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Wessex LMC Privacy Policy

Wessex Local Medical Committees (LMCs) is the statutory representative body for GPs and their Practices, operating across the counties of Dorset, Hampshire, the Isle of Wight, Bath and North East Somerset, and Wiltshire. We also provide services to the Islands of Jersey and Guernsey. We exist solely to represent, advise, and support GPs and their Practices.

As part of our representative function we collect certain personal data and this privacy policy will outline what data we collect, what we do with it and how we protect it.

Organisation: Wessex Local Medical Committees Ltd, Churchill House, 122-124 Hursley Road,
Chandler’s Ford, Eastleigh, Hampshire, SO53 1JB
Tel. No. 023 8025 3874

Data Controllers: Lisa Harding, Director of Primary Care lisa.harding@wessexlmcs.org.uk
Julie Thornley, Business Manager Julie.thornley@wessexlmcs.org.uk

Latest Policy Date: 25 May 2018

Please note, this policy will be regularly reviewed and updated accordingly in line with current GDPR guidance and Data Protection Regulations.
 

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Your data, privacy and the Law. How we use information we hold. . . .

To communicate with our constituent GPs, their practice managers and others in order to gather and disseminate knowledge, advice and bespoke information. This is part of your membership offering by the LMC.

What information do we collect from you:

All information collected will only be used for the purpose of bulletins, newsletters, mailings, elections on behalf of the LMC / CCGs / Federations, pastoral care, events/training, bespoke information and guidance be it on a locality, practice or individual level, surveys, DBS checks, levy collections.

We record your name, contact details (incl, emails, addresses, practice address, telephone number), GMC number (if you are a GP), date of birth (if you are a GP), gender/sex, contacts with the LMC office. This may include email correspondence, letters and summaries of telephone conversations. This may relate to mailings sent by the LMC, individual advice and support, pastoral support. This information is held securely and confidentially.

Legal Basis for Collecting:

The law states that we must collect your information in accordance with a legal basis. We will only use any information that you provide consistent with the principles of the Data Protection Act (and GDPR after May 2018). This means that we will always ask for your consent when we collect information for the purposes of this policy. Where we ask for personal information (your contact details) this is to ensure we provide you with information that we believe is important to your practice’s membership of the LMC. At no time will your personal information be shared with third parties unless you have given us permission do so. Other information collected is to help us to continually improved our service to you.

Who will my information be shared with:

We may pass on your personal information if we have a legal obligation to do so. We will not share your personal information with other organisations, for market research or commercial purposes and will not pass on your details to other websites.

How long do we keep hold of your information:
Your data will be retained in line with current law and national guidance. However, we do not keep your information any longer than we consider reasonably necessary.

Security – Electronic / Paper Copies / Website:

We hold your data electronically, password protected and held securely on either our internal computer systems or on a third party secure server. In some instances, data can be accessed by mobile devices which are password protected. Where paper records are retained, these are held securely in a locked filing cabinet within the LMC office.

The LMC uses a third party service (FourteenFish) to help maintain the security and performance of the LMC website.

Right of Access / Correct Information:

You have the right to access the data we hold and have any inaccuracies corrected. You have the right to request your specific data under a Subject Access Request and we will process that request in line with relevant legislation.

You have the right to ‘be forgotten’ but if you ask us to delete your contact details you may no longer receive any communications or benefits from us.

Right to Object and Complain:

You have the right to object to your information being used in some or all of the ways as described in this policy. Please contact the LMC compliance lead should you have any questions or issues with the use of your information as described here.

You have the right to complain about the management of your personal information. In the first instance please refer your complaint to the LMC Compliance Lead as detailed above. If you remain dissatisfied with our response you may complain to the ICO https://ico.org.uk/global/contact-us/ or tel. 0303 1231113 (local rate), or 01625 545745 (national rate).

Recipient or Categories of Recipients of the Processed Data

Data may be shared with third parties (i.e. CCGs, Federations) in the following context:-

Elections: The use of email addresses held on the LMC system may be used for locality / CCG election purposes or for internal committee elections.
 

DBS: The use of application details and proof of ID are shared between the practice and the LMC office in order to complete and forward DBS checks for processing by the Disclosure and Barring Service Government Agency.
 

Levy Collections: Practice name and patient population details will be shared between the LMC and CCGs in order to process levy collections be them statutory or voluntary. Where voluntary, relevant mandates are held by the LMC and shared with the CCG.
 

Trainers: Delegate details will be provided to trainers in order to verify their attendance at an event the delegate has booked on to.
 

Sponsorship: Delegate lists (excluding personal information) will be shared with event sponsors.
 

General Support: Where we have explicit consent, on a case by case basis, your details may be shared with GP Supporters, PM Supporters, PM Caretakers and Pastoral Support Agencies.

Direct Marketing:

We will not share your information for marketing purposes unless we have your consent.

Education / Training:

As part of the ongoing service the LMC provides to practices, training and education mailings will be disseminated to relevant contacts on our database from time to time.

Cookies (Google Analytics):

When visiting the LMC website www.wessexlmcs.org.uk we have engaged the third party service of 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 want to collect personally identifiable information through our website, we will be up front about this and will make it clear when we collect personal information and, in this instance, will explain what we intend to do with it. We will ask for your consent to do this should we need to collect and do something different with any information where prior consent has not already been obtained.

Search Engine:

Our website search facility is powered by FourteenFish. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either the LMC or any third party.

Hyperlinks:

Our website contains hyperlinks to other 3rd party websites. If you go to another website from our website it is important that you read their privacy policy on that website to find out what it does with your information and their policies may differ from ours. We take no responsibility legal or otherwise for the content or use of information, personal or otherwise, on other websites.

FourteenFish Bespoke Software:

We use a bespoke software package called FourteenFish, supplied by a third party, to publish newsletters, send out mailings, process events/payments, elections, DBS Checks and to hold practice records and individual information. This software is hosted by FourteenFish and held securely on their server.

 

Third Party Engagement / Suppliers

Where we use third parties to process or use your data we ensure that we have a robust agreement in place which makes it clear that they must be compliant with GDPR and other data protection legislation. We are clear that the information they may receive about you from us is only used in a manner consistent with the aims of the LMC and this policy.

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Updated on 23 May 2018 103 views