Data Protection Policy
This policy lets you know what happens to any personal data that you give to us, or any that we may collect from, or about you. It applies to all products and services, and instances where we collect your personal data.
This policy explains
- when and why we collect personal information
- how we use it
- the conditions under which we may disclose it to others and;
- how we keep it secure.
We take your privacy seriously and information provided to us will be used and stored in accordance with the General Data Protection Regulations (GDPR).
We may change this policy from time to time so please check this page occasionally to ensure that you’re happy with any changes.
Any questions regarding this policy and our privacy practices should be sent in writing to the Data Protection Officer.
Data Protection Officer: Mr. Jayesh Patel
Review of this policy
This policy was last updated in May 2018.
WHAT IS A DATA CONTROLLER?
An organisation who (either alone, jointly, or in common with other organisations) determines the purposes for which and the manner in which any personal data are, or are to be, processed.
WHO IS THE DATA CONTROLLER?
Propharm Group- MR PRADIP PATEL
The Propharm Group is a not-for-profit membership organisation that aims to act upon and support the needs of individual Contractor pharmacists and their Pharmacy business.
HOW DO WE COLLECT INFORMATION FROM YOU?
We obtain information about you when you use our website and our preferred suppliers, call or email us for support.
WHAT KINDS OF PERSONAL INFORMATION ABOUT YOU DO WE HOLD?
Personal information that we’ll process in connection with your membership includes:
- Personal and contact details, such as title, full name, contact details, Pharmacy details.
- Your date of birth, gender and/or age
- Records of your contact with us such as:
- Contact via telephone or email to our membership administration & professional support
- Information we obtained from third parties, such as the suppliers
HOW IS YOUR INFORMATION USED?
We will use your information to:
- seek your views or comments on the services we provide
- notify you of changes to our services
- send you communications which you have requested and that may be of interest to you. These may include information about sector news, events or training opportunities or promotions of our carefully selected partners goods and services
WHAT ARE THE LEGAL GROUNDS FOR PROCESSING OF YOUR PERSONAL INFORMATION?
We rely on the following legal bases to use your personal data:
- Where it is needed to provide you with preferred suppliers information or services support,
- Managing preferred supplier products and services support we provide you
- All stages and activities relevant to managing the membership
- Where it is in our legitimate interests to do so
- Managing your membership
- To perform and/or test the performance of our suppliers , services support and internal processes
- To follow guidance and recommended best practice of government and regulatory bodies
- For management and audit of our business operations including accounting
- To carry out monitoring and to keep records of our communications with you and our executive staff
- Where we need to share your personal information with people or organisations in order to run our business or comply with any legal and/or regulatory obligations, for example for er preferential terms with our suppliers
- To comply with our legal obligations
HOW LONG IS YOUR PERSONAL INFORMATION RETAINED BY US?
Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:
- For as long as we have reasonable business needs, such as managing our relationship with you and managing our operations
- For as long as we provide membership and/or services to you
- Retention periods in line with legal and regulatory requirements or guidance.
DO YOU HAVE TO PROVIDE YOUR PERSONAL INFORMATION TO US?
We’re unable to provide you with our membership or services if you do not provide certain information to us. In cases where providing some personal information is optional, we’ll make this clear.
WHO HAS ACCESS TO YOUR INFORMATION?
We will not sell your information to third parties. We will not share your information with third parties for marketing purposes.
WHEN DO WE SHARE YOUR PERSONAL INFORMATION WITH OTHER ORGANISATIONS?
We may share information with the following third parties for the purposes listed above:
- Other organisations and businesses who provide services to us such as, professional support, back up and server hosting providers, IT software and maintenance providers, document storage providers and suppliers of other back office functions.
You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about the work we do for our members, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.
We will not contact you for marketing purposes by email, phone or text message, unless you have given your prior consent. We will not contact you for marketing purposes by post, if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time on our website.
WHAT ARE YOUR RIGHTS UNDER DATA PROTECTION LAWS?
Here is a list of the rights that all individuals have under data protection laws. They don’t apply in all circumstances. If you wish to use any of them, we will explain at that time if they apply or not.
- The right to be informed about the processing of your personal information
- The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed
- The right to object to processing of your personal information
- The right to restrict processing of your personal information
- The right to have your personal information erased (the “right to be forgotten”)
- The right to request access to your personal information and to obtain information about how we process it
- The right to move, copy or transfer your personal information (“data portability”)
- The right to complain to the Information Commissioner’s Office, which enforces data protection laws. For further information, please visit: https://ico.org.uk/
HOW YOU CAN ACCESS AND UPDATE YOUR INFORMATION
You have the right to ask for a copy of the information Propharm hold about you by contacting our Data Protection Officer.
SECURITY PRECAUTIONS IN PLACE TO PROTECT THE LOSS, MISUSE OR ALTERATION OF YOUR INFORMATION
When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as credit or debit card details) is encrypted and protected with the software encryption on SSL. When you are on a secure page, a lock icon will appear on your web browsers.
Non-sensitive details (your email address etc.) are transmitted normally over the internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where you have chosen a password, which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
We may analyse your buying information to create a profile, so that we can contact you with information relevant to you.
USE OF ‘COOKIES’
LINKS TO OTHER WEBSITES
In addition, if you link to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third-party site.