Awards Privacy Policy
BMJ Group (‘BMJ’) will collect and use some information about you in order for you to be able to engage in the awards process, and to create opportunities for valuable networking. You can find our contact details here if you would like to discuss this with us. Where BMJ runs events for children, we have a separate privacy notice.
What do BMJ collect and why?
| Type of information | What it is used for | Lawful basis |
| Name,
organisation(s), contact details, details of work, role in work, and (if relevant) qualifications, accreditations and memberships |
To process your entry for BMJ awards or
competitions, and to assess your work as part of the award or competition. Where relevant, name and other details may be used to produce certificates or awards. |
Necessary for contract |
| For people who have been awarded, we will also share this data publicly for publicity and to raise public awareness of the matters being covered. | Legitimate
interests |
|
| Receipts, booking details, booking
confirmations, copies of tickets |
For some events, BMJ provides for travel and/or accommodation expenses. Where BMJ offers this support, we need some or all of this data to manage financial obligations. | Necessary for contract |
| Payment details (if applicable) | BMJ charges for some events. Where payment is required, we will need details of payments and any discounts. | Necessary for contract |
| Recordings of
sessions, photographs, live streams, and electronic chats |
We make these available to delegates and organisation(s) sponsoring particular sessions so that delegates can rewatch the events. We may make session recordings publicly available for publicity and to raise public awareness of the matters being covered. These materials may also be requested by sponsors, venues, and other event partners for feedback and publicity. Photographs will usually be retained by photographers. | Legitimate
interests |
| Your photo,
LinkedIn profile, or subjects you’re interested in |
For some events, you have the option to provide these in order to network with people who have similar interests. You have control over the data you provide, you can choose to withdraw or edit that data, and you can withdraw your consent at any time. | Consent |
| Attendance badges | For some physical events, we use badges to admit people and understand how attendees interact with the event. | Legitimate
interests |
| Analysis of how you interact with the
event |
We use personal data to understand what works and what doesn’t with our events, and to find out what interests people most. We also share that | Legitimate
interests |
Revised 8 July 2024
| information with event exhibitors, partners, and sponsors. We and the exhibitors, partners, and sponsors use that data to improve how events run and to make sure delegates get the most out of them. | ||
| Email address | If you register with an email address provided by an organisation such as a hospital or business (‘corporate subscribers’), we share that contact data with event sponsors, partners, and exhibitors for networking opportunities and direct marketing purposes. If you register with an email address that you created, we won’t share your data, but you can contact organisations of interest directly. If you would like to object, please contact us. | Legitimate
interests |
Where our ‘legal basis’ under data protection law is legitimate interests, our interests are summarised in the table above. However, you can contact us at any time if you object.
Where our basis is that the processing is necessary for the purpose of our contract with you, if you don’t provide the information, we won’t be able to engage you to review materials.
Do you share my data?
Where BMJ runs events with another organisation, we will share your data with that organisation if necessary to run the event. We will also share with them information such as photographs and videos, and quotations, with those organisations. This includes venues, which may use them to promote future events. Before the event, we share data about the number and type of attendees who have registered to attend with any sponsors and exhibitors. Where relevant we share personal data (contact details, records of interaction, and feedback) with any sponsors and exhibitors. Sponsors and exhibitors for events typically include public and private health providers, health education providers, medical technology companies, pharmaceutical companies, public health bodies, and trade associations.
If your attendance has been paid for by an organisation, such as your employer, they may ask us to confirm your attendance at events and exhibits.
We use various companies, including CrowdComms, Vimeo, Livestream, and Swapcard to provide the technical means for us to host events. They only handle your data under our specific direction. Where any of your data is handled overseas on our behalf, we have strict contractual terms with our providers to make sure that your data is only used to provide event facilities and functions to you and that it is handled safely.
How long will you keep information about me?
We’ll keep information about you for these periods:
| Registration details and communications | Anonymised after 60 months |
| Participation in events | Anonymised after 60 months |
| Analytics | 60 months |
| Payment information | 60 months |
Revised 8 July 2024
| Event feedback 60 months
Professional body membership 60 months What are my rights? You have rights over your data. You can contact us if you would like to: – Have a copy of your personal data – Correct inaccurate information about you – Erase information about you – Restrict how your data is used – Object to our use of your data – Have your data ported to another organisation You can find advice about your rights on the website for the Information Commissioner’s Office (the regulator for data protection law in the UK). Questions or complaints If you have any concerns or complaints, we’d like it if you contacted us in the first instance. If you are interested in how BMJ handles personal data more broadly, there is also an overarching privacy notice that you can find here. You also have the right to complain to the Information Commissioner’s Office if you’d like to. EU representative Wherever you are in the world, you can get in touch with BMJ in the first instance through our email address: dataprotectionlead@bmj.com. However, in accordance with the requirements of the GDPR (Article 27), BMJ has a data protection representative in the EU: activeMind.legal Rechtsanwaltsgesellschaft m.b.H. Geschäftsführer: RA Klaus Foitzick Kurfürstendamm 56 10707 Berlin HRB 185355 Amtsgericht München Email: euprivacy@bmj.com Tel: +49 (0) 30 / 770191070 Web: www.activemind.legal |
Revised 8 July 2024