What we need
Typically, Professional Associations Research Network (PARN) will be known as the ‘Data Controller’ of any personal data we collect. PARN may assume a role of a joint data controller or the ‘Data Processor’ (or joint data processor).
We only collect basic personal work related data about you as a part of its legitimate business interest. This does not include any special type of information or location based information. It does however include name, job title, organisation, contact numbers and email.
Personal data for purposes relating to recruitment and lay register are held with the agreement of the data subject and are subject to annual review when confirmation of the agreement from the data subject will be sought.
Why we need it
We need to know your basic personal data in order to provide you with notice writing and analysis services in line with your organisation’s PARN membership or other PARN service use. We will not collect any personal data from you we do not need in order to provide and oversee these services to you.
PARN has a legitimate business interest in processing data in order to be able to send invitations, newsletters and other correspondence with PARN members, prospective members and professional body staff.
For all new data sets captured by PARN (for example, new member primary and secondary contacts) consent will be sought prior to any marketing use.
What we do with it
All the personal data we process is processed by PARN staff here in the UK, however for the purposes of IT hosting and maintenance some of this information is located on servers outside the EU (cloud-based CRM system).
No third parties have access to your personal data unless the law allows them to do so.
We have a Data Protection regime in place to oversee the effective and secure processing of your personal data.
PARN works with the following third party agencies (all of whom comply with the requirements of GDPR) in order to process and handle its data: iMIS, MailChimp, Snap, Quick Books – privacy policies are available on request from the agencies (please contact PARN in the first instance).
How long we keep it
For personal data collected through financial transactions, we are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed or anonymised as appropriate.
Personal data on our Contact Database and lay member register
Information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information. Personal data collected in our surveys (which are commissioned either by PARN or PARN service users) is anonymised according to time frames stated in the survey and always within six years of collection. We collect personal data to enable follow up contact, such as to request interviews or provide respondents with a complementary summary of survey results.
Personal data in interview recordings and transcripts is anonymised on conclusion of the project.
Personal data in meeting notes (which may contain some personal data such as email) is anonymised on conclusion of the project.
Staff and ex staff personal data
We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed or anonymised as appropriate.
What we would also like to do with it
We would like to use your name and email address to inform you of our future offers and similar products. This information is not shared with other agencies or individuals and you can unsubscribe at any time via phone, email or our website.
What are your rights?
At any point you can request to see information we hold about you and have it corrected or deleted if necessary.
You have the following rights:
Right of access – the right to see any information that PARN holds about you – if you wish to see a copy of this then you should contact us and we will make sure that we respond within one month of your request being made.
Right of rectification – if any of the information we have about you is incorrect you have the right to request that this be corrected. You will need to let us know what it is that should be corrected and supply the correct information and PARN will endeavour to complete the correction within one month of receiving the instruction.
The right to be forgotten – you have the right to be removed completely from all our data systems. Again, we will endeavour to comply with your request within month from the original request.
Right to move data – this may result from the change of role or change of employer. We will supply the data in a mobile format to facilitate this and will comply with such a request within a month where possible.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).
If you have a complaint about the way PARN handles your personal data you can also contact our privacy office who will investigate the matter.
Our Privacy Officer is Robert Pitts and you can contact him at [email protected].