Website and Membership Terms and Conditions

Organisation: Society for Magnetic Resonance Angiography (SMRA)
Contact: contact@society4mra.org
Official postal address: To be confirmed during review
Draft version: 2026-08-25-draft
Last updated: 25 August 2026

1. About These Terms

These Website and Membership Terms and Conditions (“Terms”) govern access to and use of the SMRA website, member accounts, Member Area, Member Directory, nominations and elections functions, online forms, resources, conference and event information, and any other services made available through or linked from the website.

In these Terms:

• “SMRA”, “we”, “us” and “our” mean the Society for Magnetic Resonance Angiography;
• “Website” means the SMRA website available through society4mra.org and its associated pages;
• “Member Services” means the restricted services provided to eligible SMRA members through the Website;
• “User”, “you” and “your” mean any visitor, member, account holder, nominee, proposer, candidate, voter, event participant or other person using the Website; and
• “Content” means text, documents, photographs, images, videos, files, profile information, comments, submissions and other material made available through the Website.

Please read these Terms before creating an account, completing onboarding, submitting information, making a nomination, participating in voting, registering for an event or using Member Services.

If you do not agree with these Terms, you should not use services that require your acceptance. You may contact SMRA before proceeding if any part of these Terms is unclear.

2. Who Provides the Website and Services?

2.1 Society for Magnetic Resonance Angiography

SMRA is responsible for the Society’s membership arrangements, governance, website content, events, nominations, elections, member eligibility, access decisions and the services made available through the Website.

SMRA determines:

• membership categories and eligibility;
• membership fees and payment requirements;
• which services are available to members;
• Board, nomination and election rules;
• conference and event arrangements;
• the content published through the Website; and
• how member and Website information is used.

2.2 Empirical Cultures Ltd

Empirical Cultures Ltd provides technical development, administration, maintenance and support for the Website and member-management system on behalf of SMRA.

For personal-data processing connected with these technical services, Empirical Cultures Ltd acts as a Data Processor on SMRA’s instructions. SMRA remains the Data Controller and remains responsible for deciding why and how personal information is used.

Empirical Cultures Ltd does not determine:

• whether a person is eligible for SMRA membership;
• membership fees or payment status;
• who may stand for election or vote;
• Board or governance decisions;
• conference policies;
• the substantive content published by SMRA; or
• the outcome of nominations, elections or membership decisions.

Questions about SMRA membership, nominations, elections, fees, events or Society decisions should be directed to SMRA at contact@society4mra.org.

3. Acceptance and Eligibility

You accept these Terms when you:

• create or activate a Website account;
• complete the member onboarding process;
• use Member Services;
• submit a nomination, form, profile or other Content;
• participate in an SMRA election or poll;
• register or pay for a service through the Website or a linked provider; or
• otherwise use an interactive service that refers to these Terms.

You must provide accurate and current information when using the Website. You must have the legal capacity to provide the information and enter into any relevant agreement. Where another person’s information is submitted, you must have an appropriate basis and authority to provide it.

Access to particular services may be subject to additional eligibility requirements, policies, published rules or instructions. Where specific event, registration, nomination or election rules are published, those specific rules apply in addition to these Terms.

4. Public Website Content

Public sections of the Website provide information about SMRA, its activities, membership, conferences, resources, leadership, governance, nominations, elections and related scientific or professional matters.

SMRA aims to keep published information accurate and up to date. However:

• programmes, speakers, dates, fees, deadlines and availability may change;
• some Content may be preliminary, archived or supplied by third parties;
• research and professional information may develop over time; and
• minor errors or omissions may occur.

Users should verify important dates, fees, requirements and arrangements from the current official page or by contacting SMRA.

5. Member Accounts

5.1 Account Creation

SMRA member accounts may be created or updated using official information received from SMRA’s membership and registration provider, currently Dekon, or another authorised provider.

A technical username may be generated automatically from the registered email address or other membership information. The username is an internal account identifier and may differ from the member’s public display name.

The registered email address is linked to the official membership record. A member may be prevented from changing this email directly through the Website. Changes to the official membership email may need to be made by an authorised administrator or through the membership provider.

5.2 Passwords and Security

Members are responsible for:

• choosing a secure password;
• keeping login details confidential;
• not sharing an account with another person;
• logging out of shared or public devices;
• keeping their registered email account secure; and
• notifying SMRA promptly if unauthorised access is suspected.

SMRA will not ask members to send their password by email. Password creation and recovery use secure password-setting or password-reset links.

A member who does not receive an invitation email may use the Website’s normal password-recovery process with the registered email address or username.

5.3 Member Onboarding

New members may be required to complete onboarding before accessing Member Services.

The onboarding process may ask the member to:

• confirm their first and last name;
• complete optional professional profile fields;
• read the SMRA Privacy Policy and Data Protection Notice;
• agree to these Terms and Conditions; and
• choose whether to appear in the Member Directory.

Professional profile information may generally be completed or updated later through the member’s profile or My Account area.

5.4 Membership Status and Website Access

Access to Member Services depends on the official membership status held by SMRA or its authorised membership provider.

SMRA may enable, suspend or restore Member Services based on factors including:

• membership eligibility;
• payment or outstanding-balance status;
• membership expiry;
• information received from the membership provider;
• security requirements;
• breach of these Terms; or
• a legal or regulatory requirement.

If membership becomes inactive:

• the account does not necessarily have to be deleted;
• the user may remain able to log in and access appropriate account information;
• member-only resources, voting and other benefits may become unavailable;
• the profile may be hidden from the Member Directory; and
• access may be restored if official membership becomes active again.

If you believe that your membership or access status is incorrect, contact contact@society4mra.org.

6. Member Profiles and Member Directory

6.1 Profile Information

Members may be able to create and edit a professional profile containing information such as:

• name;
• position or job title;
• institution and department;
• country and city;
• professional biography;
• research interests;
• profile and cover images;
• website address; and
• professional social-media links.

Profile information must be accurate, professional and relevant. Members should not publish unnecessary sensitive, confidential, private or third-party information.

6.2 Directory Participation

Inclusion in the Member Directory is optional and normally defaults to “No”. Members can choose whether their profile appears in the Directory and may change that preference later through My Account where available.

A profile is eligible to appear in the Directory only while:

• the membership is active; and
• the member has chosen to be included.

6.3 Permitted Use of Directory Information

The Member Directory is provided for legitimate professional networking and Society-related communication.

Directory information must not be:

• scraped, harvested or systematically copied;
• used to create an external contact database;
• used for unsolicited bulk marketing;
• sold, licensed or transferred to another organisation;
• used for harassment, discrimination or inappropriate contact;
• used to impersonate another person; or
• used for any unlawful or unrelated commercial purpose.

SMRA may suspend Directory access where misuse is reasonably suspected.

7. Nominations, Elections and Voting

7.1 Public Nominations

SMRA may allow members and non-members to submit nominations through a public form.

A person submitting a nomination must:

• provide accurate information;
• identify the correct nominee and nominated position;
• confirm that the nominee has been contacted;
• confirm that the nominee has agreed to be considered;
• have permission to provide the nominee’s contact details and biography;
• ensure that uploaded documents are lawful and do not infringe third-party rights; and
• comply with the nomination rules and deadlines for the relevant cycle.

Submitting a nomination does not guarantee that the nominee will be accepted as an eligible candidate.

7.2 Nomination Confidentiality

Access to nomination information is limited to people authorised to administer or review the relevant process.

Whether the proposer’s identity is confidential, disclosed to the nominee or shared with reviewers will follow the rules and notices published for the relevant nomination cycle. Users should not assume that a nomination is anonymous unless SMRA expressly states that it is.

7.3 Candidate Selection

SMRA may verify:

• membership eligibility;
• payment status;
• the nominee’s agreement to serve;
• the nominated position;
• submitted biographical information; and
• compliance with applicable Board or election requirements.

SMRA may contact proposers and nominees to request clarification or additional documentation.

7.4 Voting

Voting is restricted to eligible SMRA members and requires an authorised member account.

Each eligible member must:

• vote only once where the election rules permit one vote;
• use only their own account;
• not share voting credentials;
• not attempt to manipulate or interfere with the voting system;
• not submit a vote on behalf of another member; and
• comply with the published voting period and election rules.

SMRA may process limited technical information to:

• confirm voter eligibility;
• prevent duplicate voting;
• protect the integrity of the election;
• investigate technical problems; and
• produce and verify aggregate results.

The applicable election notice will explain the intended confidentiality or anonymity arrangements for the relevant vote.

8. User-Submitted Content

8.1 Your Responsibility

You are responsible for Content you submit, upload or publish through the Website.

You must ensure that your Content:

• is accurate to the best of your knowledge;
• does not infringe copyright, privacy, confidentiality or other rights;
• is not defamatory, threatening, discriminatory or abusive;
• does not contain malware or harmful code;
• does not disclose information you are not entitled to disclose;
• does not contain misleading impersonation or fraudulent information; and
• complies with applicable law and professional standards.

8.2 Licence to Use Submitted Content

You retain ownership of Content you create.

When you submit Content to SMRA, you grant SMRA a non-exclusive, worldwide, royalty-free licence to store, reproduce, format, review, communicate and display that Content only as reasonably necessary to:

• operate the Website;
• provide the service you requested;
• administer membership, nominations, elections or events;
• display a profile or candidate biography where authorised;
• maintain appropriate records; and
• meet legal, security or governance requirements.

Where you choose to publish profile information in the Member Directory, the licence includes displaying that information to authorised users until you change the preference, your membership becomes inactive, or the profile is otherwise removed.

8.3 Moderation and Removal

SMRA may review, correct the formatting of, restrict or remove Content where reasonably necessary because it:

• breaches these Terms;
• is inaccurate, obsolete or misleading;
• creates a security or privacy risk;
• infringes another person’s rights;
• is irrelevant to the service;
• is required to be removed by law; or
• may reasonably harm SMRA, its members or other users.

Where appropriate, SMRA will seek clarification or give the affected user an opportunity to correct the issue.

9. Acceptable Use

You must not:

• attempt to gain unauthorised access to the Website, server, database or another user’s account;
• probe, scan or test the Website for vulnerabilities without written authorisation;
• introduce malware, malicious code, automated attacks or harmful files;
• interfere with the Website’s availability or security;
• circumvent membership, voting, access or content restrictions;
• use bots or automated tools to submit forms, create accounts, scrape data or vote;
• misrepresent your identity, affiliation, eligibility or authority;
• use the Website for unlawful, fraudulent or deceptive activity;
• send spam or unsolicited bulk communications;
• harass or threaten another user;
• use Website information to discriminate unlawfully;
• copy or republish substantial Website Content without permission; or
• assist another person to do any of these things.

Reasonable indexing by legitimate search engines and normal accessibility technologies is not prohibited where it respects the Website’s technical controls and applicable law.

10. Membership, Registration, Fees and Payments

10.1 Membership and Event Charges

Membership, conference, event or other charges will be shown on the relevant page or registration platform before payment.

The information provided at the point of registration or purchase may include:

• the service or membership category;
• the applicable price;
• taxes or other charges where relevant;
• the payment method;
• the duration or registration period;
• renewal arrangements;
• cancellation terms; and
• refund conditions.

Where specific registration or payment terms conflict with these general Website Terms, the specific terms presented for that transaction will apply to that transaction.

10.2 Third-Party Payment and Registration Providers

Payments and registrations may be processed by Dekon, a bank, card processor, conference provider or another authorised third-party service.

Users may also be subject to that provider’s terms and privacy notice. SMRA does not normally receive complete payment-card details.

10.3 Payment and Membership Activation

Submission of a form or payment instruction does not necessarily confirm active membership or event registration. Confirmation depends on successful processing and the official membership or registration record.

Users are responsible for ensuring that payment and registration details are accurate.

10.4 Cancellation and Refunds

Cancellation and refund rights depend on:

• the relevant membership, event or service;
• the terms presented during registration;
• whether the service has already begun or been supplied;
• reasonable costs already incurred; and
• any mandatory rights under applicable law.

Nothing in these Terms removes statutory cancellation, refund or consumer rights that cannot lawfully be excluded.

Requests should be sent to contact@society4mra.org unless the registration page identifies another contact.

11. Email and Communications

11.1 Essential Service Communications

SMRA may send essential communications concerning:

• account creation and password setup;
• security;
• membership status;
• payments or registration;
• nominations and elections;
• event participation;
• important policy changes; and
• responses to requests or support enquiries.

These messages are necessary to provide or protect the relevant service and may still be sent if a user has unsubscribed from optional newsletters.

11.2 Optional Newsletters and Marketing

Optional newsletters or promotional communications will be sent in accordance with applicable requirements. Users may unsubscribe using the link in the message or by contacting SMRA.

Email delivery cannot be guaranteed because receiving organisations may apply their own filtering, spam or security rules.

12. Intellectual Property

Unless otherwise stated, SMRA or its licensors own the Website design, SMRA name and branding, logos, original text, graphics, databases, programme materials and other Website Content.

You may:

• view the Website for personal or professional informational use;
• print or save reasonable extracts for your own non-commercial use;
• share links to public pages; and
• use materials where SMRA expressly grants permission or an open licence applies.

You may not, without permission:

• reproduce substantial Website Content;
• use SMRA branding in a way that suggests endorsement;
• sell or commercially exploit Website Content;
• remove copyright, attribution or ownership notices;
• create misleading derivative material; or
• use Content beyond the terms of an applicable licence.

Third-party papers, images, presentations, software, links and resources remain subject to the rights and licences identified by their owners.

13. Scientific and Medical Information

SMRA is a scientific and professional Society. Website Content may discuss medical imaging, research, clinical practice, technology and related scientific subjects.

Unless expressly stated otherwise:

• Website Content is provided for general scientific, educational and professional information;
• it is not individual medical advice;
• it is not a diagnosis or treatment recommendation;
• it is not a substitute for qualified clinical judgement;
• research findings may be preliminary or subject to further review; and
• users remain responsible for applying appropriate professional standards and verifying information before relying on it.

Individuals seeking advice about their own health should consult an appropriately qualified healthcare professional.

14. External Websites and Services

The Website may link to:

• conference-registration platforms;
• payment providers;
• scientific publications;
• partner organisations;
• social-media services;
• external surveys or voting services;
• accommodation or travel services; and
• other third-party websites.

A link does not necessarily mean that SMRA endorses all content, products, opinions or services available from the third party.

Independent third parties control their own services and are responsible for their own availability, security, content, terms and privacy practices.

15. Website Availability, Maintenance and Security

SMRA and its technical service providers take reasonable steps to maintain the Website. However, uninterrupted or error-free availability cannot be guaranteed.

The Website may be temporarily unavailable because of:

• planned maintenance;
• security updates;
• technical failures;
• hosting or network problems;
• third-party service interruption;
• cybersecurity incidents;
• events outside reasonable control; or
• urgent action needed to protect users or data.

SMRA may change, replace or discontinue a Website feature where reasonably necessary for security, law, maintenance, cost, usability or service development.

Where a material change affects an ongoing paid service or important member right, SMRA will seek to provide reasonable notice where practicable.

16. Suspension and Termination

SMRA may restrict, suspend or terminate an account or service where reasonably necessary because:

• membership is inactive or unpaid;
• the account is being misused;
• the user breaches these Terms or applicable rules;
• fraud, impersonation or security risk is suspected;
• the user interferes with voting, forms or Website operation;
• the user unlawfully uses personal information;
• SMRA is required to act by law or an authority; or
• the service is discontinued.

Where appropriate, SMRA will explain the reason and provide an opportunity to correct the problem before permanent action is taken.

Immediate restriction may be necessary where there is an urgent security, safety, legal or election-integrity risk.

Suspension or termination of Website access does not automatically require SMRA to delete records that must be retained for legal, financial, governance, security or legitimate administrative reasons. Data retention is explained in the Privacy Policy and Data Protection Notice.

17. Liability

17.1 Rights That Are Not Excluded

Nothing in these Terms excludes or limits liability for:

• death or personal injury caused by negligence;
• fraud or fraudulent misrepresentation;
• breach of rights that cannot lawfully be excluded;
• failure to provide paid services with the standard required by applicable law; or
• any other liability that cannot legally be excluded or limited.

Nothing in these Terms affects mandatory statutory or consumer rights.

17.2 Reasonable Scope of Responsibility

SMRA is responsible for loss or damage that is a reasonably foreseeable result of its breach of these Terms or failure to use reasonable care.

Subject to the rights above, SMRA is not responsible for loss caused by:

• incorrect or incomplete information supplied by the user;
• failure to keep account credentials secure;
• third-party systems outside SMRA’s reasonable control;
• independent external websites or providers;
• events outside reasonable control;
• use of scientific information as individual medical advice;
• unauthorised scraping, misuse or redistribution by another user; or
• a user’s breach of these Terms.

17.3 Professional or Business Use

Where the Website is used mainly for professional, institutional or business purposes, SMRA will not be responsible for indirect or consequential loss that was not reasonably foreseeable, including loss of profit, revenue, opportunity, reputation or business data, except where such liability cannot lawfully be excluded.

17.4 Empirical Cultures Ltd

Empirical Cultures Ltd provides technical services on SMRA’s instructions and is not responsible for SMRA’s membership, governance, scientific-content or election decisions.

Nothing in these Terms excludes responsibility that Empirical Cultures Ltd may have for its own unlawful acts, negligence or obligations where liability cannot legally be excluded.

18. Privacy and Cookies

Use of personal information is explained in the:

• Privacy Policy and Data Protection Notice; and
• Cookie Policy.

Those documents form part of the information governing use of the Website.

The Privacy Policy explains:

• SMRA’s role as Data Controller;
• Empirical Cultures Ltd’s role as Data Processor;
• what information is collected;
• how it is used and protected;
• retention;
• international transfers; and
• individual data-protection rights.

19. Changes to These Terms

SMRA may update these Terms to reflect:

• changes in law or regulation;
• new or changed Website services;
• security requirements;
• membership, nomination or election processes;
• changes in service providers; or
• clarifications that improve transparency.

The current version and date will be displayed at the top of this page.

Where a change is material, SMRA will seek to notify affected registered users through the Website, My Account area or email before or when the change takes effect.

Changes will not be applied retrospectively in a way that unfairly removes an accrued right, unless required by law.

20. Governing Law and Disputes

These Terms will be interpreted under the governing law confirmed by SMRA in the final approved version.

Nothing in this section removes any mandatory protection or right to bring proceedings in a court that applies under the law of the country in which an individual is ordinarily resident.

If a disagreement arises, users should first contact SMRA at contact@society4mra.org so that the matter can be reviewed and, where possible, resolved informally.

These Terms do not prevent either party from using an available court, regulator, supervisory authority or alternative dispute-resolution process.

21. General Provisions

21.1 Entire Agreement

These Terms, together with the Privacy Policy, Cookie Policy and any specific terms presented for a membership, event, nomination, election or purchase, form the agreement relating to the relevant Website service.

21.2 Severability

If a court or authority finds part of these Terms invalid or unenforceable, the remaining provisions will continue to apply where legally possible.

21.3 No Waiver

If SMRA does not immediately enforce a provision, this does not mean that SMRA permanently gives up the right to enforce it later.

21.4 Transfer of Responsibilities

SMRA may appoint or replace technical, registration, payment, hosting or administrative service providers where reasonably necessary.

Any transfer of contractual responsibilities that materially affects users will be handled in accordance with applicable law and communicated where appropriate.

21.5 Headings

Headings are included to make these Terms easier to read and do not change their legal meaning.

22. Related Documents

• Privacy Policy and Data Protection Notice
• Cookie Policy
• SMRA Bylaws

Specific registration, conference, nomination or election pages may include additional rules and deadlines.

23. Contact Us

Questions about these Terms, Website access, membership, nominations, elections or account services should be sent to:

Society for Magnetic Resonance Angiography (SMRA)
Email: contact@society4mra.org