1. Why a general privacy notice?
When ENT UK collects your information, we are required by law to be fair in notifying individuals on how their information will be managed and to inform them of their rights but more than that, we want to be transparent, open and ethical in our practices.
This data protection notice provides information on how we use personal data relating to our prospective and existing members and other individuals we do business with (also referred to in this notice as 'you'), including:
- ENT UK members
- subscribers to the ENT UK Newsletter and other publications
- representatives of partner organisations and service providers
- registrants for continuing professional development training courses or other events
2. What type of personal data will ENT UK collect about me:
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Data Type:
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What is it and Reason for keeping:
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First Name
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Essential Membership data
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Surname
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Essential Membership data
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Home address
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Essential Membership data
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Work address / Hospital or Private practice
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Essential Membership data
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Region
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Needed for regional affairs and elections
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Telephone / mobile
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Essential Membership data
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Email
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Essential Membership data to be able contact them
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Date of birth
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Essential Membership data
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GMC number
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This is confirmation you are registered and have a licence to practice
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Demographic information, including age, gender, sex, sexual orientation, ethnicity, religious beliefs, additional support requirements, caring responsibilities and socio-economic background
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This information is requested for membership analytics and to help us provide the best membership services
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Prefix
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Title – Mr/Mrs/Ms/Miss/ Dr/ Prof
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Suffix
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Showing members qualifications
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Grade
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Essential data for us as a membership organisation
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Membership info
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Needed to detail what membership you are paying and what subspecialty you are part of to send them relevant information (events, elections, etc.)
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Events attended
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This is needed for CPD points and Revalidation
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Financials / Direct Debit
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Essential information to process your membership. We only store account information and not card details
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3. How will ENT UK collect the information?
We will collect data directly from you (for example from registration forms, change of details forms, at events and via our website) and will create some data internally (e.g. when we assign you an ENT UK ID).
At the point of collection of such data, we will provide a more tailored and specific privacy notice explaining the product or service and justifying why the collection is necessary.
4. Where will my data be stored?
ENTUK's information systems are located in the ENT UK Office in London and accessed by ENT UK’s Staff members.
ENT UK may need to access, use and store your data in certain circumstances for the purposes listed above, e.g. to communicate with you in relation to membership.
ENT UK systems are supported by 3rd party organisations for IT, database and website.
5. How do I keep my information up to date and accurate?
It is your responsibility to inform us of any change to your contact details during your membership with ENT UK. We provide self-service so you can review and update your own information at your leisure via myENTUK portal.
6. Will my data be given to anyone else?
ENT UK does not share members’ data without your permission.
7. How long will my data be held for?
We will retain your data for as long as it is needed for the relevant purposes listed in the section ‘How does ENT UK use the information held on me?’
We may also retain certain records for other legitimate reasons (including after your relationship with ENT UK has ended), for example to cross-check against future membership applications and to comply with other reporting and retention obligations. Financial details are required to be held for seven years.
8. Is there a shorter version available?
We try to use plain language throughout but there is a lot of detail to communicate, which is important for you to understand.
If you want a more principle based approach to our general intention surrounding privacy, you should read our privacy promise and you can navigate directly to the part or question of your interest directly.
9. How does ENT UK use the information held on me?
We will only process personal data where we have a lawful basis to do so.
The basis for processing your personal data will vary depending on the activity we collected it for. In some occurrences, we may have more than one lawful basis for data processing.
The information below summarises the basis on which we process personal information.
A summary of the legal basis used by ENT UK are:
- Contract
ENT UK processes personal data which is necessary for the performance of a contract to which you may be a party to, or may want to enter. This includes, but not limited to, ENT UK membership, subscriptions, communications, event registration etc.
- Legal Obligation
ENT UK will comply with its legal obligations. This includes, but not limited to, providing personal information to statutory bodies when legally required.
- Legitimate Interest
ENT UK holds personal data in order to meet its legitimate interests as a professional membership association. This includes, but is not limited to processing data through activities such as membership, events, communication, certification and financial transactions.
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Public Interest
Consultants can consent to their details (Name and NHS place of work) being displayed on the ENT UK website on @Find a Surgeon’.
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Consent
ENT UK retains and processes personal data only if you have provided your consent to do so.
10. What about our website?
For information about cookies used on our website, please see our website privacy and cookies notice.
IP addresses
If you visit our website, we collect information about the Internet Protocol (IP) addresses of your device used to access the site which helps us monitor the level of activity and the service we provide.
11. What rights do I have?
The rights of individuals are qualified (meaning they may not have these rights at all times, or in all circumstances), but generally speaking, individual's rights include:
- the right of access or to obtain a copy of their information
- the right to correction or updating
- the right to complain
- the right to object, block or put on hold processing
- the right to be forgotten
- the right of data portability to another provider
If you want to exercise one of these rights please get in touch at:
Data Protection Officer
ENT UK
The Royal College of Surgeons
35 – 43 Lincoln’s Inn Fields
London
WC2A 3PE
Alternatively, you can email privacy@entuk.org, or call 0207 404 8373
12. And if I want a copy of my information?
We provide a self-service style of service, login to your account and review and update your own information or alternatively you can call or email our office.
Before providing you with your personal data, we may require confirmation of your identity or further information about the data requested to assist ENT UK to locate your personal data.
Please also let us know if you believe any data we hold to be inaccurate or if you have other concerns about our use of your personal data.
You can update your contact details and options for receiving publications and communications via myENTUK or by contacting the ENT UK Office.
13. Who can help me if I have a query?
For more information, or for further assistance with a more detailed enquiry, or if you want to exercise your rights, please contact privacy@entuk.org.