Personal Injury Bar Association – Privacy Policy


 

The Personal Injury Bar Association (PIBA) is a membership organisation.

There are several reasons the PBA will collect information about you. 

  1. If you are a member PIBA;
  2. If you have applied to be a member PIBA;
  3. If you register to attend an event held by the PIBA;
  4. If you are a speaker at one of our events;
  5. There may be from time to time some other reason, eg recruitment.  We will ask for specific consent to our proposed use of that information at the point of collection.

This policy explains what personal data we collect, where it is held, what it is used for, how long it is held and your rights in relation to it.

Contacting us

If you have any questions about this policy or you would like to be removed from our database, please contact the Administrator by emailing: admin@piba.org.uk

You will not be able to continue being a member of PIBA if you wish to be removed from our database.

Why we need your data

We need your data to carry out the business of being a membership association.  We use your data to create a personal account on the website which provides a visible profile and to communicate with you about events, to manage registration of events and provide news and other items we believe to be relevant to our members.  This is in keeping with the objects of the PIBA listed in our Constitution.

You may opt out of receiving emails from us but you will then not receive any communications regarding our events or the other activities we carry out, including in representing your interests as a practitioner in the field of personal injuries.

Information we collect

  • Name
  • Chambers or home address
  • Year of call
  • Year of silk appointment
  • Email address
  • Telephone number
  • Fax number
  • DX number
  • Membership type
  • Payment type
  • Paid until
  • Join date
  • For events also, special dietary requirements, rsvp date, paid, parking requirements

This information is held on the website and/or on spreadsheets by the Administrator. 

We collect most of this information from you directly, but we may also collect information about you from publicly accessible sources, which you have made public on websites associated with you or your organisation.

We do not generally seek to collect sensitive (or special categories of) personal data.  Sensitive personal data is defined by data protection laws to include personal data revealing a person’s racial or ethnic origin, religious or philosophical beliefs, or data concerning health.

We regularly review the information we hold and will delete data we no longer need.

 

How we will use your information

To add a member to the membership database

When you become a member, we create a profile page on the PIBA website.  We will make public, Name, Chambers, telephone number and email address.  We will retain your email address which we will use to contact you.

 

If at any time you wish to cease being a member of PIBA, please email the Administrator at admin@piba.org.uk


To process membership applications

Membership applications are processed by email and then deleted. 


To invite you to events

We email you to promote our own events and relevant other events.

 

We send reminders to those who have registered for an event and we will use the information of those registered to manage the event.

 

We maintain lists of attendees for three years for CPD reasons.

 

If you have paid for an event, that details may be retained for 6 year as required by accounting law.

 

Should you wish not to receive these emails, let the Administrator know by emailing admin@piba.org.uk


To send you information and news

It is PIBA’s legitimate business to keep the membership informed about events and items of news that we deem noteworthy to assist the Members to maintain and improve the service provided to clients

 

We send regular newsletters and emails about a range of items that we believe to be of interest to our members.

 

You can always opt out of receiving these emails, let the Administrator know by emailing admin@piba.org.uk or by unsubscribing using the link in any email. You will receive no further general emails from us, as set out above


To administer subscriptions

The Administrator will contact you or your chambers to process subscription renewals.  If we do not receive a subscription renewal, we will send a few reminders.  If we still do not hear from you, or received a subscription renewal fee, we will delete you from the membership database no more than one year from the first reminder.

 

You can request to delete your membership at any time by emailing admin@piba.org.uk


To administer the business of the association

There may be other times the Administrator will contact you for example to carry out a survey, to update the website or contact details.


 

We share your information only with those who are PIBA’s service providers – currently only the website hosts NationBuilder and our website maintenance contractor. 

Website

We have done an audit of information held on the website and are working towards removing any data that is not necessary for the running of the association.

Only the Administrator, Membership Secretary and the website host/maintenance company have access to the website content management system.

NationBuilder do store data in the USA.  We have read their GDPR policy and are satisfied that your data is secure.

We use a third-party payment system, Sagepay/Worldpay.  We do not hold any payment card information.

Gmail and Email

PIBA uses Gmail to send and receive emails.  Gmail hosts data outside of the EU in the USA.  We have read gmail’s policies on international data transfer, GDPR compliance and security and are happy that our data will remain secure.

We are in the process of deleting all unnecessary emails which may contain personal data.

Duration of data held

Membership data will be deleted from the website on request.  It may take up to a year to be completely removed from any back up data but this will remain secure.

Membership data and payment details will be retained as required by UK tax law for 6 years. 

PIBA’s files are stored and used by the PIBA Administrator.  The PIBA Administrator stores them in a local filing system on personal devices which are encrypted.  The Administrator also uses a cloud storage system Sugar Sync




Your rights

If at any point you believe the information we process on you is incorrect you can request to see this information and have it corrected or deleted.  If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated by emailing admin@piba.org.uk

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office htts://ico.org.uk

 

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