Privacy Statement for Bio-Dundee

Last updated on Wed, 21/11/2018 - 09:59

Who we are:
BioDundee was established in 1997 and is a partnership between the public, private, academic and third sector organisations. We aim to build the strength of the life sciences and Healthcare sectors in Dundee and Tayside internally through partnership working, networking, knowledge and skills development, and externally promote and position the Dundee life sciences and healthcare sectors to relevant audiences as a centre of world class life science and healthcare activity. is a site operated by BioDundee.

The office can be contacted as follows:
By Post:  City Development Department, Dundee House, 50 North Lindsay Street, Dundee, DD1 1LS
By Email:
By Telephone:  01382 434913

Our Data Protection Officer is at Dundee City Council and can be contacted as follows:
By Post:  City Square, Dundee, Scotland, DD1 3BY
By Email:
By Telephone:  01382 434206

Our objective
Our objectives are to support and develop the Life Sciences and Healthcare sectors and promote and develop collaboration. BioDundee provides free support for this purpose. We use various ways to achieve our objectives. We believe that people who share our values would love to know how to engage with us. We will process personal information to conduct and manage our services and enable us to give you the most appropriate marketing, information and services and provide the best and most secure experience.

Why do we need your personal information and what do we do with it?
We collect various personal information such as name, business/company name, postal address, telephone number and email address. You are giving us your personal information to allow us to communicate with you about information concerning and related to the Life Sciences, Biomedical, Healthcare and digital sectors. We also use your information to verify your identity where required, contact you by post, email or telephone and to maintain our records.

Legal basis for using your information:
We provide these services to you as part of our function as an office supporting the Life Sciences and Healthcare sectors. You can find more details of our role on our website at Processing your personal information is on the basis of your consent.

We also need to process more sensitive personal information about you for reasons of explicit consent as set out in the Data Protection Act 2018. It is necessary for us to process it to carry out key functions as set out in law. We are also processing more sensitive personal information about you on the basis that you have given us your explicit consent for this – For example dietary or access requirements for events.

Who do we share your information with?
We will never sell or rent your personal information to other organisations. We only disclose information when obliged to by law to government agencies.

If you have agreed that we may do so;
When we use other companies to provide services on our behalf, e.g. processing, sending mail and emails, analysing/profiling data or when using auditors/advisors;
To our subsidiaries (i.e. Dundee City Council);

Your information is analysed internally to help us improve our services. This data sharing is in accordance with our Information Use and Privacy Policy and covered in our Full Privacy Policy on our website. It also forms part of our requirements in line with our Records Management Plan approved in terms of the Public Records (Scotland) Act 2011.

BioDundee may share your information with third party service providers in order to deliver our services and uses the following third party service suppliers to provide and support our services, such as delivering newsletters and organising events:

Google Analytics
Dundee and Angus Convention Bureau for sending a post-conference survey

International transfers:
Although MailChimp is an American organisation, it has EU/US Privacy Shield Certification, which provides appropriate safeguards to individuals’ personal data.

How long do we keep your information for?
We only keep your personal information for the minimum period amount of time necessary. Sometimes this time period is set out in the law, but in most cases it is based on the business need.

We keep your information for the following purposes and periods:

Conference Administration – we will hold your information to manage your records for typically 2 years upon conference completion while we may hold the finance information for 6 + current years.

Direct Marketing - until you ask us to remove your information and checked every 5 years

Your rights under data protection law:

  • Access to your information – you have the right to access the information we hold on you. There are two ways to access your data:
    Subject Access Request: you have the right to request a copy of the personal information that we hold about you.
    Data Portability: you can ask us for a copy of your information so that you can re-use it and we will provide it in a machine-readable format. This is a qualified right, which means it only applies in certain circumstances and only relates to information you have given directly to us.
  • Correcting your information – we want to make sure that your personal information is accurate, complete and up to date. Therefore you may ask us to correct any personal information about you that you believe does not meet these standards.
  • Deletion of your information – you have the right to ask us to delete personal information about you where:
    1. you think that we no longer need to hold the information for the purposes for which it was originally obtained
    2. we are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information below
    3. you have a genuine objection to our use of your personal information – see Objecting to how we may use your information below
    4. our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information – You have the right at any time to tell us to stop using your personal information for direct marketing purposes.

Restricting how we may use your information – in some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information that we hold about you or we are assessing the objection you have made to our use of your information. This right might also apply if we no longer have a basis for using your personal information but you don't want us to delete the data. Where this right is realistically applied will mean that we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Withdrawing consent to use your information – Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.

Please contact us as stated above if you wish to exercise any of these rights.

Information you have given us about other people:
If you provide anyone else’s details to us, please make sure that you tell them that you have given their information to BioDundee. We will use this information to process or in connection with possible or proceeding production. If they want any more information on how we will use their information they can visit our website at or email as above.

We aim to directly resolve all complaints about how we handle personal information. However, you also have the right to lodge a complaint with the Information Commissioner's Office, who can be contacted by post at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. By phone on 0303 123 1113 (local rate) or 01625 545 745. Visit their website for more information at-