<< back

 

Privacy Notice

Email: ieoa.office@examofficers.org.uk

 

International Examination Officers’ Association (iEOA) Data Protection & Management Policy (incorporating GDPR)

 

Privacy notice for subscribers/those on our mailing list

 

THE PURPOSE OF THIS DOCUMENT

The iEOA is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about you during and after your working relationship with us in accordance with the General Data Protection Regulation (GDPR). It applies to all those who use our services and facilities.

 

The iEOA is a “data controller” which means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice which applies to all those on our mailing list. This notice does not form part of any contract to provide services. We may update this notice at any time.

 

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

 

DATA PROTECTION PRINCIPLES

We shall comply with data protection law which requires that the personal information we hold about you must be: (a) used lawfully, fairly and in a transparent way (b) collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes (c) relevant to the purposes we have told you about and limited only to those purposes (d) accurate and kept up to date (e) kept only as long as necessary for the purposes we have told you about (f) kept securely.

 

THE INFORMATION WE HOLD ABOUT YOU

Individual personal data (personal information) means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We shall collect, store, and use the following categories of personal information about you: [1] full name and address, telephone number(s) and email address(es) at which you wish to be contacted

[2] your position/job title and the organisation for which you work

[3] bank/credit/debit card details through which payment for services will be paid.

This data is held on the hard drive of the relevant PC/server (see Safeguarding Data below) and the gathering of such personal data is necessary for iEOA to provide information about events, meetings and speakers and other information of general interest to subscribers. Your name, email address, your position/job title and the organisation for which you work will be made available in hard copy to other participants at events, meetings unless you object to this.

 

COLLECTION OF YOUR PERSONAL INFORMATION

We collect personal information about those who wish to attend our events through Eventbrite and through direct contact with subscribers both actual and potential, such as those who have been referred to us.

 

USE OF INFORMATION ABOUT YOU

We shall use your personal information only as the law allows. Most commonly, we shall use your personal information in the following circumstances: (a) where we need to inform you about events, meetings or speakers (b) to ask you for any payment for attendance at events or meetings where this is required or to comply with a legal obligation (c) where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

 

We may also use your personal information in the following situations, which are likely to be rare: (a) where we need to protect your interests (or someone else’s interests) (b) where it is needed in the public interest [or for official purposes].

 

We need all the categories of information in the list above primarily to allow us to provide our services to you and to enable us to comply with legal obligations. In some cases we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests; this may include conducting data analytics studies to review and better understand subscribers’ wishes and preferences.

 

We shall use your personal information only for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose we shall notify you and explain the legal basis which allows us to do so. Please note that we may process your personal information without your knowledge or consent in compliance with the above provisions where this is required or permitted by law.

 

DATA SECURITY

We have put in place measures to protect the security of your information. These include appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed; limitation of access to your personal information to those employees, agents, contractors and other third parties who have a business need to know, who are subject to a duty of confidentiality; procedures to deal with any suspected data security breach of which we shall notify you and any applicable regulator of a suspected breach where we are legally required to do so. Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.

 

DATA RETENTION

We shall retain your personal information only for as long as necessary to fulfil the purposes for which we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.

 

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us. Under certain circumstances, by law, you have the right to: (a) request access to your personal information (commonly known as a “data subject access request”) which enables you to receive a copy of the personal information we hold about you and to check that we are processing it lawfully (b) request correction of the personal information that we hold about you so as to enable you to have any incomplete or inaccurate information we hold about you corrected (c) request erasure of your personal information which enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below) (d) object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground; you have the right also to object where we are processing your personal information for direct marketing purposes (e) request the restriction of processing of your personal information which enables you to ask us to suspend the processing of personal information about you, for example, if you want us to establish its accuracy or the reason for processing it (f) request the transfer of your personal information to another party; if you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the iEOA at ieoa.office@examofficers.org.uk

You will not have to pay a fee to access your personal information or to exercise any of the other rights. We may charge a reasonable fee, however, if your request for access is clearly unfounded or excessive or we may refuse to comply with the request in such circumstances. We may need to request specific information from you to help us confirm your identity and ensure your right to access the information or to exercise any of your other rights. This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

 

RIGHT TO WITHDRAW CONSENT

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact The Chair at the address above. Once we have received notification that you have withdrawn your consent we shall no longer process your information for the purpose or purposes you originally agreed to unless we have another legitimate basis for doing so in law.

 

CHANGES TO THIS PRIVACY NOTICE

We reserve the right to update this privacy notice at any time and will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information. If you have any questions about this privacy notice, please contact the iEOA email address above.

 

The iEOA team 08/05/2018