email address.
- To enable anonymised data gathering on matters with respect to the UK Mathematical Sciences People Pipeline. Further information about the UK Mathematical Sciences People Pipeline can be found here: http://www.cms.ac.uk/files/News/article_5630c69e789971.96989222.pdf
- To keep you informed of LMS services, activities and products.
The LMS holds the copyright of the LMS MSDirectory and this is made clear on the website. It is also made clear on the website that any person/organisation found to be data mining the LMS MSDirectory for purposes other than those reasons for which the LMS MSDirectory has been set up, may be considered to have breached intellectual property/data protection legislation leading to prosecution and sanctions by the Information Commissioner’s Office (ICO).
To minimise data mining for purposes outside of approved use, the LMS MSDirectory has been structured to operate in such a way as to make it as difficult as possible to data-mine on a wholesale basis. For example, email addresses will not be listed on any full results page but rather only on an individual detail page.
Authors and co-authors who wish to submit papers to LMS publications via Editflow should read the Privacy Notice for LMS Publications
Personal data provided by a client e.g. name, company address and email will be stored used to provide services for that client’s booking. Visitors to De Morgan House (57-58 Russell Square, London, WC1B 4HS) will be asked to sign in and out of the building to comply with Health & Safety regulations.
Visitors to De Morgan House (57-58 Russell Square, London, WC1B 4HS) should be aware that the premises are monitored by CCTV cameras.
When individuals apply to work at the LMS, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference, we will not do so without informing them beforehand unless the disclosure is required by law.
Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, it will then be destroyed or deleted. We retain anonymised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.
Once a person has taken up employment with the LMS, we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with the LMS has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.
When you call the LMS, we do not record our calls.
Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.
The LMS tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of the LMS’ collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address detailed in the “How to Contact Us” section of this document.
The LMS would like to contact you with information about LMS products, services, events and activities by post or email. If you do not wish to receive this information, please contact email@example.com You can opt out of receiving this information at any time.
The LMS tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
· give you a description of it;
· tell you why we are holding it;
· tell you who it could be disclosed to; and
· let you have a copy of the information in an intelligible form.
To make a request to the LMS for any personal information we may hold about you, you need to put the request in writing addressing it to our Data Protection Officer, or using the contact details in the “How to Contact Us” section of this document.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone, where appropriate.
If we do hold information about you, you can edit this information by going online and amending your individual profile or by contacting the Membership Department (firstname.lastname@example.org)
In most cases, personal data will not be disclosed without consent, except where it is in the interests of the data subject and other situations as required by law e.g. the prevention and detection of crime.
We may occasionally need to transfer personal information overseas. Where this is necessary this may be to countries or territories around the world. We are required to ensure that when we need to do this we comply with the DPA in full.
This Privacy Notice does not cover the links to other websites within this site. We encourage you to read the privacy statements on the other websites you visit.
The LMS engages with the following partners to provide various services on its website:
• Google Analytics
We keep our privacy notice under regular review. This privacy notice was last updated on 29 March 2016
Data Protection Officer
London Mathematical Society
De Morgan House
57-58 Russell Square
London WC1B 4HS
Submitted by Elizabeth Fisher on 29 March, 2016 14:41