Ophthalmological Society of the West Indies (OSWI)
Effective date: September 8, 2025
Last updated: August 15, 2025
Introduction
The Ophthalmological Society of the West Indies (“OSWI”, “we”, “us”, or “our”) is committed to protecting the privacy of our members, event participants, sponsors, and website visitors. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices and rights you have regarding your information.
This policy applies to our website at oswinet.org, our online member portal, and the services we provide through them. By using our website or applying for membership, you agree to the practices described in this policy.
Information we collect
We collect information that you provide to us directly, information generated when you use our website, and information provided by trusted service providers who help us operate.
Information you provide to us
- Membership applications. When you apply for membership, we collect your full name and title, your email address and telephone number, your professional details such as your specialty, institution or place of practice, country of practice, and relevant registration or qualification information, your mailing address, and account credentials including your username and a securely stored password.
- Contact form. When you contact us through the form on our website, we collect your name, your email address, your phone number if you choose to provide it, and the content of your message.
- Newsletter. When you sign up to receive updates from OSWI, we collect your email address.
- Sponsors and exhibitors. If you engage with OSWI as a sponsor or exhibitor, we collect the contact and organisational details you provide in connection with sponsorship agreements, exhibitor arrangements, and related correspondence.
Information we collect automatically
When you visit our website, we may automatically collect limited technical information, such as your IP address, browser type, device information, the pages you view, and the dates and times of your visits. We collect this information through cookies and similar technologies, which are described in the “Cookies” section below.
How we use your information
We use the information we collect to:
- Review and process your membership application, including the approval step carried out by the OSWI Secretariat
- Create and manage your member account and membership status
- Respond to enquiries you send us through our contact form or by email
- Send you newsletters, event announcements, and society updates that you have subscribed to receive
- Organise and administer our congresses, webinars, meetings, and other events
- Manage sponsor and exhibitor relationships
- Maintain the security and proper functioning of our website and member portal
- Comply with our legal and regulatory obligations
We will only use your information for the purposes for which it was collected, unless we reasonably consider that we need to use it for a related and compatible purpose, or where we are required or permitted to do so by law.
Membership and account data
Our member portal stores your account details and membership status. When you submit a membership application, your details are held pending review, and the OSWI Secretariat acts as the approval checkpoint before your membership is confirmed. You will receive email notifications at key stages of this process, such as when your application is received, approved, or declined.
You may access and update certain account details by logging in to the member portal. If you need help with information you cannot change yourself, please contact the OSWI Secretariat using the details below.
Photographs and event media
OSWI hosts congresses, webinars, and other events, and we may take photographs or recordings at these events. Selected images may be published on our website, including in our photo gallery, and on our social media channels to promote the society and its activities. If you attend an OSWI event and would prefer that your image not be used in this way, please let the OSWI Secretariat know.
Cookies and similar technologies
Our website uses cookies and similar technologies to help the site function, to keep you logged in to the member portal, and to understand how visitors use the site. Cookies are small text files stored on your device.
We may use:
- Essential cookies that are necessary for the website and member portal to work, including for login and secure areas
- Functional cookies that remember your preferences
- Analytics cookies, through Google Analytics, that help us understand how visitors use our website so that we can improve it
Google Analytics is a service provided by Google that collects information about website usage. You can learn more about how Google handles data at policies.google.com. You can control or delete cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of the member portal and other parts of the website.
How we share your information
We do not sell your personal information. We share it only in the following limited circumstances:
- Service providers. We share information with trusted third parties who provide services on our behalf, such as website hosting, email delivery, and website analytics. These providers are permitted to use your information only as needed to provide their services to us.
- Legal requirements. We may disclose information where we are required to do so by law, regulation, legal process, or a governmental request, or where disclosure is necessary to protect our rights, safety, or property, or those of others.
- Society administration. Within OSWI, your information may be accessed by authorised officers, the Secretariat, and committee members who need it to carry out society functions.
International data transfers
OSWI serves members across the West Indies and may work with service providers located in other countries. Where your information is transferred to or stored in a country outside your own, we take reasonable steps to ensure it continues to be protected in a manner consistent with this policy.
Data retention
We keep your personal information for as long as you remain a member and for a reasonable period afterwards, so that we can maintain accurate society records, handle renewals, meet our legal obligations, and manage any ongoing relationship with you. When information is no longer needed, we take steps to securely delete or anonymise it.
Data security
We take reasonable technical and organisational measures to protect your information against loss, misuse, unauthorised access, disclosure, and alteration. These measures include secure storage of account credentials and restricting access to personal information to those who need it. While we work to safeguard your information, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Your rights
Subject to the laws that apply in your jurisdiction, you may have the right to:
- Request access to the personal information we hold about you
- Request that we correct information that is inaccurate or incomplete
- Request that we delete your information in certain circumstances
- Object to or request that we restrict certain uses of your information
- Withdraw your consent where we rely on consent to process your information
- Unsubscribe from our newsletters at any time, using the link in our emails or by contacting us
To exercise any of these rights, please contact the OSWI Secretariat using the details below. We may need to verify your identity before responding to your request.
Third party links and social media
Our website contains links to other websites and to our social media channels, including Facebook, X (formerly Twitter), and LinkedIn. We are not responsible for the privacy practices or content of those websites and platforms. We encourage you to review the privacy policies of any website or platform you visit.
Children’s privacy
Our website and services are intended for ophthalmologists, related professionals, and organisations. They are not directed at children, and we do not knowingly collect personal information from children.
Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. When we make changes, we will update the “Last updated” date at the top of this policy. We encourage you to review this page periodically. Significant changes may also be communicated to members directly.
Contact us
If you have any questions about this Privacy Policy or about how your information is handled, please contact:
The OSWI Secretariat
Ophthalmological Society of the West Indies
5 Igneri Road, Valsayn, Trinidad and Tobago
Email: infoatoswi@gmail.com
WhatsApp: +1 (868) 264-6987
This policy is governed by the laws of Trinidad and Tobago, including the Data Protection Act of Trinidad and Tobago.