IPEM External Representatives

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.

Purposes of the processing
Personal information which you supply will be used to:
• To keep a history of IPEM’s External Representatives
• To pay expenses

Legal basis for processing
We process your personal data under the legitimate interest basis for processing, except financial data, which is processed under the legal basis for processing.

Legitimate Interest
External representatives expect this processing to take place so that they can achieve the objectives of the external group and have their expenses paid by IPEM.

Data retention period
We will keep an electronic record of your external representation for IPEM in perpetuity, for historical purposes.
We keep a copy of any reports that you have submitted in accordance with our document retention policy.
We will also keep your expense claims and a record of your financial history (expenses paid) on our finance system for 6 years in accordance with our legal obligations.

Categories of personal data
Personal Details
• Name
• Email address
• Role
• Term of Office
• Expense Payments

External Representatives Information
• Reports to IPEM Committees on progress
• Details of external group
• Details of expense claims

Sharing and disclosure of personal information (members)

We will also ask you for some special category personal data when you apply 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 the External Group
We share your email address with members of the external groups so that they can send you details of meetings, agendas, papers and minutes.

With the IPEM Members
We share your reports with IPEM committees and members

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.