Privacy Notice

UK MMA

Membership Privacy Notice & Statement

 

Advice on how the Malayali Medical Association UK (MMA UK) collects, uses and shares your information.

In this document, ‘we’, ‘us’ and ‘our’ refer to the MMA UK membership team. We won’t disclose your information to anyone, other than as set out in this privacy statement and any applicable terms and conditions.

Necessary processing

The MMA UK will use the data collected on the membership application form to

  • process and manage your application

  • provide member benefits and services

  • manage your membership.

  • This includes using your email address to send you a welcome email.

To deliver your member benefits, your data will be shared with:

trusted partner organisations (if applicable) to process your membership card, renewal/reminder notices, conduct the events & programmes, benefits and other member benefits (eg subsidised care). Your data will be retained within our own systems and will be shared only to the trusted partners and for the purpose mentioned here in.

If you do not wish to be contacted about any of our optional communications, please send a mail to malayalimedicaluk@gmail.com and ask to remove your email from the Communication data.

 What do we do with your data?

We maintain information about you to provide you with member benefits and information on MMA UK activities, which involves sharing information across our management team:

We will process your application, manage your membership and provide member benefits under legitimate interest and, if you agree, contact you about other membership products and services which may be of interest to you. By processing your data under legitimate interest, we will use your data in a way which might reasonably be expected as part of running our organisation, and which does not materially impact your rights, freedom or interests.

If requested, we will use your data to verify your membership with your prior permission. We may use your data for purposes, beyond the above if it’s to serve the better interests of the organisation. We will send you a communication, wherever its possible and you will be able to opt out of the same.

The data we hold includes:

  • your contact details,

  • your personal details

  • your qualification details

  • your payment details,

  • optional personal details, eg ethnicity.

Why do we need to collect and use your data?

We will enable you to become part of an active Malayali Medical Membership community in the UK. MMA UK is a strong network where the members work closely to support its members and make a positive impact on healthcare in the United Kingdom and Kerala, India.

Who will information about you be shared with?

We will share your information with trusted third parties, to act on our behalf, in providing your products and services. We will share your information within the management team and trusted third parties to enable them to act on our behalf in providing relevant communication. We will only release your information in accordance with your mailing preferences. You will be able to opt out of receiving this communication at any time by sending us a mail to malayalimedicaluk@gmail.com.

How will we protect your data outside the territories covered by the GDPR?

All data managed by us is held and used within the UK.

How long will we keep your personal data?

Whenever we collect or process your personal data, we will only keep it for as long as is necessary. At the end of our retention period, your data will be either: deleted, destroyed, deactivated, or anonymised.

We will keep data relating to your basic core information (including name, date of birth, UK region, country, member type, qualifications, joining and leaving dates) permanently as a historical record when your membership expires. Direct debit bank details if held on our database, they will be deleted once your direct debit is cancelled or at your request. Membership information held on our database will be deactivated once your membership has expired.

What are your rights?

  • Right to access your data (GDPR Article 15) – You have the right to access all information which identifies you as a living person, held on MMA UK by making a ‘subject access request’.

  • Standard format (GDPR Article 20) – You have the right to a copy of your data in a standard format, where technically possible.

If you wish to exercise the above rights, please send a mail addressed to data protection officer to malayalimedicaluk@gmail.com.

  • Rectify errors (GDPR Article 16) – You have the right to rectify factual errors lodged in MMA UK and we will do the necessary as soon as possible.

  • Data deletion, restriction or stopping its use (GDPR Articles 17 and 21) – As a member we will need to keep your data to provide your membership. As an ex-member we will need to keep your basic core information (eg name, location, membership type, join & leave dates) for our historical records.

  • You have the right to stop us using your data for any marketing communications by sending us an email to malayalimedicaluk@gmail.com.

Who do you contact at the MMA UK and how do you complain about the use of your data?

If you have any queries or concerns about how we manage privacy, please contact MMA UK Management at malayalimedicaluk@gmail.com. If you are not satisfied with how your data is handled by us, you have the right to complain by email to to malayalimedicaluk@gmail.com or alternatively to the UK regulator, the Information Commissioner’s Office (ICO). Please see the ICO website for further information on the General Data Protection Regulation (GDPR) and your rights.

If the use of your data changes, we will place an updated version on this page. Regularly reviewing this information ensures you are always aware of what data we collect, how we use it and under what circumstances, we will share it with other parties.

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This statement was last updated February 2023