IPEM Membership Applicants
How we collect your data
We collect data about you in a variety of ways, starting at the point of recruitment where we will collect the data from you directly via an application form and supporting documents. 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 to us may be used in a number of ways
• To administer your application for membership.
Legal basis for processing
We process your personal data under the legitimate interest basis for processing.
Legitimate Interest
Applicants expect this processing to take place so that they can be admitted to Membership.
Data retention period
We will keep hard or scanned copies of your application form, while you remain an IPEM member plus 2 years; or if you are not successful for a period of 2 years.
In addition we will keep a record of your personal details, membership and financial history on our CRM database while you remain an IPEM member; or if you have any other relationship with IPEM (e.g. customer) until we have no longer a legal basis for processing this data.
Categories of personal data
We will keep the following categories of personal data:
Personal Details
• Name
• Post Nominals
• 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 to become a member 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.
Membership Information
• Membership Application Form & Supporting Documents
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 Membership Registrars ((IPEM Volunteers)
We share your name, the name of your employer, your professional information (e.g. your registration information) and your supporting application documentation (e.g. your report of training and experience and your verified certificates) with Membership Registrars so that they can assess your application for membership and applications for membership re-grading.
With our IT Software & IT Support Service Providers
We share your personal data that we hold with our IT providers and IT support Service Providers to ensure that you get the best possible service.