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This Privacy Notice is for users of the Cambridgeshire Local Medical Committee Limited ("Cambs LMC") website and clients of Cambs LMC Limited.

It explains the privacy choices you have when using the Cambs LMC website and informs you about your rights under the retained EU law version of the General Data Protection Regulation ((EU) 2016/679) ("UK GDPR") and the Data Protection Act 2018.

Why we are providing this Privacy Notice

We are required to provide you with this Privacy Notice by Law. It explains how we use any personal data we hold about you.

The Law states:

• We must let you know why we collect personal information about you;
• We must let you know how we use any personal information we hold on you;
• We need to inform you in respect of what we do with it;
• We need to tell you about who we share it with or pass it on to and why; and
• We need to let you know how long we can keep it for. We understand how important it is to keep your personal data safe and secure and we take this very seriously. We have taken steps to make sure your personal data is looked after in the best possible way, and we review this regularly.

Please read this privacy notice (‘Privacy Notice’) carefully, as it contains important information about who we are, your rights and how we use the personal data we collect, store and process on your behalf.

We are Cambridgeshire Local Medical Committee Limited ("Cambs LMC") and our registered address is The Card Room, The Officers’ Mess, Royston Road, Duxford, Cambs, CB22 4QH. We are a company registered in England and Wales as a Company Limited by Guarantee No. 13050562.

Some terms used in this Privacy Notice:

"Personal data" means personal information about an individual that can be used to identify a person.

Data Protection

If you have a query or need any further information about this Privacy Notice or wish to make a complaint, please email our Data Protection Lead, Suzy Stoodley at office@cambslmc.org or write to The Card Room, The Officers’ Mess, Royston Road, Duxford, Cambs, CB22 4QH.

• Your name;
• Your practice/company address (if applicable);
• Your home address (if supplied by you);
• Your email address (work or personal / both – if supplied by you);
• Your phone number (work or personal mobile / both – if supplied by you).

If you are a member of one of the sub committees, we will also hold additional information needed to pay sessional payments:

• National insurance number (if on payroll);
• Date of birth and gender (if on payroll). We will only disclose this information to third parties to comply with contractual duties e.g. external payroll provider.

If you are a member of the LMC Board, we will also hold additional information needed to comply with your legal obligations as a company director:

• Photo identification and proof of address;
• Any other information required by Companies House.

This policy will be reviewed and updated in line with GDPR guidance. We will only disclose this information to third parties to comply with contractual duties e.g. Companies House.

We will usually collect personal data from you when you:

• Make a request for us to contact you
• Instruct us to carry out work on your behalf
• Ask us to send you information you have requested
• Request password access to resources on Cambs LMC website

We may also collect information about you from publicly accessible sources such as Companies House in order to carry out work on your behalf.

The law says we need a legal basis to collect your personal data. We may collect your personal data when:

• You have given your consent
• We have a legal obligation to do so
• We have a legitimate interest to do so (where we have a business or commercial reason) and this is not overridden by your fundamental rights and freedoms.

We only use your information to carry out the duties of the LMC as detailed above:

• Providing you with information on local and national policies and contract changes in the form of newsletters and electronic correspondence.
• Providing pastoral care and support using the method most appropriate for you (GP Safehouse, personal mobiles etc).
• Providing information on our training courses and other LMC events via electronic messaging and newsletters.
• Providing invitations and information about local and national consultations.
• Carrying out elections on behalf of Cambridgeshire & Peterborough ICB for locality positions via online forms and email as well as LMC committee elections.

We only disclose information to third parties to comply with contractual duties (external payroll provider) or if legally obliged to do so. Data may be shared with third parties (Cambridgeshire & Peterborough ICB, NHSE, GMC, PCSE) in the following context: –

• Collection of levies – patient list size and practice name shared with PCSE and/or delegated Cambridgeshire & Peterborough ICB for the purpose of levy payments.
• Training courses – delegate lists provided to trainers to verify attendance on course that delegate has booked onto.
• We will keep information for as long as you are practising as a GP, Nurse or are a Practice Manager at a practice within Cambridgeshire and Peterborough or until we are notified otherwise, or for a longer period if you request us to do so.
• We use TwoTen Studio Ltd to help maintain and host our website

Part of the LMC’s function is to provide pastoral care to constituent GPs and Practice Managers within Cambridgeshire and Peterborough. We have a dedicated team who provide this service.

What we do with your information:

• If you contact the LMC for support your request will be passed to the Pastoral Care Lead in the first instance, or the Medical Director, on your agreement; via email.
• The Pastoral Care Lead (or Medical Director) will make contact via whatever communication you have requested (mobile phone/email) to have an initial discussion.
• It may then be that your case is passed, with your consent, to another member of the Pastoral Care Team (known as Supporters) to support you.
• There may be occasions when informal notes are taken, but any information is kept confidential and secure and only used for the purpose of assisting you. (Any notes will be kept securely where only the LMC Exec team have access should it be necessary).
• Information is not shared with a third party, unless with your consent to such services as occupational health, mediation, counselling, subject to GMC guidelines.
• Any information will be kept for six years, unless the Pastoral Care team feels the matter is ongoing or other aspects mean we need to keep it for a longer period of time. For further information on the Pastoral Care service please see information on the website.

Your rights to access:

• You have the right to see information we hold on you.
• We want to make sure that your personal information is accurate and up to date, so you may ask us to correct any information you think is inaccurate.

Legal justification for holding and using your information. The Law says we need a legal basis to handle your personal information, which is:

• Consent – article 6.1 (a) and article 6.1 (b);
• Legal obligation – article 6.1 (c);
• Public task – article 6.1. (e);
• Special category condition – article 9.2 (d) and 9.2 (a).

For the purposes of the UK GDPR, Cambs LMC is the ‘data controller’. This means we control and are responsible for the processing of your personal data.

As well as being controllers of your personal data sometimes we process the personal data we collect about you, and we become “processors”. We are processors of your personal data when we use it for the purposes that you have instructed us.

We will never pass on your personal data to anyone else who does not need it, or has no right to it, unless you give us clear consent to do so.

We will always obtain your consent before passing on your personal data to our associates where further legal or other advice is required.

However, there may be occasions where we may need to pass on your personal data in order to comply with any regulatory or legal obligations.

We will retain your personal data for a minimum of 6 years or until such time you are no longer a constituent of Cambs LMC.

Your personal data may be retained to:

• Reply to any complaints or queries
• Maintain records according to rules that apply to us

Please be assured that during the period we retain your personal data, we will take the appropriate measures to keep your personal data safe and secure and will only use it for one of the purposes listed here.

When it is no longer necessary to retain your personal data, we will delete it from our system in line with our Record Retention and Disposal Policy.

The security of your personal data is very important to us so we will use technical and organisational measures to safeguard it.

We take measures to ensure:

• Access to our network is strictly restricted to permitted users
• Your personal data is stored on secure servers

Please note that while we will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet.

We also ensure that everyone dealing with your personal data within Cambs LMC is appropriately trained, is subject to a duty of confidentiality and understands the importance of safeguarding your information.

We have procedures in place to deal with any suspected security breach and we will notify you and any applicable regulator of such a breach where we are required by law to do so.

You have the right to:

• be informed if your personal data is being used
• request access to the personal data that we have collected about you.
• request the correction of any personal data held about you that is inaccurate or incomplete. We encourage you to inform us of any changes to your personal data so that we can ensure that the data we hold for you is accurate and up to date.
• request the deletion or removal of your personal data where your personal data is no longer necessary for the purpose for which it was collected/processed, where there is no appropriate reason for us to continue processing it or where we have processed your information unlawfully. However, your request for deletion/removal may not always be met for legal reasons. You will be informed of these reasons when you make your request.
• object to the processing of your personal data for a particular purpose or purposes. If we agree with your objection, we will stop using your personal data. If we feel there are strong and legitimate reasons to continue using your data despite your objections, we will continue to do so, and we will inform you of the reasons. You have a right to object to us using your personal data for direct marketing. This means we must stop using your personal data if you object.
• restrict the processing of your personal data for example when you challenge the accuracy of the data, we hold for you, and we are verifying that data.
• request portability of your personal data. This means you have a right to receive the personal data you provided to us in a way that is accessible and machine-readable. You also have the right to ask us to transfer your data to another organisation if this is technically feasible.
• not to be subject to automated individual decision-making and profiling (known as automated processing) if the decision affects your legal rights or has an important effect on you in some other way.
• withdraw your consent at any time where we process your personal data on the basis of your consent. Please note that if you withdraw your consent, we may not be able to continue to provide you with our services. We will inform you of this at the time you withdraw your consent.

We do not take any responsibility for any third-party websites which you may access through links from this website. Please ensure you read the Privacy Notice of every website you visit.

If you have concerns about the way we handle your personal data, or you have a complaint you can raise this with the Information Commissioner’s Office: https://ico.org.uk/

We may change this Privacy Notice from time to time. You should check this Notice occasionally to ensure you are aware of the most recent version that will apply each time you access this website.