Privacy Notice - IARAS

Your Privacy

We are committed to ensuring the security and protection of the personal information we process. Personal information is information which identifies you, or which can be identified as relating to you personally (for example, name, address, email address, phone number). We will make every reasonable effort to protect your privacy by adopting a high level of website security and adhering to company policies on how we store and use personal information.

This notice relates to our use of the personal information we collect from you, or that you provide to us, via the online services we make available to you, via phone, email, letters and other correspondence, and in person. It has been created to help you understand our views and practices regarding your personal information.

We recommend that you read this notice prior to using our websites, products or services. If we change this notice we will post the changes on this page, and may place notices on other pages of the website, so that you will be aware of the personal information we collect and how we will use it. If you use this website or our products and services, or access our content on this website, after any such change has been made, you will be deemed to have read and accepted the change.


The personal information we collect

Your personal information will be used by us. The personal information we collect about you, or that you provide to us, will be dependent on your relationship with us and the way in which you choose to interact with us and your level of engagement with us. We’ll only collect the personal information that we need in connection with specific activities such as Paper Submission or Subscribe to our Newsletter


Personal information provided by you

The personal information we ask for may include, amongst other things:

  • Personal details (such as name, date of birth, email address, address, telephone number, affiliation, level of education and so on) when you join as a member or supporter;


Personal information from third parties

From time to time, we may collect personal information about you from other third-party sources, including publicly available data sources and your employer or university/school. We will only do this where it is permitted by applicable law(s). This personal information may be used to update and enhance any existing personal information that we currently hold or to provide access to membership services where this is arranged via your employer.


Communicating with you

We’ll always act upon your choice of how you want to receive communications (for example, by email, post or phone). However, there are some communications that we need to send. These are essential to fulfil our promises to you as a member, volunteer, donor or user of our services and products. Examples are:

  • Transaction messaging, such as invoices and payment receipts;
  • Confirmation and additional information when you register for an event, attend a committee meeting or volunteer with us;
  • To respond to your questions and enquiries.

Marketing by Post: Occasionally we will send you marketing information by post where we have decided that it is mutually beneficial to you and our organisation. Such information will be non-intrusive and is processed on the grounds of legitimate interests that reflect your involvement and interest in the organisation.

Marketing by Email:Where you have consented or where it is part of our fulfilment of membership, we will send you email updates about our work, invitations to events and webinars, information about volunteering opportunities or other ways you can get involved in the work we do or competitions and surveys we may run from time to time, you are free to withdraw this consent at any time. If you have provided us with information about your interest areas or location or, if you have purchased or used our products and/or services, we may use this information to tailor the content of our emails to you. We will not send you marketing emails if you have opted out of receiving them. Any marketing emails we send you will include an unsubscribe link at the end of the email.

If you would like to stop receiving marketing emails from us, you can let us know by:

  • Clicking the 'unsubscribe' link in any promotional emails you receive from us;
  • Emailing us at (please ensure you tell us if you would like to opt out from all email marketing communications or just a particular update);


Keeping your personal information

We will only use and store your information for as long as it is required for the purposes it was collected for. How long it will be stored for depends on the information in question, what it is being used for and, sometimes, statutory legal requirements.For example, we may store personal information after your membership with us to resolve any potential disputes and to comply with reporting and retention obligations.


Request erasure of your personal information

This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. Please note that whilst we will honour your request wherever possible, we may need to retain some personal information about you for example, where we are required to retain records to comply with our legal obligations.

This notice was last updated on 22nd May, 2018