Please read this Privacy Notice. It relates to how The PIPA Testing Scheme Ltd (”PIPA"/”we”/“us”/“our”) hold and process your information (data) and your rights.
PIPA is registered with the Information Commissioners Office. Our registration number is 11545157. We are a limited company and our registered office is at 10b Red House Yard, Gislingham Road, Thornham Magna, Eye, Suffolk. IP23 8HH. The person responsible for data protection at PIPA is Andrew Chalk (“Data Compliance Manager”) who can be contacted by email at email@example.com or in writing to our registered office address above.
Our website is www.pipa.org.uk (“website”)
PIPA is a "data controller". This means that we are responsible for deciding how we hold and use data about you. We are required under data protection legislation to notify you of the information contained in this privacy notice. We have a duty to keep your data secure and maintain your confidentiality and we will do so.
The data we will hold/process about our member includes their name, company/business name, email address, contact telephone numbers, and postal address. It also includes details of their membership, type or level of membership, history of membership, correspondence and communications with us, subscriptions paid and due, and details of any complaints or matters involving the member in which we have been involved.
We will also hold/process any other data that members provide to us voluntarily (whether via our website, by email, verbally, or in writing) or that we ask you, as member, to provide which is relevant to and required for us to provide the benefits of membership or deal with any matter in which the member, or one of their customers, has asked that we become involved.
We will process this data on the lawful basis; this may be necessary for us in order to either perform the contract for membership between us and the member or be necessary on the basis of our legitimate interests as a membership organisation and for the member themselves.
2. Third parties
The data we may share with third parties includes;
(1) In the case of other companies, businesses, organisations or associations with whom we have a professional relationship or potentially common interest, the contact details including names, company/business name, contact telephone numbers, and postal address.
(2) In the case of individuals who have contacted us regarding one of our members, their name, company/business name, email address, contact telephone numbers, and postal address as well as details the individual provides to us either on a voluntary basis or to deal with a dispute or issue with one of our members.
In both cases, this data will be processed on the lawful basis; that is in the legitimate interests of us as a membership organisation and in order to fulfil our obligations and objectives.
3. Visitors to our website
We will only use the cookies for these purposes.
If you use our website to submit information or questions to us, then we will collect and retain the data you send to us on the basis set out above and will then only use the information provided by you for these purposes.
4. Retention of data
We retain all information and data relating to our members for so long as the member retains their membership. After a member’s membership has come to an end (by whatever means), this data will be destroyed after it is no longer required.
(2) Third Parties
We retain the information under paragraph 2(1) since it is in the interests of our organisation to retain a database of such third parties and in doing so we do not believe that this will affect the rights and freedoms of the individuals concerned.
We retain the information under paragraph 2(2) for so long as is necessary to deal with the reason that the third party has contacted us. Thereafter the data will be destroyed after no longer required although the name of the individual may be retained along with the data relating to the member themselves in the event that the reason for the contact was to deal with a dispute or a complaint by the third party (including details of the outcome).
(3) Visitors to our website
5. Data sharing
The data collected by cookies and also any information or questions you submit to us will also be shared with our website provider/host “Logic Design”. They are a “data processor” upon our behalf and we have a written agreement in place with them which regulates their processing activities ensuring that your data is kept secure.
We may also share data with our legal advisers where we deem it necessary to do so.
Your data will not otherwise be shared with any other third party without your consent.
6. Your rights
- right to be informed
- right of access
- right to rectification
- right to erasure/right to be forgotten
- right to restrict processing
- right to data portability
- right to object
We are obliged to ensure that the data we hold about you is correct. You have the right to ask for the data to be rectified if it is not correct and we will then take appropriate action to do so.
You also have the right to restrict the processing of your data or to object to the processing of your data, as well as the right to ask that your data (or some of your data) be erased.
Further, you have the right to seek confirmation of the fact that we are processing your data, to ask what that data comprises, and also to ask for copies of your data we hold.
7. How to exercise your rights
If you would like to exercise any of the rights in paragraph 6, please email firstname.lastname@example.org or write to us at the registered address: PIPA, 10b Red House Yard, Gislingham Road, Thornham Magna, Eye, Suffolk. IP23 8HH. We will then consider your request and action as necessary although in some circumstances we may have a legitimate reason for not being able to action your request. If this should be the case, then we will notify you of the reason why.
8. If you have any cause for complaint
If you have any cause for complaint, or do not believe that we are processing your data fairly or in line with our obligations as a data controller, then we would ask that you contact us by emailing email@example.com or by writing to our registered office: PIPA, 10b Red House Yard, Gislingham Road, Thornham Magna, Eye, Suffolk. IP23 8HH.
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