SARMAC Privacy Policy

When you become a SARMAC member or participate in a SARMAC event, we process some of your personal information. When you use this website, as a member or non-member, we also process your data. This privacy policy explains how SARMAC uses your data.

What data do we collect?

SARMAC collects the following data:

  • Personal identification information (name, email address, postal address)

  • Professional affiliation and professional status (student or faculty member)

When do we collect your data?

You directly provide SARMAC with most of the data we collect. We collect data and process data when you:

  • Place an order through the website, such as when you purchase a SARMAC membership or register for an event

  • Voluntarily complete a survey

  • Apply for a Society award or grant

  • Use or view our website via your browser’s cookies

SARMAC may also receive your data indirectly from the following sources:

  • Data from cookies, which may include your Internet Protocol (IP) address, your browser type, your location and time zone, and the emails from SARMAC that you have opened and clicked on

How will we use your data?

We use the information you provide to process your order and manage your membership with the Society. SARMAC needs to keep a record of its members to ensure that membership dues are paid and to manage registrations for conferences and other events organized by the Society. We use your email address to contact you about Society events, opportunities, and news, and may do so after your membership has expired or the event has ended.

When you join SARMAC and purchase a journal subscription an affiliated company, such as the Journal publisher, may be provided with some of your membership data only so that they can grant you access to the Society Journal or offer you information about the Society Journal (e.g. Table of Contents information as an email alert). You can modify your privacy/contact preferences if you change your mind about receiving such information.

When you apply for SARMAC grants or awards, we make applications available to committee members for evaluation in order to assess the application.

We take your privacy seriously and we will not sell or give away your data to another entity, for instance, for the purpose of another entity sending you marketing or third party product information.  

How do we store your data?

Information that you provide when you make a purchase through the SARMAC site is held online by the website provider. Information that you provide when you subscribe to SARMAC’s mailing list is stored on an online email management platform. To facilitate conference organization, orders placed on the SARMAC site may also be uploaded to a secure cloud service to share information with the conference organizing committee. 

SARMAC also keeps membership records offline on encrypted or password protected devices.


SARMAC communicates with members and non-members via email to:

  • Confirm purchases made on the SARMAC site

  • Send reminders for membership dues

  • Advertise jobs

  • Send important information regarding Society events, opportunities and news

SARMAC limits these communications so that we only send you information we think you would like to receive. If you subscribe to SARMAC’s mailing list, you may always opt out at a later date. 

You have the right at any time to stop SARMAC from sending you communications. If you no longer wish to receive SARMAC communications, you may unsubscribe from the mailing list by clicking ‘unsubscribe’ at the bottom of any SARMAC email, or contact the Executive Director at  to request that the society no longer contacts you.

What are your data protection rights?

We only keep your data for as long as we need to. You can ask to have your data deleted at any time. We need to retain basic information (e.g. that you were a member between certain dates, with paid/unpaid subscriptions etc) because this is relevant in case of re-application to the Society. If you have provided us with, for example, a report on a Society-funded event, we cannot delete such information as preserving the record is likely to be a legitimate interest in the Society.

You have the following rights regarding your own data:

  • The right to access – You have the right to ask SARMAC for copies of your personal data that we hold.

  • The right to rectification – You have the right to request that SARMAC correct any information you believe is inaccurate or incomplete.

  • The right to erasure – You have the right to request that SARMAC erase your personal data, under certain conditions.

  • The right to restrict processing – You have the right to request that SARMAC restricts the processing of your personal data, under certain conditions.

  • The right to object to processing – You have the right to object to SARMAC’s processing of your personal data, under certain conditions.

  • The right to data portability – You have the right to request that SARMAC transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact the Executive Director of SARMAC at

What are cookies?

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our website, we may collect information from you automatically through cookies or similar technology. For further information, visit

How do we use cookies?

SARMAC uses cookies in a range of ways to improve your experience on our website, for example, to store the contents of your shopping cart while you browse the site, or if you leave the site and return at a later time.

What types of cookies do we use?

There are a number of different types of cookies, however, our website uses:

  • Functional cookies – SARMAC uses these cookies so that we recognize you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in.

  • Analytics and performance cookies – SARMAC uses these cookies so that we can analyse how users interact with the site. This could include counting the number of unique visitors to the SARMAC site, or the number of times that a shopping cart is abandoned.

How to manage cookies

You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

Privacy policies of other websites

The SARMAC website links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

Changes to our privacy policy

SARMAC keeps its privacy policy under regular review and places any updates on this webpage. This privacy policy was last updated on March 27, 2019.

How to contact us

If you have any questions about SARMAC’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us. Email us at