Privacy Policy
Last Updated: 9th June 2026
1. Who We Are
This Privacy Policy explains how South Coast Annual Network Meeting on Echocardiography ("we", "us", "our") collects, uses, stores, and protects your personal data when you visit our website, register for our conference, make a payment, contact us, or otherwise interact with us.
We are committed to handling personal data in accordance with the UK General Data Protection Regulation ("UK GDPR"), the Data Protection Act 2018, and other applicable privacy laws.
Data Controller
The data controller responsible for your personal data is:
Alistair Harris
Address: Echocardiography Department, University Hospital Southampton, Tremona Road, Southampton, SO16 6YD.
Email: Scan-me@uhs.nhs.uk
Telephone: 023 81 20 8166
If you have any questions regarding this Privacy Policy or how we process your personal data, please contact us using the details above.
2. Personal Data We Collect
Registration Information
When you register for the conference, we may collect:
Full name
Professional title
Organisation or employer
Job role
Email address
Dietary requirements and accessibility requirements (where voluntarily provided)
Registration preferences
Payment Information
When you make a payment, your payment card details are processed securely by our third-party payment service provider.
We do not store full payment card numbers, security codes, or other sensitive cardholder information on our systems.
We may receive transaction-related information, including:
Payment amount
Payment date
Transaction reference
Payment status
Communications
If you contact us, subscribe to updates, or complete enquiry forms, we may collect:
Your name
Contact details
Details of your enquiry
Records of correspondence
Technical Data
When you use our website, we may automatically collect:
IP address
Browser type and version
Device identifiers
Operating system
Referring website addresses
Pages visited
Date and time of access
Cookie and analytics information
3. Special Category Data
In some circumstances, dietary requirements or accessibility requirements may reveal information about health conditions, allergies, disabilities, religious beliefs, or other special category data.
We only collect such information when you choose to provide it and where it is necessary to accommodate your attendance at the conference.
We process this information with your explicit consent and use it solely for the purpose of providing appropriate accommodations.
4. How We Use Your Personal Data
We use your personal data to:
Process conference registrations
Manage bookings and attendance
Process payments
Issue invoices and receipts
Provide conference updates and logistical information
Respond to enquiries
Manage continuing professional development (CPD) certification where applicable
Comply with legal and regulatory obligations
Maintain financial and accounting records
Improve our website and services
Send marketing communications where permitted by law or where you have consented
5. Lawful Bases for Processing
Under UK GDPR, we rely on the following lawful bases:
Contract
Processing is necessary to fulfil our contract with you, including:
Registering you for the conference
Processing payments
Providing conference materials and communications
Legal Obligation
Processing is necessary to comply with legal obligations, including:
Tax and accounting requirements
Regulatory reporting obligations
Legitimate Interests
Processing is necessary for our legitimate interests, including:
Administering and improving the conference
Maintaining website security
Responding to enquiries
Managing business operations
We ensure that our legitimate interests do not override your rights and freedoms.
Consent
We rely on consent where required, including:
Sending marketing communications where consent is required by law
Processing dietary or accessibility information that constitutes special category data
Using non-essential cookies
You may withdraw your consent at any time.
6. Marketing Communications
We may send information about future conferences, educational events, or related services.
Where required by law, we will obtain your consent before sending marketing communications.
You may unsubscribe at any time by:
Clicking the unsubscribe link in marketing emails; or
Contacting us using the details provided in this Privacy Policy.
Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.
7. Sharing Your Personal Data
We may share your personal data with:
Payment service providers
Conference registration and event management providers
Website hosting providers
IT support providers
Professional advisers, auditors, and insurers
Accreditation bodies where relevant
Regulatory authorities, courts, or law enforcement agencies where required by law
All third-party service providers are required to process personal data only on our instructions and to implement appropriate security measures.
We do not sell personal data to third parties.
Sponsors and Exhibitors
Delegate information will not be shared with sponsors, exhibitors, or commercial partners for their own marketing purposes unless you have specifically consented to such sharing.
8. International Transfers
Some of our service providers may process personal data outside the United Kingdom.
Where personal data is transferred internationally, we will ensure that appropriate safeguards are in place, including:
UK International Data Transfer Agreements (IDTAs)
International Data Transfer Addendums
Adequacy regulations recognised by the UK Government
Other lawful transfer mechanisms recognised under UK GDPR
9. Data Security
We have implemented appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, disclosure, alteration, or destruction.
These measures include:
Secure website encryption (SSL/TLS)
Access controls and authentication measures
Secure payment processing
Regular security monitoring and updates
10. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy.
Typical retention periods include:
Registration records: up to 7 years after the conference
Financial and accounting records: 6 years plus the current financial year, or as otherwise required by law
Marketing records: until consent is withdrawn or the individual opts out
Enquiry records: up to 3 years after the final correspondence
When personal data is no longer required, it will be securely deleted or anonymised.
11. Your Rights
Under UK GDPR, you have the right to:
Request access to your personal data
Request correction of inaccurate or incomplete data
Request erasure of your personal data
Request restriction of processing
Object to processing based on legitimate interests
Request transfer of your personal data to another organisation
Withdraw consent where processing is based on consent
Object to direct marketing at any time
We will respond to requests in accordance with applicable data protection laws.
To exercise your rights, please contact us using the details provided above.
12. Cookies and Analytics
Our website uses cookies and similar technologies.
Essential cookies are used to ensure the website functions correctly.
Non-essential cookies, including analytics and marketing cookies, will only be placed on your device where you have provided consent through our cookie banner or preference management tool.
Further information is available in our Cookie Policy.
13. Automated Decision-Making
We do not use personal data for automated decision-making or profiling that produces legal or similarly significant effects.
14. Complaints
If you have concerns about how we process your personal data, please contact us first so that we can attempt to resolve the issue.
You also have the right to lodge a complaint with the UK supervisory authority:
Information Commissioner's Office (ICO)
Website: https://ico.org.uk
Telephone: 0303 123 1113
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legal requirements, technology, or our processing activities.
Any updates will be published on this page together with the revised "Last Updated" date.
16. Contact Details
For any questions regarding this Privacy Policy or your personal data, please contact:
Alistair Harris
Address: Echocardiography Department, University Hospital Southampton, Tremona Road, Southampton, SO16 6YD.
Email: Scan-me@uhs.nhs.uk
Telephone: 023 81 20 8166