NIGF Privacy Policy

Who we are

The Northern Information Governance Forum [NIGF] is a not for profit organisation based in the North of England providing a community to allow the discussion of Information Governance and Cyber Security related issues.

 

As a not for profit organisation, NIGF is exempt from registering with the ICO, but is committed to ensuring the confidentiality of individuals data and will ensure that it adheres to the principles of the EU General Data Protection Regulations and UK Data Protection Act in handling all identifiable information as part of its ongoing activities.

 

NIGF takes your privacy rights very seriously and are committed to always protecting and respecting these rights. This privacy policy sets out the way in which the personal information you provide to us (and the information collected by us) is handled, stored and processed.

Scope of this Privacy Policy

This privacy policy relates to all personal information collected and used by NIGF either in relation to its members, business contacts or website users. It provides an overview of how we use this personal information and your rights in relation to this use.

Information we use

We collect and use different types of information for different purposes. These include:

• Information that you provide to us as part of becoming and being a member of NIGF, whether that be as an individual member, or a corporate member
• Information you provide to us to enable you to be a sponsor organisation for NIGF
• Information contained in or relating to any communications that you send to us or send through our website (including the communication content and meta data associated with the communication)
• Information about your computer and about your visits to and use of the NIGF website
• Any other personal information that you choose to provide to us

Before you disclose to us the personal information of another person, you must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with this policy.

Source of information

We collect personal information from a number of different sources, including:

• directly from you. For example, when you apply for membership, register to attend an event, submit a query to us including via our website, by email or post
• collecting automatically via your use of our website

How we use your information

We may use your information for a number of different purposes. For each purpose we must have a “legal ground” to use your personal information in such a way. When the information that we process is classed as sensitive personal information/ special categories of personal information, we must have a specific, additional “legal ground” to process such information e.g. any information about your health (for instance if providing dietary information for catering purposes at events).

 

We may use your personal information to:

• Manage your ongoing individual membership of the NIGF
• Manage corporate memberships
• Arrange events at which you may be an attendee or a speaker
• Send you communications about upcoming NIGF events and other NIGF specific communications
• Send you email notifications that you have specifically requested
• Deal with enquiries and complaints made by or about you relating to NIGF
• To support your rights under Data Protection law in relation to our use of your personal information
• To administer our website including:
• Personalising our website for you
• Enabling your use of the services available on our website
• Keeping our website secure and preventing fraud

We will not supply your personal information to any third party for the purpose of their or any other third party's direct marketing. The personal data we hold about you will only be used in line with the purposes detailed above and the legal basis for these will be:

• Processing sensitive information with your explicit consent e.g. for use of your dietary information for events
• Processing information where it is necessary for the purposes of the legitimate interests of the NIGF e.g. to manage your membership, ensure appropriate management of events, to deliver the NIGF website and to deal with ongoing queries and requests

Cookies Policy

Cookies are small text files that are placed on your computer by websites that you visit to distinguish you from other users of the site. The only cookies used on the NIGF website are Cloudflare functional cookies which are used for the delivery of website content and cookies to enable website editors to carry out appropriate functions.

 

No specific consent is sought for use of cookies as the purposes for which these cookies are used is exempt under the Privacy and Electronic Communications Regulation, namely that they are being used for “the sole purpose of carrying out the transmission of a communication over an electronic communications network”.

Profiling

At the current time, we do not use your information to actively profile you or to make decisions based on characteristics of our service users, neither do we carry out any automated processing of your personal information that would lead to significant decisions being made about you.

When we might disclose your information

We may disclose your personal information to any of our employees, officers, insurers, professional advisers, agents, suppliers or subcontractors insofar as is reasonably necessary for the purposes set out in this policy.

 

We may disclose your personal information:

• To the extent that we are required to do by law
• In connection with any ongoing or prospective legal proceedings
• In order to establish, exercise or defend our legal rights (including providing information to others for the purpose of fraud prevention and reducing credit risk)
• To any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such authority would be reasonably likely to order disclosure of that personal information

Except as provided in this policy, we will not provide your personal information to third parties or share or process any of your personal information outside the UK.

How we store your information

Your information is transferred, stored and processed securely and in accordance with this privacy policy. We have strict measures, procedures and security features to prevent unauthorised access to your information. Although all appropriate technical security measures have been taken to protect your personal information, be aware that the transmission of any information via the internet is never completely secure and as such any transmission of personal information is made at your own risk.

How long we keep your information for

Personal information that we process for any purpose shall not be kept for longer than is necessary for that purpose. Notwithstanding the other provisions of this section, we will retain your personal information:

• To the extent that we are required to do by law
• If we believe that the information may be relevant to any ongoing or prospective legal proceedings
• In order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk)
• To support the ongoing business purposes of NIGF as specified above (with due consideration for the rights and freedoms of individuals privacy)

If you would like further details of how personal information is retained by NIGF, please contact us directly.

Your rights

You have a number of rights under Data Protection law including:

• The right to be informed about the collection and use of your personal information e.g. via this privacy notice
• The right to access your personal information
• The right to have any inaccurate personal information rectified, or completed if it is incomplete
• The right to have your personal information erased in certain circumstances (please note that information which is clinically relevant cannot be deleted from medical records, although notes relating to accuracy etc can be added and access appropriately restricted as necessary)
• The right to request the restriction or suppression of their personal information in certain circumstances
• The right to data portability - to obtain and reuse your personal information for your own purposes across different services
• The right to object to our use of your information in certain circumstances e.g. for marketing or profiling purposes

If you would like to access your own personal information or exercise any of the rights detailed above, please contact us by email contact@nigf.org.uk

 

In the majority of cases, we will respond to your request within one month of receiving the necessary information required to deal with your request.

 

We may ask you to supply appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport plus an original copy of a utility bill showing your current address) and any additional information to help us to deal with your request effectively.

 

There may be some exemptions to dealing with your rights as specified in Data Protection law, but we will ensure you are fully informed of this within a month of receiving your request.

 

Full information on your rights under the Data Protection Act can be found from the following link: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.

 

If you have a concern that cannot be resolved through discussion with us, these can also be raised with the Information Commissioner’s Office. More information can be found from the following link https://ico.org.uk/concerns/

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page, so please check from time to time to see if there are any changes.

Contact

Questions, comments and requests regarding this privacy policy or about the way we use your personal information are welcomed and should be addressed to contact@nigf.org.uk.