IPEM Professional Contributors (IPEM Volunteers)

How do 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 administer professional contributions
• To send you documents to process
• To keep a history of IPEM’s volunteers
• To pay expenses.

Legal basis for processing
We process your personal data under the legitimate interest basis for processing.

Legitimate Interest
Professional contributors expect this processing to take place so that they can receive paperwork associated with their role at IPEM

Data retention period
We will keep an electronic record of your contributions for IPEM in perpetuity, for historical purposes.
We keep a copy of any documents you have reviewed 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
• Name
• Email address

Contributors Information
• Name of Group
• Details of Role
• Details of Term
• Expense Payments

Sharing and disclosure of personal information

We will also ask you for some special category personal data when you apply to become a volunteer 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 IPEM Members
We share your reports with IPEM committee 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.