People who apply for IPEM awards and grants
How we collect your data
We collect data about you in a variety of ways, starting at the point where you apply for an award or grant, 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 communicate with you regarding the grant/award
• To pay grants and awards
• To pay any expenses
Legal basis for processing
We process your information, with the exception of financial information under the legitimate interest basis for processing.
We will process your financial information under the Legal basis for processing
Legitimate Interest
People who apply for IPEM grants/awards expect this processing to take place so that they can tell people about their award/grant.
Data retention period
We will keep a paper/scanned copy of your application until the award decision has been made. If you are successful we will keep the application until both parties have completed their obligations regarding the award, in addition we will keep limited information your name, the year of the award and the name of the award in perpetuity.
We will keep minimum details of your grant/award on our CRM database/website in perpetuity as this forms part of the history of IPEM.
We will also keep your expense claims and grant /award payments and a record of your financial history (payments) on our finance system for 6 years in accordance with our legal obligations.
Categories of personal data
We will keep the following 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
Grant/Award Details
• Name of Award
• Date of Award
• Amount of Award
• Bank Details for payment of award
Sharing and disclosure of personal information
We will also ask you for some special category personal data when you apply for an award or a grant 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 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 the General Public
We share limited personal data (name, job title, employer, the name and date of the grant/award) via the IPEM website and other communications media.