This notice sets out how we, ‘The Pelvic Floor Society’ (TPFS) will use your personal data so we are transparent with you and you feel you are in control of your personal information.
Who are we?
For the purposes of the EU General Data Protection Regulations (GDPR) the controller of your personal data is TPFS. The Chair of TPFS has appointed the Membership Secretary (MS) as the data protection officer for all personal information held by TPFS.
What information do we hold?
In relation to any persons visiting our website no personal information is recorded or obtained during this process.
The personal data that we hold on you includes;
Your name and address
- Your date of birth
- Your qualifications
- Your work address
- Your telephone number
- Your email address
- Application form
- Your Curriculum Vitae
Why gather the information we obtain
We need to know your basic personal data in order to be able to communicate with you and where necessary to provide you with updates and information.
We will only collect any personal data from you that we need in order to carry out the following service for you;
To enable members to be part of TPFS
- To contact members regarding training, course, conferences and any national issues
We only store and process your personal data on the basis of our legitimate interests.
Who might we share your information with and for what purpose.
Members’ personal information is captured by way of a hard copy application form (and CV). This is sent directly to the Membership Secretary (MS) of TPFS via the Association of Coloproctology of Great Britain and Ireland (ACPGBI). After the application form has been processed, the secretary of the ACPGBI will delete the personal data of the applicant.
The Secretary of the ACPGBI will receive an electronic copy of the current members’ database held by the MS in the event of any vote which needs to take place for Executive Committee positions within the society. The ACPGBI Secretary will use this information for the purpose of administrating a vote for positions across the membership.
What does TPFS do with your personal information?
The MS retains the hard copies in a locked and secure location and adds the name, email address and place of work of an individual to an electronic database spreadsheet. This electronic master document is retained on the computer of the MS and is not shared with anyone else except; the Chair of TPFS and the Secretary of the ACPGBI as described above.
The Chair will receive an updated list of members to save on their personal computer purely as a back up file on a yearly basis. The Chair will not share this information or access it unless it is required or requested by the MS. When a new updated list is received the Chair will delete any old information immediately.
Personal Information and information held on a members CV is therefore exclusively retained by TPFS Membership Secretary. When a new MS takes up the role this hard copy information will be passed to the person who has taken that role. No copies will be made and no information including the electronic spreadsheet will be retained by the outgoing MS.
Information is therefore stored in two ways;
Hard copy application forms and CVs in a locked and secure location with MS
- A single electronic spreadsheet with limited information held by the MS (with back up copy given to Chair and in the event of a vote – with the ACPGBI)
Personal information in relation to names and address, dates of birth are retained by the MS and are not shared with other Committee members unless for a specific purpose and with the express permission of the member concerned.
Messages should be forwarded to the MS from such approaches so that members can engage or remain anonymous.
All email correspondence to members from any committee member relating to society business will be communicated as a ‘blind copy’ to ensure that any uncontrolled sharing of members email addresses is prevented. Annually the MS will review the email account used for correspondence to the membership and all and any emails not in current use will be deleted. This includes sent email records so that no unnecessary information is stored. As the ‘Data Protection Officer’, the MS will ensure that all Committee Members delete all and any unnecessary information they hold. This will be communicated as an action on an annual basis.
Retention and deletion of personal data.
Once a member has informed the MS that their membership is ending or will not be renewed, the Membership Secretary will delete all electronic records of the member. A full review of what information is held by the MS annually will take place prior to the AGM each year – no information about previous members will be retained in any format. The MS has responsibility to ensure that all records are fully up to date.
TPFS ‘Membership Secretary’ Contact
This is also the contact for any professional body who wishes to scrutinise the data control and process within the society.