Privacy Policy

Minoritised Life Scientists Future Forum (MLSFF) Privacy Policy 

We take your privacy seriously and are committed to protecting your personal information. We aim to be clear and open about our data and security practices.  

Where we ask you to provide us with any information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement, and in line with UK data protection law which includes but may not be limited to the Data Protection Act 2018, the UK General Data Protection Regulations (UK GDPR) and the Privacy and Electronic Communications Regulation (PECR).  

Who We Are 

The Minoritised Life Scientists Future Forum (MLSFF) website is administered and managed by Applied Microbiology International (AMI), a Registered Charity in England and Wales (No. 1123044) and a Company Limited by Guarantee (No. 6462427). AMI is responsible for the collection, processing, and storage of data related to this event. 

PERSONAL DATA THAT WE COLLECT 

AMI collects data to operate and manage MLSFF and its related services, including event registration, sponsorship, speaking proposals, abstract and grant submissions, and general inquiries. 

The types of personal information we collect may include: 

  • Title 

  • First name 

  • Surname 

  • Date of birth 

  • Country of Residence  

  • Qualifications 

  • Home and work contact details 

  • Telephone 

  • Email address 

  • Credit card or bank details (for transactions) 

  • Employment details, including job title and areas of interest/expertise 

  • Dietary and access requirements (optional) 

  • Images and video footage (if you attend the event) 

  • Diversity and inclusion data; race and religion (optional) 

This data may be collected during event registration, abstract submissions, sponsorship applications, or through general inquiries regarding MLSFF. 

We also collect information on your website usage through cookies, if your browser accepts them. 

When you contact us by email we may also record this information on our event / delegate management system to help us process your request efficiently. 

HOW WE USE PERSONAL DATA 

AMI’s policy is not to disclose any personal information that we hold on you to any unrelated third party, except where you have given your express consent for us to do so or where required by law. 

AMI uses your personal data for the following purposes: 

  • Event registration and administration (including speaker management and exhibitor services) 

  • Processing applications for sponsorship, speaking slots, and mentorships 

  • Sending communication related to the event, such as event updates, registration confirmations, or feedback surveys 

  • Event promotion, where you have given consent 

  • Processing payments for event-related services or donations 

  • Personalise your future visits to our website and improve the experience we provide to our online users.  

  • Event evaluation to be shared with funders (MRC and Wellcome).  

  • Images and anonymised event evaluation used to promote future MLSFF events.  

REASONS WE SHARE PERSONAL DATA 

To ensure the success of MLSFF, we may share your data with third-party service providers, such as: 

  • Payment processors (e.g., Stripe) 

  • Event management (eg Brightelm our event management partner) 

  • Website and event / delegate management system (e.g. Pixl8) 

  • Email marketing services (e.g., DotDigital) 

  • Publishers (e.g., Oxford University Press) 

  • Operations & communications (e.g. Office 365) 

  • Website tracking (e.g. google) 

  • Event evaluation (e.g. Wellcome Trust, Medical Research Council) – this data would be anonymous.  

We only share your data where it is necessary to deliver the services you’ve requested or where you have given explicit consent. AMI does not sell your personal data to any third parties. 

HOW TO ACCESS & CONTROL YOUR PERSONAL DATA 

You can access, update, or request the deletion of your personal data at any time. To view or amend your details, or to remove your data from our communications, please contact us at [email protected]. 

RETENTION OF DATA 

AMI will retain data only for as long as necessary to fulfil its purpose, such as event management, legal compliance, or legitimate business interests. Specific retention periods include: 

  • Event data (registration, speaker applications): Retained for up to 24 months following the event. 

  • Financial data (payments, sponsorships): Retained in accordance with legal requirements. 

  • Mailing lists: Retained until consent is withdrawn. 

TRACKING AND DATA COLLECTION TECHNOLOGIES 

The MLSFF website uses cookies and tracking technologies to improve user experience and gather website analytics. By using our website, you agree to the use of these technologies. These include: 

  • Google Analytics (to track website traffic) 

  • YouTube and Google Maps (for video and location-based services) 

  • Microsoft (for Captcha to verify that you are a human being) 

  • Email cookies (to evaluate which tell us whether emails are opened and verify any clicks through to links within an email. We use this information to help us understand how an email campaign has performed, what types of emails and content our users find interesting, and what actions our users took so we can improve our email campaigns in the future and make our emails more relevant to you).  

You can opt out of Google Analytics cookies by visiting this page on Google.  

PAYMENT AND BANK DETAILS 

For any payments related to MLSFF, such as event registration fees, sponsorship, or exhibitor payments, we use secure payment gateways like Stripe. Bank details may also be collected for the payment of grants or sponsorship funding. Your financial data is stored securely and is only retained as long as necessary for transaction processing. 

SECURITY 

AMI takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. 

Your data captured through this website is stored using industry-standard encryption technologies, and the website and database 

our business practices comply with the ISO27001 information security standard. Our systems are regularly audited to ensure the highest level of security. 

CONTACT US 

If you have any questions about this privacy policy or how your data is processed, please contact us at: Email: [email protected] 
Mailing Address: MLSFF c/o Applied Microbiology International, Salisbury House, Station Road, Cambridge CB1 2LA