Introduction

This Privacy Policy outlines how the [WHO Collaborating Centre Name] ("we," "our," or "us") collects, uses, and protects the personal information of individuals who register for our events, training sessions, and other activities. We are committed to safeguarding your privacy in compliance with applicable data protection laws and regulations.

Who we are

Our website address is: http://www.imperialwhocc.org.

What personal data we collect and why we collect it

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms & Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience, so you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select "Remember Me", your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

Who do we share your data with

No one

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users who register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights do you have over your data

If you have an account on this site or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we must keep for administrative, legal, or security purposes.

Where do we send your data

Visitor comments may be checked through an automated spam detection service.

Privacy Policy for Event Registration and Communications

Information We Collect
When you register for an event or training session, we may collect the following information:

• Full name
• Email address
• Organisation/affiliation
• Job title/role
• Country of residence
• Contact number (if applicable)
• Areas of interest related to our work
• Any additional information you choose to provide

How We Use Your Information
We collect and process your information for the following purposes:

• To confirm your registration and provide event details
• To send you updates about the event, including schedule changes and speaker announcements
• To share relevant resources, presentations, or follow-up materials
• To inform you about future events, training sessions, and initiatives related to our work
• To analyse participation trends and improve our programmes

Data Protection and Security
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, disclosure, or loss. Your information is stored securely and is accessible only to authorised personnel.

Information Sharing and Third Parties
We do not sell or share your personal data with third parties for marketing purposes. However, in some cases, we may share necessary details with:

• Event co-organisers or partners to facilitate event management
• Relevant institutions for accreditation or certification purposes (if applicable)
• Service providers who assist in delivering our events (e.g., webinar platforms, mailing services), bound by confidentiality agreements

Retention of Data
We retain your personal data for as long as necessary to fulfil the purposes outlined in this policy. You may request the removal of your information from our database at any time.

Your Rights
You have the right to:

• Access, correct, or update your personal information
• Withdraw your consent for receiving communications
• Request the deletion of your data (subject to legal or contractual obligations)
• Object to certain data processing activities

To exercise your rights, please contact us at info@imperialwhocc.org.

8. Updates to This Policy
We may update this Privacy Policy periodically. Any significant changes will be communicated via our website or email notifications.

9. Contact Us
If you have any questions or concerns regarding this Privacy Policy, please contact us

By registering for our events, you agree to the terms outlined in this Privacy Policy.

 

Additional information

Obtaining consent for marketing

☐ We use opt-in boxes  

☐ We specify methods of communication (e.g. by email, text, phone, recorded call, post)  

☐ We ask for consent to pass details to third parties for marketing and name those third parties 

☐ We record when and how we got consent and precisely what it covers  

 

Bought in lists

☐ We check that the seller is a member of a professional body (or is accredited in some way)  

☐ We don’t use bought-in lists for texts, emails or recorded calls (unless we have proof of opt-in consent within the last six months which specifically named us)  

☐ The product, service or ideals we are marketing are the same or similar to those that the individuals originally consented to receive marketing for  

☐ We only use the information on the lists for marketing purposes  

☐ We delete any irrelevant or excessive personal information  

☐ We screen the names on bought-in lists against our own list of people who say they don’t want our calls (suppression list)  

☐ We carry out small sampling exercises to assess the reliability of the data on the lists  We have procedures for dealing with inaccuracies and complaints.  

☐ When marketing by post, email or fax, we include our company name, address and telephone number in the content  

☐ We tell people where we obtained their details  

☐ We provide people with a privacy notice   

☐ We tie the seller into a contract which confirms the reliability of the list and gives us the ability to audit  

 

The seller can verify that the people on the list  gave specific consent to receive marketing from us;  

☐ were provided with readily accessible, clear and intelligible information about how their contact details would be used (eg privacy notices were easy to find and understand);  

☐ were offered a clear and genuine choice whether or not to have their details used for marketing purposes;  

☐ took positive action to indicate their consent (e.g. ticked a box, clicked a button or subscribed to a service); 

☐ gave their consent reasonably recently (within the last six months); and  

☐ in the case of texts, emails or automated calls, gave specific consent to receive marketing by those means.  

 

Marketing by mail

☐ We have screened the names and addresses against the Mail Preference Service  

☐ The individuals on the list have at least given a general statement that they are happy to receive marketing from us  

☐ Where the individuals haven’t given specific consent, marketing is consistent with the context in which the information was provided and concerns a similar product, service or idea  

 

Live calls

☐ We screen the numbers against the Telephone Preference Service (TPS) (or for corporate subscribers, the Corporate Telephone Preference Service (CTPS))  

☐ We keep our do-not-call list of anyone who says they don’t want our calls

 We screen against our do-not-call list  

☐ We display our number to the person we’re calling  

 

Automated calls

☐ We only make recorded calls where we have opt-in consent  

☐ We display our number to the person we’re calling  

 

Marketing by email or text

☐ We only text or email with opt-in consent (unless contacting previous customers about our similar products, and we offered them an opt-out when they gave their details)  

☐ We offer an opt-out (by reply or unsubscribe link)  

☐ We keep a list of anyone who opts out   

☐ We screen against our opt-out list   

 

Faxes

☐ The individuals on the list have expressly consented to receive marketing faxes from us  

☐ We have screened their numbers against the Fax Preference Service (FPS)