GDPR Privacy Notice

GDPR
Privacy Notice

GDPR Privacy Notice

The Commonwealth Pharmacists Association is the data controller of the personal data you provide to us. This means that it decides how your personal data is processed and for what purposes. We only collect basic personal data about you which does not include any special types of information or location based information. This does however include name, address, email, phone number.

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

Why we need your data

We need to know your basic personal data in order to provide you with on-going organisational updates and funding information and analysis services in line with this overall contract. We will not collect any personal data from you we do not need in order to provide and oversee this service to you.

What we do with your data

The Commonwealth Pharmacists Association complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes:

  • To administer membership records;
  • To fundraise and promote the interests of the charity;
  • To manage our employees and volunteers;
  • To maintain our own accounts and records (including the processing of gift aid applications);
  • To inform you of our news, events and activities;


What is the legal basis for processing your personal data?

  • Explicit consent of the data subject so that we can keep you informed about news, events and activities.
  • Processing is necessary for carrying out legal obligations in relation to Gift Aid or under employment law, or a collective agreement;
  • Processing is carried out by the Commonwealth Pharmacists Association: –
    • the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
    • there is no disclosure to a third party without consent.


How long we keep your 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. Your information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information.

When you make a donation or pay for your membership on our website, you will be directed away from our site to a third party site which will either be (at your choice) Worldpay or PayPal. We do not have sight of or access to any current or historic details of any credit card, debit card or similar payment information so none is retained by us.

E-newsletter

We use a third party provider, Mailchimp, to deliver our monthly e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see Mailchimp’s privacy policy.

Visitors to our website

When someone visits www.commonwealthpharmacy.org we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Cookies

We collect information about you and your use of this Site through the use of cookies. Cookies are small files that a Site can store on your computer’s hard drive for record-keeping or other administrative purposes. If you are concerned about the use of cookies, you can choose to enable a feature in your browser software that will erase cookies, block cookies or warn the user before cookies are stored or exchanged. However this will effect the functionality of the websites you visit. Details on how to remove or disable cookies for various browsers can be found here.

This is a list of cookies we use on the website:

tr class=”tableRow”>wfwaf-authcookie-<UNIQUE_ID>Wordfence12 hours

Cookie Name Used By Expires
_ga Google Analytics 2 years
_gid Google Analytics 24 hours
_gat_gtag_UA_18361531_1 Google Analytics 1 minute
__utma Google Analytics 2 years
__utmb Google Analytics 30 minutes
__utmc Google Analytics Session
__utmt Google Analytics 10 minutes
__utmz Google Analytics 6 months
wordpress_test_cookie WordPress Session
PHPSESSID WordPress Session
DYNSRV TSOHost Load Balancer Session
cookie_messsage_shown WordPress 1 year
wordpress_<UNIQUE_ID> WordPress Session
wordpress_logged_in_<UNIQUE_ID> WordPress Session
amember_nr aMember Pro Session

What we would also like to do with your data

We would however like to use your name and email address to inform you of our future offers and similar products. This information is not shared with third purposes and you can unsubscribe at any time via phone, email or our website. Please indicate below if this is something you would like to sign up to.

Please sign me up to receive details about future offers from admin@commonwealthpharmacy.org

Individuals applying for a grant provided by the Commonwealth Pharmacists Association

When individuals apply for a travel or research grant from the Commonwealth Pharmacists Association, they submit their information in an application form, provide details of their proposal and an outline of the research’s potential cost. Those who are awarded grants are asked to provide progress reports, a final report and final expenses. Any personal information that is provided in the application and during any research that has been awarded a grant, are used only for the purpose of reviewing the grant application and the ongoing administration and management of any grants that are awarded. We may also publish information about projects on our own website, including the amount of grant awarded and the recipient of the grant.

Job applicants, current and former Commonwealth Pharmacists Association employees

The CPA is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us at admin@commonwealthpharmacy.org.

What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. 

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t. 

Application stage

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.

You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

Assessments

We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by the CPA.

If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you should any further suitable vacancies arise.

Conditional offer

If we make a conditional offer of employment, we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

  • Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
  • Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
  • You will be asked to complete a criminal records declaration to declare any unspent convictions.
  • We will contact your referees, using the details you provide in your application, directly to obtain references
  • We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work. This is done through a data processor (please see below).

If we make a final offer, we will also ask you for the following:

  • Bank details – to process salary payments
  • Emergency contact details – so we know who to contact in case you have an emergency at work

Post start date

Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest. If you complete a declaration, the information will be held on your personnel file.

Your rights and your personal data 

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

  • The right to request a copy of your personal data which the Commonwealth Pharmacists Association holds about you;
  • The right to request that the Commonwealth Pharmacists Association corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for the Commonwealth Pharmacists Association to retain such data;
  • The right to withdraw your consent to the processing at any time
  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
  • The right to lodge a complaint with the Information Commissioners Office https://ico.org.uk/


Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 19 April 2018.

How to contact us

If you want to request information about our privacy policy, you can email us or write to:

The Commonwealth Pharmacists Association
66-68 East Smithfield
London
United Kingdom
E1W 1AW