Our privacy policy

Everything you need to know about our privacy policy

This privacy notice gives you a comprehensive overview about how we handle data at Independent Health Professionals' Association (IHPA), including information we may collect from our members. We talk in detail about the information we hold, what we do with this data and when we may share it outside of IHPA (and with whom). You can read more about your rights around data and contact us as well.

We respect individuals’ rights to privacy and to the protection of personal information. The purpose of this Privacy Notice is to explain how we collect and use personal information in connection with our business. “Personal information” means information about a living individual who can be identified from that information (either by itself or when it is combined with other information).

We may update our Privacy Notice from time to time. When we do we will communicate any changes to you and publish the updated Privacy Notice on our website. We would encourage you to visit our website regularly to stay informed of the purposes for which we process your information and your rights to control how we process it.

Information we collect about you

We collect information about you when you provide it to us, when you use our Services. We collect and process various categories of personal information about you when you interact, correspond or enter into a Transaction with us whether by telephone, by electronic mail or by submitting the information through our websites or service applications eg Telegram messenger chat forum. We do this at the start of, and for the duration of, your relationship with us. We will only ask for the information required for the Transaction and handle it in accordance with the United Kingdom's Data Protection legislation.

Information you provide to us

We collect the following categories of information about you when you input it into the services or otherwise provide it directly to us.

Account and Profile information

including name, email address, professional registration body and registration/personal identification number

Content you provide through our products and services

This content includes any information about you that you may choose to include on your membership profile on the website, posts in the Telegram chat groups, feedback, surveys and email.

 

Information which we collect automatically when you use the services

We collect information about you when you use our Services, including browsing our websites and taking certain actions within the Services.

Online profile and social media information and activity

based on your interaction with us and our websites and applications, including for example, your login information, Internet Protocol (IP) address, smart device information, location coordinates, online and mobile website authentication, mobile phone network information, searches and website visits

Cookies and Other Tracking Technologies

IHPA and our third-party partners (Google, Mailchimp, Paypal, Mailgun and IPSE), such as our advertising and analytics partners, use cookies and other tracking technologies (e.g., web beacons, device identifiers and pixels) to provide functionality and to recognize you across different Services and devices. For more information, please see our Use of Cookies Notice, which includes information on how to control or opt out of these cookies and tracking technologies.

What we do with the data

The purposes for which your information may be used

We will only use and share your information where it is necessary for us to carry out our lawful organisational activities.  We want to ensure that you fully understand how your information may be used. We have described the purposes for which your information may be used in detail below.

Consent

We may process your information when you agree for us to do so. This may include processing to:

  • Identify you as a member of IHPA
  • Communicate with you

See more information here

Contractual necessity

We may process your information where it is necessary to enter into a contract with you for the provision of our products or services or to perform our obligations under that contract. Please note that if you do not agree to provide us with the requested information, it may not be possible for us to continue to operate your membership account and/or provide products and services to you. This may include processing to:

  • Assess and process applications for membership
  • Develop, manage and maintain our relationships with you and for ongoing membership service.
  • Communicate with you

See more information here

Legal Obligation

When you apply for membership service (and throughout your relationship with us), we are required by law to collect and process certain personal information about you. Please note that if you do not agree to provide us with the requested information, it may not be possible for us to continue to operate your membership account and/or provide products and services to you. This may include processing to:

  • Confirm your identity to assess eligibility to our services and to the extent allowed by law for such purposes
  • Deliver mandatory communications to customers such as updates to terms and conditions
  • Investigate and resolve complaints
  • Conduct investigations into breaches of conduct by our members
  • Manage contentious regulatory matters, investigations and litigation
  • Perform assessments and analyse membership data for the purposes of managing, improving and fixing data quality
  • Share data with police, law enforcement, tax authorities or other government and fraud prevention agencies where we have a legal obligation to do so and complying with production and court orders

See more information here

Legitimate Interest

On occasion we might have to retain some data related to a user to protect the legitimate interests of our membership. An example is retaining the email address, on a blacklist, of former members who for whatever reason we have had to exclude from accessing our membership forum.

See more information here

Sharing your data outside IHPA

We will only use and share your information with third parties in the following circumstances:

  • where we have your express permission to do so
  • where we are required by law and by law enforcement agencies or judicial bodies
  • where we use a third party to provide you with a service eg PayPal payment portal, MailChimp and Mailgun for newsletter email services, IPSE for membership records and services

You might provide personal information directly to third parties as a consequence of your interactions with our website and other services offered by us. For example, our website may contain content and links to other third-party websites, plug-ins, and applications that are operated by third parties that may also operate cookies. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We don't control these third party websites or cookies, we are not responsible for their privacy statements, and this Privacy Policy does not apply to them. Please check the terms and conditions and privacy policy of the relevant third party website to find out how they collect and use your information.

Your rights

We want to make sure you are aware of your rights in relation to the personal information we process about you. Below, we describe those rights and the circumstances in which they might apply.

Access to your personal information

You have a right to get access to the personal information we hold about you.

If you would like a copy of the personal information we hold about you, please email infogov@ihpa.org.uk.

Change inaccurate personal information

You have a right to rectification of inaccurate personal information and to update incomplete personal information.

If you believe that any of the information that we hold about you is inaccurate, you have a right to request that we restrict the processing of that information and to rectify the inaccurate personal information.

We have provided tools on your website profile to manage this.

Request that we delete your information

You have a right to request that we delete your personal information.

You may request that we delete your personal information if you believe that:

  • we no longer need to process your information for the purposes for which it was provided
  • we have requested your permission to process your personal information and you wish to withdraw your consent; or
  • we are not using your information in a lawful manner

Please note that if you request us to delete your information, we may have to suspend the operation of your membership account

Request us to restrict the processing of your information

You have a right to request us to restrict the processing of your personal information.

You may request us to restrict processing your personal information if you believe that:

  • any of the information that we hold about you is inaccurate
  • we no longer need to process your information for the purposes for which it was provided, but you require the information to establish, exercise or defend legal claims; or
  • we are not using your information in a lawful manner

Please note that if you request us to restrict processing your information, we may have to suspend the operation of your account and/or the products and services we provide to you.

Object to the processing of your personal information

You have a right to object to us processing your personal information (and to request us to restrict processing) for the purposes described.

Depending on the circumstances, we may need to restrict or cease processing your personal information altogether, or, where requested, delete your information. Please note that if you object to us processing your information, we may have to suspend the operation of your membership account and/or the products and services we provide to you.

Object to direct marketing

You have a right to object to direct marketing.

You have a right to object at any time to processing of your personal information for direct marketing purposes, including profiling you for the purposes of direct marketing. You can unsubscribe from any of the emails at any time.

Withdraw consent

You have a right to withdraw your consent.

Where we rely on your permission to process your personal information, you have a right to withdraw your consent at any time. We will always make it clear where we need your permission to undertake specific processing activities.

Make a complaint

You have a right to lodge a complaint with the regulator.

If you wish to raise a complaint on how we have handled your personal information, you can contact us via email infogov@ihpa.org.uk and we will investigate the matter. We hope that we can address any concerns you may have but, in the event that we cannot, you can always contact the Information Commisioner's Office (ICO) https://ico.org.uk 

 

Further information on data privacy

Please direct enquiries to privacy@ihpa.org.uk

 

Last updated 7 March 2019