Privacy notice: Online Pouch Meetings

Summary

When you attend one of our online internal pouch meetings, we use a certain amount of personal data. We respect your personal data and take its security very seriously.

  • We respect your personal data and take its security
  • We only hold what data we need for the purpose for which we obtained it.
  • We delete your data when it has reached the end of its retention period.
  • You have privacy rights.
  • We are happy to answer your questions. Our contact details can be found at the end of this notice.

What data we hold and process

When you register to attend one of our online internal pouch meetings we collect the following:

  • IP Address (where advance registration is required through IA’s website)
  • Name and Email
  • Reason for joining: If you have had/or considering pouch surgery (optional)
  • Membership group, if IA membership held

How we use your personal data

References to the legal basis for processing of your personal data (e.g. “(Basis: Art. 6(f).)”) are a reference to the article of the General Data Protection Regulation. Each piece of personal data that we process must have a legal basis.

Before the meeting, we will use your name and email address to correspond via email with you following registration to confirm your registration and to provide you with details to join the online meeting. We will use your reason for joining (e.g. had/considering pouch surgery or supporting someone who has), where provided, to help us direct the content and conversation within the meeting to provide the right level of support to everyone. We will not use this information on the call directly to identify you or your reason for joining unless you choose to share this information in the meeting more widely.

During the meeting, we will refer to you by the chosen name used at the point of joining the online meeting which will be visible to everyone else in the meeting, along with your image, if you choose to use your camera. Any further personal information shared during the meeting will be because you have chosen to share it and you acknowledge that this information will also be available to everyone else in the meeting.

After the meeting, we will use your data to help us identify numbers registering and attending these events, their reason for joining and membership group, to help with our strategic planning. We will keep this information for up to a year post meeting to help us identify trends in people joining and their reason, this will inform us of the numbers attending and indicative geographic location over a period of time. Your name and email will not be associated with any information we share more widely in terms of numbers in attendance, reason, or location and therefore you will not be personally identifiable.

(Basis: Art. 6(a): consent given to processing personal data by registering to attend the event, 9(2(a): you have given explicit consent to the processing of your personal data that reveals your health.)

Your data and transfers outside of the EEA

We do use systems whose servers are outside the EEA. In most cases adequate safeguards are in place either via EU-US Privacy Shield Framework or EU Model Contracts. We are addressing systems which do not yet have sufficient safeguards.

Your rights

You have rights in respect of our processing of your personal data which are:

  • To access to your personal data and information about our processing of it. You also have the right to request a copy of your personal data (but we will need to remove information about other people).
  • To rectify incorrect personal data that we are processing.
  • To request that we erase your personal data if:
    • we no longer need it;
    • if we are processing your personal data by consent and you withdraw that consent;
    • if we no longer have a legitimate ground to process your personal data; or
    • we are processing your personal data unlawfully
  • To object to our processing if it is by legitimate interest.
  • To restrict our processing if it was by legitimate interest.
  • To request that your personal data be transferred from us to another company if we were processing your data under a contract or with your consent and the processing is carried out automated means.

If you want to exercise any of these rights, please contact us using the details at the end of this notice.

Third parties

We do not transfer your personal data to third parties except the following:

  • We outsource our website management to a contracted third party who understands fully obligations regarding keeping personal data safe.

We have appointed a Data Protection consultant, and any issues regarding data protection or this fair processing notice should be addressed to them at dpo(at)iasupport.org. In the event of wanting further information about your Data Subject rights, or in the case of making a complaint, you can contact the ICO, the supervisory authority in the UK on 0303 123 1113. Or via the website here https://ico.org.uk.

Retention periods

This is the length of time that we will continue to process or store your personal data.

Server logs: one year

Registration logs: one year

Contact us

IA Danehurst Court
35-37 West Street
Rochford
Essex SS4 1BE

0800 0184 724
info@iasupport.org
www.iasupport.org