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Website information, privacy, data security and cookie policy

Privacy matters but it can be confusing. This page explains our approach to privacy on our website and how it affects you.

Short version

  • We collect anonymous statistics about your visit, like which of our pages you viewed.
  • Some 3rd parties like Facebook and Twitter may know you visited this website, if you use their services. We can’t control them but we don’t believe this knowledge poses any threat to you.
  • If you sign up with us we take great care to keep your information safe and we’ll never share it with others without your express permission.
  • We never share your data with 3rd parties except to help us deliver our own services.

These are just the key points. If you need detail, keep reading.


Online registration for meetings, online abstract submission and logging in to the members area of the website requires us to set cookies on your computer. These are known as "session" cookies, and are deleted from your computer as soon as you close your web browser program. These are essential for normal functioning of registration and member access, and it is not possible to use these functions if you have disabled cookies on your computer.

For information about how to manage cookies on your computer, please see

Measuring our visitors

We measure visitors to our website using Google Analytics. This records what pages you view within our site, how you arrived at our site and some basic information about your computer. All of that information is anonymous – so we don’t know who you are; just that somebody visited our site.

The information we collect from analytics helps us understand what parts of our sites are doing well, how people arrive at our site and so on. Like most websites, we use this information to make our website better.

You can learn more about Google Analytics or opt out if you wish.

Facebook, Twitter and other social networks

These services provide social buttons and similar features which we use on our website – such as the “Like” and “Tweet” buttons.

To do so we embed code that they provide and we do not control ourselves. To function their buttons generally know if you’re logged in; for example Facebook use this to say “x of your friends like this”. We do not have any access to that information, nor can we control how those networks use it.

Social networks therefore could know that you’re viewing this website, if you use their services (that isn’t to say they do, but their policies may change). As our website is remarkably inoffensive we imagine this is not a concern for most users.

If you sign up for a service

When you sign up for any of our services – paid or otherwise – we will record specific personal information about you that you provide, such as your name and email address. We collect this information when you apply to become a member of the society, or if you register to attend one of our meetings.

We will also collect and store information about your use of our services so as to improve them. For example, we keep a log of what features are being used at any time.

We also log account and transaction history for accounting purposes, and to monitor our business activities.

Data usage

We store information that you provide to us in order to maintain our membership database, and for administration purposes at VASGBI-organised meetings. We will not pass on your details to any third party. Members can log in to the members' area to view the information that we hold about them, and make changes to keep our information up to date.


We will send you email notifications regarding your service (such confirmation of meeting registration or payment). From time to time we also send out emails to members informing them of upcoming meetings, society-related news or involvement in audits, research or online surveys that are approved by the VASGBI committee. Members can opt out of receiving these emails at any time, by logging into the members' area of the website and updating their personal preferences.

We will never provide your personal information or email address to any third parties except where they are specifically employed to help deliver our own services, as detailed above.

Online payment

We use PayPal to handle payments for services such as meeting registration. PayPal will have access to your personal and payment information. When paying by credit card, VASGBI does not ever have any access to your credit card details.

We share information with these companies only to the extent necessary for the purposes of processing payments you make via our website.


VASGBI takes precautions to prevent the loss, misuse or alteration of your personal information. These precautions include:

  • All information you provide via forms on the VASGBI website is transmitted securely over the internet using 256-bit encryption, making it extremely difficult for malicious users to intercept your information during transit. This includes registration for meetings, membership information and any messages sent via our "Contact" form. Pages that are encrypted start with "" (note the "s" after "http"). You should also see a padlock symbol displayed by your browser, which confirms both that the page genuinely comes from the VASGBI website, and that data is ecrypted during transit. In most browsers, a security report can be viewed by clicking on the padlock icon.
  • All access to information restricted by password and/or secure key

Whilst we take great care to ensure any confidential information remains protected we cannot guarantee the security of data sent over the Internet.

Of course you are responsible for keeping your password and user details confidential. Nobody at VASGBI will ever ask you for your password, so please don’t trust anybody asking you for it.

Updates to this policy

We may update this privacy policy from time-to-time, particularly as technology changes. You can always check this page for the latest version. We may also notify you of changes to our privacy policy by email, if you have agreed to us conating you in this way.

Any questions?

If you have any questions about this privacy policy or your personal data, please click here to contact us, or write to Jane Heppenstall, C/O 27 Glenwood Crescent, Sheffield, S35 1YU