This privacy notice is intended to provide transparency regarding what personal data the Guild may hold about you, how it will be processed and stored, how long it will be retained and who may have access to your data.
Personal data is any information relating to an identified or identifiable living person (the data subject). An identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number or factors specific to the physical, genetic or mental identity of that person, for example.
Why the Guild collects your personal data
Personal data may be collected from you via the membership enrolment process or your participation in Guild activities.
Your personal data is collected and processed for the purposes of and in connection with the functions that the Guild performs, including
- Managing your membership
- To contact you about activities, events, surveys and information that may be of interest to you
The Guild as data controller
The Guild is the data controller in respect of any personal data it holds concerning members of the Guild.
Legal basis for processing
The GDPR requires that data controllers and organisations that process personal data demonstrate compliance with its provisions. This involves publishing our basis for lawful processing.
As personal data is processed for the purposes of the Guild’s functions, HEE’s legal bases for the processing of personal data as listed in Article 6 of the GDPR are as follows:
- 6(1)(a) – Consent of the data subject
- 6(1)(b) – Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract
- 6(1)(c) – Processing is necessary for compliance with a legal obligation
- 6(1)(e) – Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
We may seek your consent for some processing activities, for example for sending out invitations to you to training events and sending out material from other government agencies. If you do not give consent for us to use your data for these purposes, we will not use your data for these purposes, but your data may still be retained by us and used by us for other processing activities based on the above lawful conditions for processing.
How we protect your personal data
The Guild of Medical Ringer’s processing of all personal data complies with the General Data Protection Regulation principles.
The personal data we hold may be held as an electronic record on data systems managed by The Guild or as a paper record. These records are only accessed, seen and used as required and/or permitted by law by Guild Officers who need access to personal data so they can perform their Guild functions.
The security of the data is assured through the implementation of The Guild’s policies on information governance management.
We make every effort to keep your personal information accurate and up to date, but in some cases we are reliant on you as the data subject to notify us of any necessary changes to your personal data. If you tell us of any changes in your circumstances, we can update the records with personal data you choose to share with us.
We will keep personal data for no longer than necessary, in line with our records management policy, and the NHS records retention schedule within the NHS records management code of practice.
Sharing personal data
We shall not share your personal data with other organisations.
Right to rectification and erasure
The GDPR extends and strengthens your rights as a data subject. Under the GDPR you have the right to rectification of inaccurate personal data and the right to request the erasure of your personal data. However, the right to erasure is not an absolute right and it may be that it is necessary for the Guild to continue to process your personal data for a number of lawful and legitimate reasons.
Right to object
You have the right in certain circumstances to ask the Guild to stop processing your personal data in relation to any Guild service. As set out above, you can decide that you do not wish to receive information from the Guild about matters of the Guild. However, the right to object is not an absolute right and it may be that it is necessary in certain circumstances for HEE to continue to process your personal data for a number of lawful and legitimate reasons.
If you object to the way in which the Guild is processing your personal information or if you wish to ask the Guild to stop processing your personal data, please contact the Guild Secretary. firstname.lastname@example.org
It is important that you work with us to ensure that the information we hold about you is accurate and up to date so please use the functions of the Guild website or inform the Guild Secretary if any of your personal data needs to be updated or corrected.
Many communications from the Guild will be by email. It is therefore essential for you to maintain an effective and secure email address or you may not receive information from the Guild.