IPEM CPD Scheme Subscribers

How we collect your data
We collect data about you in a variety of ways, starting at the point of application where we will collect the data from you directly. You have the opportunity to add to this base data, either using our website portal or contacting the office. We also update this data through your subsequent contact with us, including but not limited to the annual declaration process and audit.

Purposes of the processing
Personal information which you supply will be used to:
• To administer your application for CPD
• To administer the CPD annual declaration
• To administer the annual CPD audit
• To send you updates on the CPD Scheme.

Legal basis for processing
CPD Scheme Subscribers consent to this processing taking place.

Data retention period
We will keep hard or scanned copies of your application form, while you remain on the CPD Scheme plus 2 years, however, if your application was part of your IPEM membership application, we will keep this while you remain a member of IPEM plus 2 years.
We will keep electronic copies of your CPD declaration and your CPD summary form (if selected for audit) for the current year and the previous two years. We will keep an electronic record of your CPD annual return, audit records, invoices and payment records on our CRM system while you remain a CPD Scheme Subscriber plus 2 years: or if you have any other relationship with IPEM (e.g. IPEM member) until we have no longer a legal basis for processing this data.

Categories of personal data
Personal Details
• Name
• Home Address
• Work Address
• Home Email Address
• Work Email Address
• Home Telephone Number
• Work Telephone Number
• Mobile Telephone Number
• Employer Name
• Employer Address
• Date of Birth
• Gender
• Professional Information (optional)
• Interest Information (optional)

CPD Information
• CPD Application Form
• CPD Annual Declarations.
• CPD Summary Forms
• CPD Invoices and Payment
• CPD Audit Results

Sharing and disclosure of personal information

We will ask you for some special category personal data when you subcribe to the CPD scheme such as your ethnic origin, details of any disabilities, your religion or belief , your sexual orientation and gender identity as well as data which will give us information on social mobility and caring responsibilities.

It is not mandatory that you provide this data and you can choose what personal data you want to share.  The legal basis for this collection is your consent and we will use this data for diversity and inclusion monitoring and analysis.

Data Security

Only very few designated named people in the national office will have access to the special category data and they have signed data confidentiality agreements.  We will only share completely anonymised reports with other groups (for example workforce reports) and at no point will an individual answer be recognisable. 

Who we share your data with
We share some of your data with other organisations and individuals who process data on IPEM’s behalf (Data Processors). The use of the data we share is strictly limited, by contract, to those purposes

With IPEM CPD Auditors (IPEM Volunteers)
We share your CPD summary forms with the IPEM CPD Auditors

With the Science Council (if a Science Council Registrant)
Any negative results for Science Council Registrants are shared with the Science Council

With the Engineering Council (if an Engineering Council Registrant)
Any negative results for Engineering Council Registrants are shared with the Engineering Council

With the RCT (if a RCT Registrant)
Any negative results for RCT Registrants are shared with the RCT Management Panel.

With our Marketing and Bulk Email Provider
We share your name and preferred email address with our e-mail marketing provider, so that we can send you CPD scheme updates.

With our IT Software & IT Support Service Providers
We share your personal data that we hold with our IT and IT support Service Providers to ensure that you get the best possible service.