IPEM Working Group , Task & Finish Group and Committee Members
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 arrange committee meetings
• To circulate committee agendas, papers and minutes
• To keep a history of IPEM’s committee members
• To pay expenses
Legal basis for processing
We process your personal data under the legitimate interest basis for processing.
Legitimate Interest
Committee members expect this this processing to take place so that they can achieve the objectives of the committee.
Data retention period
We will keep an electronic record of your committee term in perpetuity on our CRM Database, this is to retain the history of IPEM.
In addition we will keep committee agendas, papers and minutes will be kept in accordance with the data retention policy for that committee.
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
Committee Information
• Committee Name
• Committee Role
• Term of Office
• Committee Application Form and Supporting Documents
• Committee Agenda, Papers and Minutes
Sharing and disclosure of personal information
We will ask you for some special category personal data when you become a contributer to an IPEM Working group or committee 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 other Members
We share you email contact details and the committee minutes with other members on the same committee. In some case we may share you name with all members, so that they know who is working on IPEM committee on their behalf
In addition committee minutes may be shared with other IPEM committees as required.
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 Members of the Public
We share your name, organisation and location with members of the public if the output of the working group is a report, book, guidance or any other attributable printed matter.