The Hip Preservation Society (ISHA) complies with the Data Protection Act 2018, the UK’s implementation of the General Data Protection Regulation (GDPR), and takes all reasonable care to prevent any unauthorised access to your personal data. ISHA respects your privacy and is committed to safeguarding the confidentiality of your personal information. This policy explains how and why ISHA collects and uses the personal information of its members, customers and website visitors, and how the ISHA protects your privacy. It also explains how you can manage your own personal information held in the ISHA membership portal through the membership link sent to you and / or via the portal link on the ISHA Websites. When disclosing your personal information to us by using ISHA Membership Portal on our Websites or by completing and submitting electronic forms or `Expressions of Interest` to us, you consent to the collection, storage and processing of your personal information as stated in this policy. The personal information that we collect from you shall be obtained, processed and transmitted in compliance with applicable data protection legislation – European Regulation 2016/679 (GDPR) and, as our offices are located in the UK, the he Data Protection Act 2018. Per the European Regulation 2016/679 (GDPR), `Personal Information` means any information relating to an identified or identifiable natural; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person. This general policy is in addition to any specific policies concerning specific products or services. It may be amended at any time so we invite you to visit this page regularly for updates.
ISHA is a non-profit society which combines a range of activities in the field of hip preservation, including:
This may require the handling of personal information of the individuals involved in these activities and hence ISHA collects personal information in a number of ways from a number of sources. This information may be communicated to ISHA on paper forms received through the postal services, or electronically through registration on ISHA Website and use of ISHA’s online services (‘ISHA Membership Portal’ or ‘ISHA Academy’) or through other electronic forms made available through partner websites or electronic mailings.
The sources of personal information received by ISHA are:
As per Article 14 of the European Regulation 2016/679, and the UK Data Protection Act 2018, where we receive personal information about individuals from sources other than the individuals themselves (e.g. for ISHA membership or meeting registrations), we will take all practical steps to contact the person concerned to advise of their rights.
The principal ways in which ISHA collects personal information are:
As a general rule, the following minimum information must be provided in order for your order, request, application, etc. to be processed.
Additional personal information, which is mandatory for persons creating an ‘ISHA Account’ on the ISHA website is:
to enable us to provide you with more relevant information and to better understand the preferences of our audience so that we can give a better service generally.
Other information may be requested which is necessary or relevant for specific activities.
Mandatory information for specific purposes
Information we collect automatically
When you visit ISHA Websites, information is collected in an automated manner about your computer/device, your IP address, the referring website, what pages you visit, how long you stay on them and the general use you make of the website.
When you make use of our services (purchase a subscription, registration or membership or consume an educational product), we keep track of this activity in logs.
During our meetings, attendees, exhibitors, guests and others may be photographed and videotaped by ISHA or its partners capturing the event. Some of these photographs or videos may be displayed by ISHA or its partners in future publications, on the website or in materials connected with the event as well as social media. If you do not wish for your image to be displayed by ISHA, please step away or ask the photographer not to be photographed. Without contradictory instructions from your side, you hereby grant the Hip Preservation Society (ISHA), the irrevocable rights to record and use free of charge, on a worldwide basis and for the entire duration of protection of the rights thereto, on any and all supports or forms of media, your image, voice, name, photographs, and video on which you appear for purposes related to Scientific, Educational or Promotional Purposes. You hereby release, waive and discharge the Hip Preservation Society (ISHA), its employees and independent contractors from any and all demands, claims, causes of action, damages and liabilities directly or indirectly arising out of any use of your image, voice or name pursuant to the foregoing rights grant.
How ISHA uses personal information
Personal information is needed by ISHA to enable it to properly manage its member and customers to fulfill its role in providing a wide range of services.
The personal information which you supply may also be specifically used to:
The information we collect automatically is used to:
How long personal information is kept
Your personal `ISHA account` is only kept for a reasonable period of time, dependent upon the nature of the information and its intended use, but subject to a maximum of five years after your last use of an ISHA product or service.
For certain specific uses (e.g. leadership positions, award certifications, etc.) are kept for varying amount of times according to the process involved. Should you wish to know how long your personal data will be kept for specific processes, please contact us.
For accounting purposes, invoices and expense claims are kept for 10 years in our systems.
Electronic communication is for most purposes ISHA’s preferred method of communication because it is generally convenient, rapid, effective and efficient. In order to be able to communicate with you directly electronically, ISHA needs your email address. You are therefore required to supply your email address when you create your ‘ISHA’ account on ISHA Website, which enables you to access a variety of services online.
Unique Email Address
For your convenience and security, your email address is unique to you in the system. (ISHA does not permit two different persons to have the same email address in the system). You are strongly recommended to use an email address which is personal to you and that is not shared with others. This is to ensure that communications which are sent to you personally are not read by others, and that others do not gain access to the information in your ‘ISHA’ account. Additionally, the unique email permits handling of `Forgot Password`, enabling you to reset your password in an automated and secure way using your personal email address.
ISHA respects the privacy of personal email addresses and complies with the current European legislation on email communication. The objective is not to send you unwanted messages, and your email details will not be passed on to any other individual or organisation without your permission for marketing purposes.
You can manage the extent to which ISHA communicates with you by using the Privacy and Data Protection preferences section in the ‘Contacts’ section of your ‘ISHA’ account. Here you are asked to indicate whether or not you wish to receive ISHA generated emails. If you decide that you do wish to receive email communications from ISHA you can select to opt out of marketing communications. All mailings sent to you offer the possibility to unsubscribe
If you indicate that you do not wish to receive ISHA generated emails you will only receive emails directly related to the transactions you have with ISHA (e.g. confirmations of registrations, etc.) and other necessary individual communications required to fulfil our contractual obligations.
Disclosure of information to third parties
ISHA does not sell, trade, or rent your personal information to others. ISHA may supply your information to its contractors to perform specific services such as, for example, to the publishers who arrange access to ISHA journals, the mobile app suppliers who supply guidelines, recommendations and meeting applications, CRM service providers (e.g. EventsAir), email service providers (e.g. Microsoft 365), banking and merchant partners, and others.
Otherwise, ISHA does not disclose personal information to any other person or organisation without your consent. In this context, your personal data may be disclosed to the following external partners of ISHA in the circumstances described below:
Right of access to, rectification and/or erasure of your ISHA information
In accordance with the section 2 of the chapter 3 of the European Regulation 2016/679 and the UK Data Protection Act 2018, with regards to data protection, you have the right to request from ISHA, access to and rectification or erasure of your personal data or restriction of processing concerning your data or to object to processing as well as the right to data portability.
For such, please contact (together with a proof of identity):
The Hip Preservation Society
by email email@example.com
You have the right to lodge a complaint with a supervisory authority, and for information, ISHA has appointed a Data Protection Officer that you can reached at firstname.lastname@example.org.
When you visit your ‘ISHA’ account you have direct control over the information in your personal profile. You can access and change this information at any time from your ‘ISHA’ account.Note that an opposition or deletion request once treated will not delete all trace of financial transactions which need to be kept, for accounting purposes, for a duration of 10 years.
To protect your information, ISHA uses an industry standard security protocol called Transport Layer Security (TLS) to encrypt the transmission of sensitive information between you and our Websites. To know if transmissions are encrypted, look for the lock on your web browser or check that the URL starts with https://.
Unfortunately, no company or service can guarantee complete security. Your account is protected by a password for your privacy and security. We strongly suggest you prevent unauthorized access to your account by selecting and protecting an appropriate password and limiting the access to your computer and devices. To assist you in ensuring security, we require a complex password be set to access your account which must comprise of at least 8 characters including letters, numbers and special characters. After 10 wrong password attempts, your account will be locked.
Please note that ISHA will never ask you for your personal details, password or credit card details by email. We advise you to be vigilant and apply caution. All transactions should go through your secure ISHA area.
Payment collection is made securely through our banking partner, Stripe or Paypal accounts, , a Payment Card Industry Data Security Standard (PCI-DSS) certified organizations. PCI-DSS is an information security standard that has been created by the major credit card companies (American Express, Discover, JCB, MasterCard and Visa) to improve controls around credit card data handling and to reduce fraud.
In order to be certified, providers undergo regular assessments by external parties: Penetration testing, vulnerability assessment and audit by an external Qualified Security Assessor (QSA).
If you have requested to save your payment details, only the credit card type, last 4 digits and expiration dates are stored in our CRM. The full details are only kept by Stripe or Paypal, our financial partners, on their secure servers.
Cookies are pieces of information that a website transfers to your computer’s hard disk for record keeping purposes. They are small text files that a website can use to recognise repeat users and facilitate their ongoing access to, and use of, the site. They do not pose a threat to your system or files.
We also use clear gifs in our email marketing communications which is used to track the emails that are opened by the recipients. This information allows us to have accurate reports and improve the effectiveness of our marketing and make our services and Websites better for you.
Finally, we utilise web analysis services to better understand your use of our Websites and services. These services collect information such as what pages you visit, how long you stay on them and where you came from before visiting that page. This information is used to examine the use of the Websites as well as potentially your actions to contextualise and personalise some of our content to your personal interests.
‘ISHA’ Account – Managing your contact with ISHA
You do not need to register to access most of ISHA Websites, but you do have to register to use personal services online and access certain web content.
Your ‘ISHA’ account enables you to manage your personal information held by ISHA. If you are a Member of ISHA, or have used ISHA products and services, a record will already exist for you which you can potentially access by logging in online through:
Last updated 1 May 2022