Retention Policy
Last updated 19th May 2025
Thank you for visiting/ contacting the Association for Simulated Practice in Healthcare.
Your privacy is important to us. This Retention Policy is where we explain to you how long we may retain personal information that is collected when you visit our site, aspih.org.uk, when you become a member of our association, or when you communicate with us.
This policy should be read together with our Privacy Policy which together with this Retention Policy describe the manner in which we handle your personal information when you visit our website. For convenience, we have divided our data protection policies into two separate documents:
1. Our Privacy Policy
You can find our Privacy Policy on the website which explains generally how we collect,use, store, and protect your personal information.
2. Our Retention Policy
Our retention policy, which is this document, explains how long we may hold onto personal information collected or processed by us.
If you have any questions, please do not hesitate to contact our appointed Data Privacy Officers, Fitwise Management Limited, at [email protected] or, if you prefer to call or write to us, then you can find our contact details at the bottom of this page.
Who we are
We are the Association for Simulated Practice in Healthcare. We are registered in England as a limited liability company. Our registered number is 08815283 and our registered office is at 34 High Street Vesey Accounting Services Ltd, 34 High Street, Sutton Coldfield, West Midlands, England, B72 1UP.
But, for the purposes of this Privacy Policy, it’s just easier if we refer to ourselves as “we”.
Purpose of this document
The purpose of the Retention Policy is to explain what personal information we may collect about you when you visit our site, become a member of our association, communicate with us, or interact with our online services including the purpose of that collection, and how long we store that personal information for.
Our Retention Policy is broadly divided into four (4) sections:
- Our website;
Our members details;
Our events database; and
Depending on how you interact with us and our services we may collect different types of personal information about you. The duration that we retain that personal information will vary depending on how you interact with us. For example, we may retain information about you for a longer period of time if you have asked us to keep you updated about developments in the association or if you become a member.
The types of personal information that we collect, its purpose, and retention period is detailed in the tables below.
Our website
This table details the personal information and we may collect about you on our site located at https://aspih.org.uk/
| Type of personal information | Purpose | Retention period |
|---|---|---|
| First name | If you get in touch with us for our site then we will ask you for your first name; we collect this information to help us get to know you better and to provide a personable service. | Duration of inquiry* |
| Last name | ||
| email address | ||
| Telephone number |
*If you become a member of ASPiH then we will retain personal information about you in accordance with our contract which we will provide to you in writing before providing you with our services.
Members details
This table details the personal information that we may collect about you when you register to become a member of our association.
| Type of personal information | Purpose | Retention period |
|---|---|---|
| First name | To ensure we deliver membership services to you and to match your requirements. Your name and e-mail address will be shared with partner organisations who will utilise your details to deliver your membership benefits on behalf of ASPiH. Your name and e-mail address will be shared with the organisers of ASPiH webinars and online events that you join. This may include other organisations / companies if Co-hosts would like to use any of this personal data for direct marketing purposes they will contact you separately to obtain your unambiguous and positive consent. | For the duration of your membership lapsed members will be retained for three years |
| Last name | ||
| Job title | ||
| email address | ||
| Telephone number | ||
| Mailing address/location | ||
| Work address | ||
| Professional interests | ||
| Qualifications | ||
| Institution or Organisational name |
Events database
This table details the personal information that we may collect about when you attend one of our events. The main purpose for this information is to help us get in touch with you and help answer any queries you may have about our association, our membership services, and any other events we may run in the future.
| Type of personal information | Purpose | Retention period |
|---|---|---|
| First name | To ensure we can communicate with you about the event for which you have registered if you would like to receive information about our future events you will be asked to opt in | olive ENT data will be retained for CPD purposes for six years. All mailing lists will be retained for three years |
| Last name | ||
| email address | ||
| Telephone number | ||
| Mailing address | ||
| Dietary requirements | ||
| Access requirements | ||
| Next of kin (for use in an emergency) | ||
| Conference demographic information questions (age, race, ethnicity, gender) | ||
| Photo ID (students only) | ||
| Biography (speakers only) |
Changes to our retention policy
We may need to change this Retention Policy if it’s necessary for legal reasons or to reflect changes to our site and services or the purposes for which we may wish to collect and process your personal information. In any case, the provisions of this Retention Policy may be changed without prejudice to your rights. When we change our Retention Policy we will make the updated Retention Policy available on our website and we will also update the “Last Updated” date.
Once we change our Retention Policy, we will use our reasonable efforts to inform you. This may include asking you to agree to the updated Retention Policy before we process further information about you or it may require us to suspend access to parts of our site until you agree to the updated Retention Policy – we will only restrict access to parts of our site where we deem it is necessary for us to collect or process personal information about you. If you have an account on our website then we may reset your login and seek new consent if there is a change in the purpose or duration that we retain your personal information.
You’re welcome to contact us if you have questions about the changes.
Contact us
This Retention Policy was prepared with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of our retention of your personal information. However, we are happy to provide additional information or explanation needed.
If you have any questions, comments or requests regarding our Retention Policy then please do not hesitate to get in touch with us. To make things easier for both of us we would appreciate it if your queries were addressed to:
Data Privacy Officers
Fitwise Management Limited
Blackburn House
Redhouse Road
Seafield, Bathgate
West Lothian
United Kingdom
or
or
Telephone: +44 (0)1506 811077
