IPPA GDPR POLICY

Personal Information IPPA will collect

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• Name

• Gender

• Date of Birth/Age

• Mobile phone number

• Email address

• Profession/Occupation

• Organisational Affiliation/Professional Body

• Educational Establishment (if relevant)

• Areas of interest in mental health

• Involvement of any Current Projects

• Publications

• How you heard about us

• IPPA Events attended

 

 

How IPPA will store your Personal Information

 

Storage methods

• Paper: written notes, agenda, meetings and discussions. Afterwards, these will be typed and stored securely on the private and secure IPPA Google Drive.

• Smartphone/mobile technology: IPPA will store your contact information in a Microsoft Excel Membership Database that backs up to the IPPA private and secure Google Drive. Only the Chairwoman, Social Media Officer and Communications Officer have access to Google Drive. This information is key as it allows us to contact you in case of emergencies, but keeps from revealing this information to other applications via the security of Google Drive.

• Email/SMS/WhatsApp: your email address and correspondence will be stored in the IPPA email account (currently GMail) by nature of you contacting me, or subscribing via the subscribe button on the IPPA website. Your telephone number may be stored in the SMS or WhatsApp app of IPPA media officers, should we exchange messages this way. Electronic correspondence will also be held by the corresponding app (Gmail, Phone's SMS, WhatsApp).

• Website: none of your personal information is stored on the IPPA website, other than to momentarily collect & send it to the IPPA Gmail account for the purposes of our initial contact via the subscription button. After subscription, an email will be sent that allows interested parties to fill out a membership form which will then be kept as part of the membership database, securely on Google Drive.

 

Documents held

• Membership Form

• Email/SMS/WhatsApp communications

• Eventbrite ticket information (no debit card details will be passed on to us from Eventbrite, only your email address)

 

 

How IPPA may Process/Share your Personal Information

 

Persons with access

IPPA Chairwoman, Social Media Officer and Communications Officer will have access to your membership information and personal information outlined above.

If you are part of the Whatsapp IPPA group or attend any event, then all members in the group will have access to any information you share within the group chat or event including photos, profile pictures, etc.

 

Emergencies

If your health is in jeopardy, for example, whilst attending an IPPA event, IPPA may share your contact information with emergency services. If IPPA has become aware of your intent to cause harm to another person/organisation (e.g. terrorism), the law may require that IPPA inform an authority without seeking your permission. In such a situation, the law may require that IPPA share your personal information without your knowledge (known as whistle-blowing).

 

Erasing your Information

You may email us at info@ippa.org.uk at any time to request for your information to be removed from our databases.

 

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Your Rights

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You have the following rights

• To be informed what information IPPA hold (see above).

• To see the information IPPA hold about you.

• To rectify any inaccurate or incomplete personal information.

• To withdraw consent to me using your personal information.

• To request your personal information be erased.

 

Your responsibilities

When you join IPPA we ask members to respect the confidentiality of others, i.e. information shared within the IPPA WhatsApp group chat, or that which is shared during IPPA events. Anyone found in breach of this confidentiality may be removed from the association.

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Latest version: 23rd May 2018