Privacy SEEN in Health
This notice sets out how we will use your personal data, and your rights regarding this. It is made under Articles 13 and/or 14 of the UK General Data Protection Regulation (UK GDPR).
Your data
Purpose
The purposes for which we are processing your personal data are:
to establish and run the Sex Equality and Equity Network (SEEN) in Health. This is a staff network representing the protected characteristic of sex – we are committed to promoting and supporting sex equality and equity between women and men in our workplaces
to invite expressions of membership interest via the SEEN website or to subscribers
to operate the SEEN website
to formally invite public health workers to join the network and to manage their consent
to communicate network business to SEEN members and to communicate network business to subscribers to our mailing list.
to hold events, whether online or face-to-face
to challenge poor treatment of members where they ask us to challenge systemic issues that are considered to impact SEEN members
to protect our members from harassment
to collect demographic data on members, or on their opinions – this data will only be collected and reported in anonymous form
The data
We will process the following personal data.
For members: full name, employer, email address, demographic data, lived experience of members, and workplace issues if members request support.
For subscribers: email address; inferred geo-location, whether emails are opened, and whether links are clicked.
For website users: ClientID, IP address, interactions with the website. Please note that we cannot identify you from this data and it is not therefore personal data.
For correspondents: name, email address, issue raised.
Legal basis of processing
The legal basis for processing your data is your consent.
If we receive harassment (e.g. unwanted conduct related to a protected characteristic which has the purpose or effect of violating dignity for the intended target/recipient(s), or creating an intimidating, hostile, degrading humiliating or offensive environment for the intended target/recipient(s)) we reserve the right to pass the personal data of harassers to the appropriate authorities, such as an employer or the police. In such cases our lawful basis for sharing your data is our legitimate interests in protecting our members from harassment.
Sensitive personal data is personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation. We may (as a voluntary survey) collect sensitive special category data on a protected philosophical belief for those signing up to our core values, and we also collect sensitive special category data about demographics of members for the purpose of reporting. We may also receive sensitive special category data about sexuality where members are seeking support for workplace issues.
The legal basis for processing your sensitive personal data is:
you have freely and explicitly given your consent (para 29, sch.1, Data Protection Act 2018), or
processing is of data concerning ethnicity, religious or philosophical belief, health including disability, sex or sexual orientation, and it is necessary for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people with a view to enabling such equality to be promoted or maintained (para 8, sch.1, Data Protection Act 2018).
Recipients
Your membership or subscription will be kept completely confidential by the SEEN senior leadership team, unless otherwise stated in this policy (e.g. were there to be evidence of harassment). Only the senior leadership team of SEEN will have access to membership lists, and that access is restricted to the minimum number of members.
If you wish us to assist you with a workplace issue and that requires that you be identified to your employer, we will only do that with your consent.
We ask all members to respect each others' confidentiality as to their involvement with SiH and not to disclose information to other members and non-members without express permission to do so. It is essential for the network’s success that anyone who wants to join/participate in SiH can do so, safe in the knowledge that all members have agreed to protect the confidentiality of whomever they encounter during the course of SiH activity.
As your personal data will be stored on our IT infrastructure it will also be shared with our data processors who provide website and mailing list management services.
Retention
Your personal data will be kept by us for as long as you wish to remain a member or subscriber. If you withdraw your consent we will endeavour to remove your data from our systems within one month.
Data from correspondents will be held for only as long as it is required, and will be reviewed at least annually.
Your rights
You have the right to withdraw consent to the processing of your personal data at any time.
You have the right to request information about how your personal data are processed, and to request a copy of those personal data.
You have the right to request that any inaccuracies in your personal data are rectified without delay.
You have the right to request a copy of any personal data you have provided, and for this to be provided in a structured, commonly used and machine-readable format.
International transfers
As your personal data is stored on our IT infrastructure, and shared with our data processors, it may be transferred and stored securely outside the UK. Where that is the case it will be subject to equivalent legal protection through an adequacy decision or reliance on Standard Contractual Clauses or an International Data Transfer Agreement.
Complaints
If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or 0303 123 1113, or icocasework@ico.org.uk. Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.
Contact
If you have any questions about our privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please contact us at dposeeninhealth@outlook.com