Data Privacy Policy

This notice explains how OPUS (referred to in this notice as OPUS, we, us or our) collects and uses personal data about members of the association to further its aims. OPUS is a data controller.

This notice does not form part of any contract with us. We keep this privacy notice up to date, so if there are any changes to the way in which your personal data is used this privacy notice will be updated and we will notify you of the changes for as long as you remain a member and by posting an up to date copy on our website.

Our contact details are:
OPUS
4 Morpeth Mansions
Morpeth Terrace
London SW1P 1ER
E: admin@opus.org.uk

Queries in relation to data protection matters should be directed to the OPUS Director, Sandy Henderson: director@opus.org.uk

How we collect personal data

We collect personal data about you and use it in ways that we consider are consistent with the expectations of our members. This broadly fits into two categories:

  • We collect personal data about you from the information you give us when you contact us to become an associate member of OPUS and through the course of your membership to administer your membership.
  • We collect information about your membership-related activities through the course of your membership with us.

We will never sell your personal data or use it to market commercial products and services.

What personal data we collect and how we use it

Your Membership Record

We collect personal contact details, such as name, address, telephone number and email address.  You can see the information we hold by logging in to your membership account on the OPUS website. Provision of this information is a requirement of membership.

Accounting Information

We collect start and end date of membership, payment records and login details for website access, for our legitimate interest in collecting your membership fees to further OPUS’s objects. We also collect bank account details where a payment or refund is contractually required from us.

Mailings

We use your contact details to offer membership services to you, such as training and events, provide you with your copy of Organisational & Social Dynamics, notify you of events by other organisations (where you opt in to these) and to include you in the OPUS online member directory. You can change your mailing preferences using the links at the bottom of each email we send you or by contacting admin@ous.org.uk.

OPUS Conference

When you book to attend, or speak, at an OPUS Conference, we use your name in the event delegate list, which is shared with other delegates attending the event and the speakers, some of whom may be located outside the EEA. By agreeing to have your name included in the delegate list you consent to the transfer of your personal data to any delegate who may be located outside the EEA. When you book an event, you are given an opportunity to tell us if you do not want your name to be included on the event delegate list.

We also collect your dietary and other special needs requirements which you tell us about and which we share with the venues where we hold our events.  Where you provide this information you consent to our using it for the limited purpose for which it is provided.  You can amend your requirements by contacting conference@opus.org.uk.

When you participate in or volunteer for OPUS activities

We collect additional data about you if you volunteer or participate in ELA services and projects. The specific data and purposes for which it is collected is detailed below.

Speaking at OPUS events
We may collect evaluation data from delegates about OPUS events you speak at which is shared with other OPUS members who serve on the relevant organising committee. We also collect the materials (slides, hand outs etc) you provide to us for the events, which we make available to delegates. This processing is necessary for the legitimate purpose of furthering OPUS’s aims.

Recording webinars
We collect audio recordings of some OPUS events you attend which is necessary for the legitimate purpose of furthering OPUS’s aims.  In the case of Listening Posts, the audio recordings are used to create an accurate written record of the discussion and no participants are identified. By agreeing to participate at OPUS events that are recorded, you consent to these audio recordings being made accessible to users who may be located outside the EEA.

Providing articles to our Journal Organisational & Social Dynamics
We collect your ideas and opinions when you write a paper or other contribution for the journal, which we share with other members, including those located outside the EEA, which is necessary for the legitimate purpose of furthering OPUS’s aims.

Elections to the OPUS Board
We use third party software to carry out elections to the OPUS board.  Aggregated voting data will be collected and shared with us but voting is otherwise anonymous. This is necessary for the purposes of performing the contractual obligations set out in OPUS’s Memorandum and Articles of Association.

Running OPUS
We occasionally use information set out above to help decide how best to manage OPUS and the membership services that we provide.  We may also use information to help resolve technical problems using the website.   We process this information where necessary for the legitimate purpose of furthering OPUS’s aims.

Due to the nature of OPUS, there may be occasions where we process your personal data in other ways in order to further OPUS’s aims, for example in order to introduce new initiatives or to consult with the membership about issues of the day.

How we share your personal data

We share your data in the ways specified above.

In addition, as you would expect, we also use third party suppliers to provide services to us, such as IT, email and website systems providers and contractors, election management, accounting and audit, survey, payment and publishing service providers in order to provide membership services to you.  Where we share your personal data with third parties we ensure that we have appropriate measures in place to safeguard it and to ensure that it is solely used for legitimate purposes in line with this privacy policy.

As a membership organisation much of our work is undertaken by volunteers who make use of their own email systems to communicate. In the event that you contact other members about OPUS activities please understand that OPUS has no control over these third party systems.

When we transfer your personal data overseas

Due to the international nature of our membership base we will occasionally transfer personal data outside the EEA as described above.

In common with many other organisations, we make use of cloud-based solutions some of whose servers may be based outside the EEA, but are compliant with the EU-US and Swiss-US Privacy Shield Framework.

How long we keep your personal data and what your rights are

The OPUS board is currently considering the appropriate retention of members’ personal details after they have ceased to be a member. We will update this policy accordingly.

The generally applicable rights always apply: right to be informed, right of access, right to rectification, right to erasure, right to restriction and rights in relation to automated decision making. For more information please see Your rights in relation to your personal data.