Science Council Registrants
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, including but not limited to: your annual CPD return and the annual renewal process.
Purposes of the processing
• To administer your application for a Science Council registration
• To administer the Science Council’s CPD scheme
• To administer the annual renewal of your registration
• To send you updates from the Science Council regarding your registration and registration activities of the Science Council.
• To contact you about and administer complaints.
• To contact you about and administer disciplinary conduct hearings
Legal basis for processing
We process personal information, with the exception of financial information under the legitimate interest basis for processing.
Financial information is processed under the legal basis for processing.
The Legitimate Interest
Registrant’s expect this processing to take place so that they can attain and keep the registered status.
Data retention period
We will keep hard or scanned copies of your application form, while you remain a Science Council Registrant plus 2 years, however, if your application was part of your IPEM membership application, we will keep this while you remain a member of IPEM plus 2 years.
We will keep electronic copies of your CPD declaration and your CPD summary form (if selected for audit) for the current year and the previous two years
We will keep an electronic record of your Science Council registration, invoices and payment records on our CRM system while you remain a member of IPEM plus 2 years: or if you have any other relationship with IPEM (e.g. customer) until we have no longer a legal basis for processing this data.
We will keep a record of your financial transactions on our finance system for a period of 6 years to meet our legal obligations
Categories of personal data (In addition to IPEM Membership Details)
• Registration history
• Registration application forms & supporting documents
• Registration invoices and payment information
• CPD declaration history
• CPD summary form. (if selected for audit)
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 Science Council
We share your name, date of birth, gender, and email address and membership number if you have applied for a Science Council Registration, so that they can add you to the Register.
We also share the outcomes of any membership professional conduct proceedings concerning you as this may affect your Science Council Registration.
We also share a sample of applications and supporting documents; and CPD returns to the Science Council as part of the our Licence Review, so that the Science Council can be assured that the registration standards are being met.
With Science Council Registration Assessors (IPEM Volunteers)
We share your application and supporting documents for your application with the Science Council Registration Assessor(s) so that they can check that you meet the criteria for registration.
With IPEM’s CPD Audit Panel (IPEM Volunteers)
We share your CPD Returns and supporting documents with the IPEM CPD Auditors so that they can check that you meet the standard required.
With our Marketing and Bulk Email Provider
We share your name and preferred email address with our e-mail marketing provider, so that we can send you updates regarding your registration and news about the Science Council.
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.