During the course of our activities, Facilitation of International Dermatology Education, LP (“FIDE”) collects, stores and processes personal information about our staff, customers, suppliers and other third parties such as Names, contact details and in some circumstances, financial details. We recognise the need to treat personal data in appropriate fair, lawful and transparent manner, in accordance with prevailing international Data Protection laws including the General Data Protection Regulation 2016 (GDPR).
This document is a statement of the data protection policy adopted by FIDE. All staff must be familiar with and apply this policy, and seek further advice if in doubt as to its application or otherwise when required. This policy applies to treatment of personal data and special category personal data.
‘Personal Data’ means any data relating to a living individual who can be identified from those data. This includes when the information can directly or indirectly identify an individual by any means reasonably likely to be used. Personal data can therefore be factual (such as a name, address or date of birth) or it can be an opinion. It can also mean location data and online identifiers such as cookies and IP addresses. Such personal information must be dealt with properly however it is collected, recorded and used, whether on paper, electronically, or by other means.
‘Special Categories of Personal Data’ includes information about a person's racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health condition, sex life and sexual orientation and genetic or biometric data used to identify an individual. Special category data can only be processed under strict conditions. Criminal conviction data are to be processed in a similar way to special category data, with the conditions being set out under the Data Protection Act 2018 in Parts 1, 2 and 3 of Schedule 1.
In order to operate, FIDE needs to collect and use certain personal and special category data relating to the individuals with whom it deals. These include current, past and prospective parties such as employees, suppliers, clients and their external contacts, e.g. the healthcare community.
FIDE regards the lawful and correct treatment of personal data and special category data as important to the achievement of our objectives, to the success of our operations and to maintaining confidence between those with whom we deal and ourselves. We therefore ensure that our organisation treats personal data fairly, lawfully and transparently. To this end, FIDE fully endorses and adheres to the seven data protection principles, as set out in the GDPR. These principles must be adhered to by anyone who processes personal data. ‘Processing’ is any activity that involves use of the data, such as obtaining, recording or holding the data, or carrying out any operation or set of operations on the data, including organising, amending, retrieving, using, disclosing, erasing or destroying them. Processing also includes transferring personal data to third parties and other countries both inside and outside of the European Economic Area (EEA).
FIDE will adhere to these principles when obtaining, handling, processing, transporting and storing personal data.
Specifically, the principles we must abide by require that personal information:
- shall be processed fairly, lawfully and transparently;
- shall be obtained only for one or more specified, explicit and legitimate purposes, and shall not be further processed in any manner incompatible with that purpose or those purposes;
- shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed - known as data minimization;
- shall be accurate and, where necessary, kept up to date;
- shall not be kept for longer than is necessary for that purpose or those purposes;
- shall be subject to appropriate technical and organizational measures to prevent the unauthorized or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data; and
- be processed in accordance with the accountability requirement in article 5(2) of the GDPR.
In addition, we will, through appropriate management and strict application of criteria and controls, comply with the principles of data protection by design and default. This will include ensuring that FIDE:
- observes fully the conditions regarding the fair and transparent collection and use of information. This means that the data subject (i.e. the individual to whom the personal data relate) must be told who the data controller is (in this case, FIDE), the purpose for which the data are to be processed, and the identities of anyone to whom the data may be disclosed or transferred. For personal data to be processed fairly, lawfully and transparently, certain conditions have to be met. These may include, among other things, requirements that the data subject has consented to the processing, or that the processing is necessary for the legitimate interest of the data controller or the party to whom the data are disclosed (such as part of a contract entered into between the data subject and FIDE). When special category personal data are being processed, more than one condition must be met. In most cases the data subject's explicit consent to the processing of sensitive personal data will be required, although there are other conditions which may lawfully be used;
- meets its legal obligations to specify the purposes for which information is used. This means that personal data will not be collected for one purpose and then used for another. If it becomes necessary to change the purpose for which the data are processed, the data subject will be informed of the new purpose before any processing occurs;
- collects and processes appropriate information, and only to the extent that it is needed to fulfil operational needs or to comply with any legal requirements. Any data which are not necessary for the relevant purpose will not be collected in the first place;
- ensures the quality and accuracy of information used. Information which is incorrect or misleading is not accurate, and steps will therefore be taken to check the accuracy of any personal data at the point of collection and at regular intervals afterwards. Inaccurate or out-of-date data will be destroyed or rectified at the earliest opportunity;
- applies checks to determine the length of time information is held. Unless we explain otherwise to the data subject, we will hold personal information based on the following criteria:
- For as long as we have reasonable business needs, such as managing our relationship with the data subject and managing our operations;
- For as long as someone could bring a claim against us;
- Retention periods in line with legal and regulatory requirements or guidance;
- ensures that data are processed in accordance with data subjects’ rights under the GDPR and other prevailing data protection legislation. These include: the right to be informed that processing is being undertaken, the right of access to personal data, the right to object to processing in certain circumstances, the right to correct, rectify, block or erase personal data that are regarded as incorrect, and the right to be informed of the use of automated decision making or profiling using personal information;
- puts in place appropriate technical and organisational security measures to safeguard personal data from the point of collection to the point of destruction; ensures that personal information is not transferred outside of the EEA without suitable safeguards in accordance with the GDPR and other prevailing data protection legislation;
- treats people justly and fairly whatever their age, religion, disability, gender, sexual orientation or ethnicity and race when dealing with requests for information; and
- sets out clear procedures for responding to requests for information from third parties.
When dealing with enquiries from third parties, we will take steps
before disclosing any personal data held by us to ensure that this is
done in accordance with permissive provisions in the legislation or
applicable exemptions. In particular, we will:
- check the identity of the person making the enquiry and whether they are legally entitled to receive the information they have requested;
- request that the third party confirm their request in writing so the third party's identity and entitlement to the information may be verified;
- refer requests to our data protection team for assistance in difficult situations; and
- when providing information to a third party, do so in accordance with the law.
In addition, we will ensure that:
- there is always someone with specific responsibility for and knowledge of data protection who will act as the internal and external point of contact, handle complaints from data subjects and report to the business on data protection risk;
- everyone handling personal information understands that they are contractually responsible for following good data protection practice;
- any third parties engaged to process personal data on our behalf are engaged under a contract that safeguards the data and complies with Article 28 GDPR;
- everyone handling personal data is appropriately trained to do so and that this training is refreshed at suitable intervals;
- everyone handling personal data is appropriately supervised;
- anybody wanting to make enquiries about handling personal data knows what to do and who to refer enquiries to;
- queries about handling personal data are dealt with promptly and courteously;
- methods of handling personal data are clearly described;
- a regular review and audit is made of the way personal data is held, managed and used, including where new categories of personal data are processed or where processing takes place or if processing is deemed to present a risk to the rights and freedoms of individuals;
- appropriate records of processing data are maintained in accordance with Article 30 GDPR;
- methods of handling personal information are regularly assessed and evaluated, particularly if new processing takes place or if processing is deemed to present a risk to the rights and freedoms of individuals;
- performance with handling personal data is regularly assessed and evaluated;
- breaches of personal data are promptly assessed, contained and mitigated;
- breaches of personal data are reported to the ICO and data subjects where necessary; and
- a breach of the rules and procedures identified in this policy by a member of staff may lead to disciplinary action being taken.
FIDE will take appropriate security measures to protect against unlawful or unauthorized processing of personal data, and against the accidental loss of, or damage to, personal data. We have procedures and technologies in place which are designed to maintain the security of personal data from the point of collection to the point of destruction.
Right to access personal information
Under the GDPR, data subjects have a right to request a copy of the personal data we hold about them, or to request that they be updated, corrected or removed (in which case we will address your request promptly and will notify our clients of all such requests or changes). Where we are able, we will update your information as requested by you. In line with the GDPR, we will respond to any subject access requests within 1 month, or 2 months for complex requests.
FIDE We take any breach of personal data very seriously. Any breach will be fully investigated, and where they involve personal data of EU citizens will be fully investigated and reported to the ICO within 72 hours, in line with the GDPR and other legislation. Where there is potential for the harm of individuals, data subjects will also be informed.
Status of this policy
Responsibility for the updating and dissemination of the policy rests with FIDE. Any questions or concerns about the operation of this policy should be referred in the first instance to the details below.
Post: Fishawack Facilitate Ltd 28–30 Robert Street Brighton BN1 4AH UK Tel: +44 1273 523 777
This policy is subject to regular review and will be updated as necessary to reflect any changes in FIDE’s operational activities, best practice in data management, security and control and to ensure compliance with any changes or amendments made to applicable law.
Last updated: 14th November 2018