IPEM & IEL Trustees and Directors

How we collect your data
We collect data about you in a variety of ways, starting at the point where you apply to be a Trustee/Director where we will collect the data from you directly. We also update this data through your subsequent contact with us.

Purposes of the processing
Personal information which you supply will be used to enable us you to fulfil your duties of a Director/Trustee.

Legal basis for processing
We process your information under the legal requirement for processing for current Directors and Trustees and under legitimate interest for former Directors and Trustees

Legitimate Interest
We keep details of former Directors/Trustees for historical purposes.

Data retention period
We will keep an electronic record of your personal details on our CRM system in perpetuity to keep a history of IPEM.

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.
• Name of Employer
• Employer Address
• Date of Birth
• Gender
• Professional Information
• Interest Information

Sharing and disclosure of personal information

We will also ask you for some special category personal data when you apply for or become a Trustee or Director at IPEM 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 Charity Commission
We share you details with the Charity Commission so that we can meet our legal requirements.

With Companies House
We share you details with Companies House so that we can meet our legal requirements.

With our Survey Software Provider
We share your name and preferred email address to our survey provider, so that we can send you surveys regarding IPEM Membership, Workforce and other related items. The results of the survey will also be stored by our Survey Software Provider.

With our Mailing House Provider
We share your name and preferred membership address (Home or Work) with our mailing house so that Scope, our membership magazine, can be delivered to you.

With our Marketing and Bulk Email Provider
We share your name and preferred email address to our e-mail marketing provider, so that we can send you the newsletters; updates; details of up-coming meetings, conferences or events that you might be interested in ; and details of products or services that we think you might be interested in.

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.

With IPEM’s Banks and other Financial Institutions
We share you details with Banks and other Financial Institutions so that they can meet their legal requirements regarding anti-money laundering regulations.