Sociological Review Foundation Limited (charity number 1161961, company number 090447744) and Sociological Review Publication Limited (company number 09275459) (together referred to as “Sociological Review”) are committed to protecting your privacy.
This privacy notice provides information about the different types of personal information that we collect and the ways in which we use personal information. If you have any questions please contact us using the contact details included at Clause 13.
Who we are
Sociological Review runs the Sociological Review journal, the oldest academic journal in the area of sociology in the UK. Profits from the journal are used towards Sociological Review’s charitable work, which includes the funding of a postdoctoral fellowship, the provision of various bursaries, and the organisation of numerous academic events.
When do we collect personal information about you?
We may hold information relating to you from a number of sources and will collect personal information about you:
- When you give it to us directly. For example, personal information that you submit through our website (www.thesociologicalreview.com) by contacting us, signing up to our blog, joining our mailing list, making a submission to our journal, or applying for fellowship funding.
- When it is publicly available. Your personal information may be available to us from external publicly available sources. This may include information available through reputable media articles, publications and professional networking sites such as LinkedIn. Depending on your privacy settings for social media services, we may access information from those accounts or services, such as Facebook, Instagram, YouTube or Twitter.
What personal information do we use?
We may collect, store and otherwise process the following types of personal information depending on how you interact with us:
- Your name and contact details, including email address, postal address, telephone number and social media identity;
- Information about your role in your organisation and your professional qualifications should you wish to apply for a bursary or fellowship funding;
- Any payments you make to us, for example when making a purchase through our online shop;
- Your communication preferences;
- Information about your computer/ mobile device and your visits to and use of this website, including, for example, your IP address and geographical location;
- Information around your academic publishing career, where you submit an article for publication in the Sociological Review Journal, for example your academic biography and research interests; and
- Any other personal information which you choose to share with us e.g. through voluntary surveys.
Special categories of data
Data protection law recognises certain categories of personal information as sensitive and therefore requiring more protection. These categories of data include information about your health, ethnicity, and political opinions.
In certain situations, Sociological Review may collect and/or use special categories of data. For example, you may voluntarily provide us with information on your ethnicity, sexual orientation and any disabilities that you have when you create an account on our online submission system (to submit articles for peer review) or where you are applying for a Fellowship. We use this information as part of our commitment to ensure equality of opportunity or treatment.
We will only process these special categories of data if there is a valid reason for doing so and where the law allows us to do so. For instance, to monitor equality of opportunity or treatment or where we have obtained your explicit consent to use such data.
How we use your personal information?
Sociological Review may use your personal information:
- to provide you with information about our activities that you have requested e.g. if you have requested to receive our blog;
- to provide updates about our work, services, activities or publications (where necessary, and only where you have provided your consent to receive such information);
- to facilitate the peer review process of articles submitted to the journal and to liaise with publishers;
- to process your payments (for instance made through PayPal on our website);
- to deliver any purchases which you have made via our website;
- to answer your questions or requests, and communicate with you in general;
- to process any funding applications that you have sent us;
- to book your place for events you have signed up to via our website (we use Eventbrite and Google Forms to do this);
- to analyse, evaluate and improve our work, programmes, services, activities or information (including our website);
- to audit/administer our accounts;
- to protect Sociological Review, our staff or other persons;
- for the prevention of fraud or misuse of services; and
- for the establishment, defence or enforcement of legal claims
We are required to rely on one or more lawful grounds to collect and use the personal information that we have outlined above. We consider the grounds listed below to be relevant:
- Consent. Where you have provided your consent for our use of your personal information in a certain way, for example, where we ask for your consent to send you our blog via email.
- Legal obligation. Where the processing of your personal information is necessary for us to comply with a legal obligation to which we are subject, for example where we have to share your personal information with government authorities in certain circumstances.
- Contractual relationship. Where it is necessary for us to process your personal information in order to perform a contract to which you are a party (or to take steps at your request prior to entering a contract), for example, we might do this where you enter into a funding agreement with us, or where you book a place at an event using our website.
- Legitimate interests. Where applicable law allows us to collect and use personal information for our legitimate interests, and the use of your personal information is fair, balanced and does not unduly impact your rights. We may rely on this ground to process your personal information when we believe that it is more practical or appropriate than asking for your consent. For instance, we rely on the legitimate interest ground to process your personal information in order to protect the security of our networks e.g. when we receive external emails we will scan such emails for any threats.
Do we share your personal information?
Except where set out in this privacy notice, Sociological Review will not sell, rent or lease your personal information to others. We do not share your personal information with third parties for marketing purposes.
We may disclose your personal information to selected third party processors (such as agents or sub-contractors) for the purposes outlined at clause 4. The third party in question will be required to use any personal information they receive in accordance with our instructions.
We reserve the right to disclose your personal information to third parties:
- in the event that we buy or sell any business or assets, in which case we will disclose your personal information to the prospective buyer or seller of such business or assets;
- if substantially all of our assets are acquired by a third party, personal information held by us may be one of the transferred assets
- for auditing purposes e.g. finance audits where we employ chartered accountants;
- who are our professional advisors (e.g. lawyers) for the purposes of legal advice;
- if we are under any legal or regulatory obligation to do so; and
- in connection with any legal proceedings or prospective legal proceedings, in order to establish, exercise or defend our legal rights.
International Data Transfers
As we sometimes use third parties to process personal information, it is possible that personal information we collect from you will be transferred to and stored in a location outside the UK or the European Economic Area (EEA). This is most likely to be the USA, where many of our third party suppliers are based.
Please note that certain countries outside of the UK or EEA have a lower standard of protection for personal information, including lower security protections. Where your personal information is transferred, stored, and/or otherwise processed outside the UK or EEA in a country which does not offer an equivalent standard of protection to the UK or EEA, we will take all reasonable steps necessary to ensure that the recipient implements appropriate safeguards designed to protect your personal information. If you have any questions about the transfer of your personal information, please contact us using the details at clause 13.
Securing your personal information
Sociological Review will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We restrict access to those who have a need to know and we train staff in handling personal information securely.
How long do we keep your personal information?
Unless still required in connection with the purpose for which it was collected and/or processed, we will generally remove your personal information from our records six years after the date that it was collected. However, before this date: (i) if your personal information is no longer required in connection with such purpose(s); (ii) we are no longer lawfully entitled to process it; or (iii) you validly exercise the right of erasure under clause 10, we will remove it from our records.
Your rights and preferences
Sociological Review may contact you by post unless you request otherwise, and by telephone, email, text, social media or other electronic means depending on the communication preferences you have previously indicated.
Where we rely on your consent to use your personal information, you have the right to withdraw your consent.
When we use your personal information you have the right to:
- Ask us for confirmation of what personal information we hold about you, and to request access to a copy of that information. If we are satisfied that you have a right to see this personal information, and we are able to confirm your identity, we will provide you with this personal information.
- Request that we erase the personal information we hold about you, as far as we are legally required to do so.
- Ask that we correct any personal information that we hold about you which you believe to be inaccurate.
- Object to the processing of your personal information where we: (i) process on the basis of the legitimate interests ground; (ii) use the personal information for direct marketing; or (iii) use the personal information for statistical purposes.
- Ask for the provision of your personal information in a machine-readable format (right to data portability) to either yourself or a third party, provided that the personal information in question has been provided to us by you, and is being processed by us: (i) in reliance on your consent; or (ii) because it is necessary for the performance of a contract to which you are a party; and in either instance, we are processing it using automated means.
- Ask for processing of your personal information to be restricted if there is disagreement about its accuracy or legitimate usage.
If you decide you do not want to receive any further emails from Sociological Review, please tell us and we will remove you from the mailing list. At any point you can request to unsubscribe from Sociological Review’s mailing by contacting us using the details listed at clause 13.
Please note that where you ask us to delete your personal information we will maintain a skeleton record comprising your name and contact details to ensure that we do not inadvertently contact you in the future. We may also need to retain some financial records for statutory purposes.
Please note that you also have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk/concerns.
Sociological Review is not responsible for the privacy practices or the content of websites that we provide links to from our website. Please review the privacy notices of such websites.
Updating this privacy notice
Sociological Review may update this privacy notice by posting a new version on this website. If we update this privacy notice in a way that significantly changes how we use your personal information, we will bring these changes to your attention. Otherwise, we recommend that you periodically review this privacy notice to be aware of any other revisions.
How to contact us
Sociological Review’s Data Protection Contact is responsible for monitoring compliance with relevant legislation in relation to personal information. You can also contact the Data Protection Contact if you have any questions about this privacy notice or our treatment of your personal information:
Post: Sociological Review
8 Lewisham Way
London SE14 6NW
Version 1.0 21 April 2020