We comply with relevant data protection law. The personal information we hold about you must be:
- Used lawfully, fairly and transparently
- Collected only for valid purposes that we have explained to you and not used in any way that is incompatible with those purposes
- Relevant to the purposes we have told you about and limited only to those purposes
- Accurate and kept up to date
- Kept only as long as necessary for the purposes we have told you about
- Kept securely
Your privacy is protected by law under the UK General Data Protection Regulation. We can only use personal information when we have a legitimate reason for doing so. This might be:
- To fulfil a contract we have with you (this is our primary reason)
- When we have a legal duty
- When it is in our legitimate interest
- When you consent to it
We require certain personal information to fulfil the contract between us and IPA members. The information we will normally collect includes:
- Full name
- Date of birth
- Gender
- Address
- Contact number
- Email address
- Employer
- Type ratings
- Bank details
We do not share your details with any third parties other than to facilitate the continuation of your membership, and we do not send marketing materials to our members. We send a quarterly newsletter to all members and will use your information to do this.
How we use your personal information:
The following is a non-exhaustive list of examples:
- Address – For the purposes of targeting certain geographic areas to attract members (e.g. AGM locations or employment law workshops)
- Age – To monitor the demographic of our membership
- Gender – To monitor diversity
- Employer – To monitor trends within the industry and ensure effective communication with members on company-specific issues
We will not share any of these details with any third parties, unless required to fulfil the contract between us and IPA members or required by law. Where litigation (employment tribunal or court of law) is advanced on your behalf, we cannot act without using the personal information you provide to us, and you will be required to complete an Authority to Act form.
We do not envisage we will use your personal information to make automated decisions. Should this change, we will amend this policy accordingly and advise you.
Sending data:
We will only send data outside the UK where we have your consent to do so.
If you choose not to give personal information:
We need to collect certain personal information to enable us to provide the services available to you as an IPA member. If you choose not to give us, or do not keep us updated with, this personal information, it may delay or prevent us from meeting our obligations to you. It may mean that we cannot provide the services available to you as part of your membership. Failure to provide us with or keep us updated with personal information may result in you missing crucial information relating to your employment/employer or the IPA.
Marketing:
We do not undertake direct marketing. As an IPA member, you may be eligible for benefits, discounts or products. On joining the IPA, you will be advised of membership benefits and the providers. Unless specific consent is received for us to contact any provider on your behalf, you will be required to make direct contact with any third party necessary to provide a benefit or product to an IPA member.
How long we keep your personal information:
We will keep your information for the duration of your IPA membership. Should you no longer be a member, we may keep your data for up to six years for the following reasons:
- To be able to respond to questions or complaints about your membership
- To evidence that you have been treated fairly in our dealings with you
- To maintain any records according to any rules that apply to us
Obtaining a copy of your personal information:
You can make a subject access request (right of access) by contacting the IPA office at 38-42a South Road, Haywards Heath, West Sussex, RH16 4LA. This will not normally incur a charge. We reserve the right to make a reasonable charge should we consider your request is unnecessarily onerous or to refuse the request if we have legitimate grounds for doing so.
Incorrect information:
If you think we may hold incorrect or incomplete information about you, please let us know.
Changes to the use of your personal information:
In certain circumstances you have the right to:
- Request erasure of your personal information where there is no good reason for us to continue processing it.
- Object to processing of your personal information where we are relying on a legitimate interest and there is something about your situation that makes you want to object to processing on this ground. We do not undertake direct marketing; however, if we decide to do so in the future, you can also object to us processing your personal information for direct marketing purposes. You will be notified separately of changes to this policy if direct marketing becomes applicable.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend processing of personal information about you.
- Request the transfer of your personal information to another party.
There may be legal reasons for us to retain your personal information even if you are no longer an IPA member. Please contact us if you wish to change the use of your personal information.
How to withdraw your consent:
If you have been required to provide your consent to us collecting/processing your personal information, that consent may be withdrawn at any time. Please contact us should this apply to you. Please bear in mind that withdrawing consent may result in us not being able to provide certain services.
Complaints:
If you have a complaint about how we have used your personal information, you can contact us at 38- 42a South Road, Haywards Heath, West Sussex, RH16 4LA. You may also make a complaint to the Information Commissioner’s Office.
Cookies:
By using our website you agree to the use of cookies. We may also use analytical tools to collect data through our website on an anonymised basis. No individual using our website can be identified through these analytics, therefore none of the data gathered would constitute personal information. Please note that you do not have to accept cookies.
Links through our website:
Our website may contain links to other websites. Once you leave our website, we have no control and cannot be held responsible for any privacy or security issues that may arise by using another website.
Where personal data is stored:
Personal data stored electronically is held on our secure servers and protected by appropriate security measures. Where personal data is held manually, all IPA staff are subject to obligations to maintain the security of that personal data. Debit or credit cards details provided to us are encrypted.
