The Association for Clinical Artificial Intelligence (AfCAI) is committed to protecting your personal data. This policy explains what information we collect, how we use it, and your rights under UK data protection law.
1. Who we are
AfCAI is currently undergoing the process of CIO (Charitable Incorporated Organisation) registration in England and Wales. We are the data controller for personal data collected through this website (afcai.org).
Contact: info@afcai.org
Our mission is advancing safe, high-quality clinical artificial intelligence for patients through education, professional standards, and scientific advancement.
2. What data we collect and why
We collect and use personal data only for specific, legitimate purposes as set out below.
2.1 Contact form submissions
| Data | Purpose | Legal basis |
|---|---|---|
| Name, email address, message content | To respond to your enquiry | Legitimate interests (responding to correspondence) |
2.2 Newsletter and mailing list
| Data | Purpose | Legal basis |
|---|---|---|
| Email address; optionally name and professional role | To send you updates about AfCAI’s work, events, and publications | Consent — you can withdraw at any time |
2.3 Membership registration
| Data | Purpose | Legal basis |
|---|---|---|
| Name, email address, professional registration details, employer/institution, membership category | To administer your AfCAI membership, verify eligibility, and provide member services | Performance of a contract (membership agreement) |
2.4 Website analytics
| Data | Purpose | Legal basis |
|---|---|---|
| Anonymised/aggregated browsing data (pages visited, browser type, approximate location) | To understand how the site is used and improve it | Legitimate interests — no personally identifiable data is stored |
We use privacy-respecting analytics and do not build individual user profiles. Where our analytics tool uses cookies, you will be asked for your consent via our cookie notice.
3. How long we keep your data
| Category | Retention period |
|---|---|
| Contact form enquiries | 2 years from the date of your enquiry, or until the matter is resolved |
| Newsletter subscribers | Until you unsubscribe; we also remove inactive addresses every 2 years |
| Member records | For the duration of your membership, then 6 years after lapsing (for financial and legal compliance) |
| Analytics data | Aggregated and anonymised; no retention limit applies |
4. Who we share your data with
We do not sell or rent your personal data. We may share data only with:
- Service providers acting on our behalf (e.g. email platform, website hosting, membership software) under data processing agreements that bind them to protect your data.
- Regulators or public authorities where we are legally required to do so (e.g. the Charity Commission, HMRC).
5. International transfers
Where any service provider is based outside the UK, we ensure appropriate safeguards are in place — such as the International Data Transfer Agreement (IDTA) or an adequacy decision — before transferring your data.
6. Your rights
Under UK GDPR and the Data Protection Act 2018, you have the right to: access your data; rectification of inaccurate data; erasure (subject to legal obligations); restriction of processing; data portability; to object to processing based on legitimate interests; and to withdraw consent at any time. Contact us at info@afcai.org and we will respond within one calendar month.
7. Complaints
You have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO): ico.org.uk | 0303 123 1113.
8. Cookies
Strictly necessary cookies are set automatically. Non-essential cookies (e.g. analytics) are only set with your consent, managed via our cookie settings in the site footer.
9. External links
Our website may link to external sites. We are not responsible for their privacy practices.
10. Changes to this policy
We may update this policy from time to time. Material changes will be notified via the website and, where appropriate, by email.
11. Contact us
Association for Clinical Artificial Intelligence
Email: info@afcai.org | Website: afcai.org
Last updated: June 2026 | Version 1.0