Privacy policy

1. Introduction

1.1 The AOP is committed to safeguarding the privacy of our website visitors; in this policy we explain how we will treat your personal information.
1.2 By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy. See our cookie policy.

2. Collecting personal information

2.1 We may collect, store and use the following kinds of personal information:

(a) We use Google analytics to track information about your computer and about your visits to and use of this website including your IP address; geographical location; browser type and version; operating system; referral source; length of visit; page views and website navigation paths

(b) Information that you provide to us when registering with our website

(c) Information that you provide when completing your online joining, subscription and profile on our website

(d) Information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters

(e) Information relating to any purchases you make of our goods and/or services or any other transactions that you enter into through our website, including your name, address, telephone number, email address

(f) Information that you post to our website for publication on the internet, for example the AOP community, the terms of the community of which are available on line

(g) Any other personal information that you choose to send to us

3. Using personal information

3.1  Personal information submitted to us through our website will be used for the purposes specified in this policy or on the relevant pages of the website

3.2 We may use your personal information to:

(a) Administer our website and business

(b) Personalise our website for you

(c) Enable your use of the services available on our website

(d) Send you goods purchased, including subscriptions, through our website

(e) Supply to you services purchased through our website

(f) Send statements, invoices and payment reminders to you, and collect payments from you

(g) Send you communications

(h) Send you email notifications that you have specifically requested or seemed as a positive user experience by us

(i)  Send you our email newsletter, if you have requested it (you can inform us at any time if you no longer require the newsletter)

(j)  Send you marketing communications relating to our business which we think may be of interest to you, by post or, where you have   specifically agreed to this, by email or similar technology (you can inform us at any time if you no longer require marketing communications)

(k) Provide third parties with statistical information about our users (but those third parties will not be able to identify any individual user from that information

(l) Deal with enquiries and complaints made by or about you relating to our website, including the AOP community

(m) Keep our website secure, prevent unauthorised access or fraud

(n) Verify compliance with the terms and conditions governing the use of our website

3.3 We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party's direct marketing

3.4 All our website financial transactions are handled through our payment services provider, Netbanx. Review the provider's privacy policy. We will share information with our payment services provider only to the extent necessary for the purposes of processing payments you make via our website, refunding such payments and dealing with complaints and queries relating to such payments

4. Disclosing personal information

4.1 We may disclose your personal information to any of our employees, officers, insurers, professional advisers, agents, suppliers or partners insofar as reasonably necessary for the purposes set out in this policy

4.2 We may disclose your personal information:

(a) To the extent that we are required to do so by law

(b) In connection with any ongoing or prospective legal proceedings

(c) In order to establish, exercise or defend our legal rights

4.3 Except as provided in this policy, we will not provide your personal information to third parties

5. Retaining personal information

5.1 Section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information

5.2 Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes

5.3 Requests for access to personal data must be made in writing to the Head of Membership, enclosing evidence that they are the data
subject. Copies of personal data will be supplied to the address provided or to the permanent address held by the AOP for an administration fee of £10.00.

5.4 Notwithstanding the other provisions of this section, we will retain documents (including electronic documents) containing personal data:

(a) To the extent that we are required to do so by law

(b) If we believe that the documents may be relevant to any ongoing or prospective legal proceedings

(c) In order to establish, exercise or defend our legal rights

6. Security of personal information

6.1 We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information

6.2 We will store all the personal information you provide on our secure (password- and firewall-protected) servers

6.3 All electronic financial transactions will be entered via a third party payment gateway

6.4 You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet

6.5 You are responsible for keeping the password you use for accessing our website confidential; we will not ask you for your password (except when you log in to our website)

7. Amendments

7.1 We may update this policy from time to time by publishing a new version on our website

7.2 You should check this page occasionally to ensure you are happy with any changes to this policy

7.3 We may notify you of changes to this policy

8. Your rights

8.1 You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:

(a) The payment of a fee (currently fixed at £10)

(b) The supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport or an original copy of a utility bill showing your current address).

8.2 We may withhold personal information that you request to the extent permitted by law.

8.3 You may instruct us at any time not to process your personal information for marketing purposes.

8.4 In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.

9. Third party websites

9.1 Our website includes hyperlinks to, and details of, third party websites.

9.2 We have no control over, and are not responsible for, the privacy policies and practices of third parties.

10. Updating information

10.1 Please let us know if the personal information that we hold about you needs to be corrected or updated.

10.2 Alternatively as a member or subscriber you can edit your details online

11. Cookies

11.1 Our website uses cookies. The cookie policy is available online

12. Our details

12.1 This website is owned and operated by the Association of Optometrists.

12.2 We are registered in England and Wales under registration number 404790 and our registered office is at 2 Woodbridge Street, London, EC1R 0DG

12.3 Our principal place of business is at 2 Woodbridge Street, London, EC1R 0DG

12.4 You can contact us by writing to the business address given above, by email to membership@aop.org.uk