Privacy Policy

We are the Madras State Medical Association in United Kingdom (MSMA)

As part of our operations, we deal with information relating to individuals joining as members. We take the privacy of all the individuals we interact with very seriously and are committed to protecting your personal information. We comply with all applicable data protection laws and undertake to process your information in line with this policy. If you have any enquiries relating to the policy, please email secretary by email using the Contact us Form on Home page.
This Policy sets out the basis on which any personal data we (MSMA and our subsidiaries) collect from or about you, or that you provide to us, will be used or processed by us.

1. PRIVACY NOTICES

1.1 We deal with information relating to our membership (including all past, present, future, and prospective members) for the purposes of providing them with various products and services and communicating with them about membership news and information, subscription fees, information and updates on professional related issues and about events or meetings or tours and courses. We as MSMA committee of office do this as part of our obligation to members.  The information we deal with may include (for example) various details about members (such as contact and career details, bank details and details of their interaction with the Association). Please note that for some of this information where relevant we share responsibility, we may also use information relating to members to analyse the make-up of membership in the association and we do this because it is in our legitimate interests to properly administer membership and make sure it is suitable for all members.

1.2 We also deal with information relating to our membership for the purposes of fundraising. The information we may use includes contact details, any donations you may have made to the MSMA and other information to inform our fundraising activity. It is in our legitimate interest to further our charitable objective that we believe our membership will be interested in supporting these objectives.

1.3 We deal with information relating to previous members of the MSMA and information relating to people who have attended the MSMA events. We do this because it is in the interests of other members or guests using MSMA site as one of our public tasks to maintain standards and public safety.

1.4 We also deal with information relating to previous members of the Madras State Medical Association (MSMA UK) and information relating to people who have attended the MSMA’s Meetings or Events for the purposes of membership recruitment and to market membership and events. We do this because we think it is in our legitimate interests to increase the membership of the Madras State Medical Association (MSMA UK) and increase attendance at meetings and events conducted by MSMA. The information we have includes various details about these people (such as contact and career details, and details of their interaction with the MSMA). Previous members and people who have attended the MSMA’s meetings or events can always opt out of any contact we have with them or ask us to delete information we hold.

1.5 We may or will, if necessary, provide verification of the membership status of individuals to organisations for the purposes of Charity requests, employment references, academia, awards and any of the medical or dental regulatory council’s requests.

2 WE DEAL WITH INFORMATION RELATING TO OUR OFFICE BEARERS AND SUPPORTERS

2.1 We deal with information relating to staff or individuals employed by the MSMA (including Temporary Staff employed through employment agencies, and Freelance Staff) on ad hoc basis or during any events for the purposes of staff administration and recruitment. We do this in most cases because we have a contract with each such person, and we need to use the information pertaining with health, training, equality to perform that contract. The information we deal with may also include contact details, details of current and previous employment or experience and details about wages paid, diversity, ethnicity and disabilities.

2.2 All of the information you provide during the registration process will only be used for the purpose of progressing your application to become a member. We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. The information we ask for is used to assess your suitability for membership of MSMA.

2.3 We collect pictures of members, temporary or permanent staff, associations and third-party visitors to print it on ID Badges during meetings or events or security clearance when and where required.  The pictures will be also kept on the system for health and safety purposes. We collect that because it is our legitimate interest to be able to verify the identity of individuals within our Association and ensure no unauthorised individuals’ trespass during meetings or all events organized by MSMA UK.  We will only retain the pictures as long as necessary for security purposes.

2.4 Third party visitors have an opportunity to upload their picture while visiting the website, attending or providing service during meetings or events.  All optional digital technology facilities like Fingerprint, Facial recognition will be introduced when ready and required and agreed by the committee.

3 WE DEAL WITH INFORMATION RELATING TO OUR REPRESENTATIVES AND VOLUNTEERS

3.1 We deal with information relating to Member and Non-Member Representatives and Volunteers, for the purposes of recruiting them into roles and then providing them with information relating to their role in the Association to update them about MSMA activities, and to inform them about meetings and events run by the MSMA.  We may also use the information to reimburse expenses where relevant. We do this because we have a contract with these people like Sponsors, Caterers, Transport firms, Audio-visual providers, DJ’s, Travel agents for them to carry out work, on behalf of the MSMA. We also deal with this information for the purpose of updating some of them about other member volunteer roles during meetings, events, fundraising programmes, group tours in UK or overseas.  We do this because it is in our legitimate interests to increase maximise participation and diversity in our Association’s activities.  We may also collect information about ethnicity and diversity of the non-member volunteers (or potential non-member volunteers) for the purpose of ensuring we treat everyone equally, but we will only ever do this with explicit and informed consent.

3.2 We deal with information relating to our Invited Speakers, Guests, for the purposes of administration.  We do this in most cases because we have a contract with each such person and we need to use the information to perform that contract. However we are required to process certain information because we have a legal obligation to do so (for example, we deal with medical information, dietary preferences, health surveillance records, or other such reasons like Health & Safety legislation obliges us to.) The information we deal with may include (for example) contact details, details diversity, ethnicity and disabilities.

3.3 We deal with information relating to members for creating Faculty Groups, Mentoring Groups, especially for the benefit of newly qualified doctors from Tamilnadu (Madras) State, India for the purposes of administration and recruitment. We do this in most cases because we have a contract with each such person, and we need to use the information to perform that contract. The information we deal with may include (for example) contact details, details of current and previous employment or experience and details about performance, diversity, ethnicity and disabilities.

3.4 We deal with information relating to Members’s and their family Members’s interests, proficiency in artistic talent, photography, videography, fine arts and culinary expertise so as to help us to arrange events and encourage participation to share to benefit of rest of the MSMA members and invited Guests.

4 WE DEAL WITH INFORMATION RELATING TO OUR SUPPLIERS

4.1 We deal with information relating to suppliers to the MSMA for the purposes of administering contracts for supplies of products, goods and services to the Association. We do this because we have a contract with those suppliers. The information we deal with may include (for example) contact details, insurance details and financial details. We also deal with information relating to suppliers (and individuals’ employees at suppliers) for the purpose of maintaining contact lists of people, MSMA committee can call on to supply or help MSMA. We do this because it is in our legitimate interests to maximise the availability of suppliers to our MSMA and the information we deal for this purpose are names, nature of service available and contact details.

4.2 We deal with information relating to Identifiable Individuals for the purposes of providing venue by Hoteliers, Catering companies, Audio Visual Equipment and service Providers, Transport companies, Photographers, Videographers, Banners and Stationary suppliers.  The information we deal with may include names and images of individuals.

5 WE DEAL WITH INFORMATION RELATING TO OUR DONORS AND PROSPECTIVE DONORS

5.1 We deal with information relating to our Donors and Prospective Donors for the purposes of fundraising. We do this because it is in the legitimate interests of the Madras State Medical Association (MSMA) to raise money to further our charitable activities. The information we deal with may include contact details, publicly available details of trusteeships of companies and charities. However, where we are fortunate enough to deal with a donor to the MSMA, we also deal with information related to that donor for the purpose of processing a donation and we do this because of a contract with that donor. Also sometimes we need to supply details about a donor and any donation to HMRC for Gift Aid purposes (which we do because it is a legal obligation to do so).

We do not store information that is classed as ‘sensitive’ or ‘special category’ personal data (meaning data relating to health (physical or mental); ethnicity; political, religious or philosophical beliefs; trade union membership, sex life; or genetic/biometric identifiers) or any data regarding criminal offences that you share with us, unless there is a clear and valid reason for us having to process this particular data that complies with applicable law, primarily that we have your explicit consent, and/or that you have made that information public and/or we have to process that data in connection with a legal claim.

6 WE DEAL WITH INFORMATION RELATING TO OUR VISITORS

6.1 We deal with information relating to visitors to the meetings and events organized by MSMA for the purposes Visitor management and of which we have a legitimate interest to do; and any accidents in the venues of which we do because we have a legal obligation to do so. The information we deal with may include (for example) contact details of the visitors.

6.2 We may have school leavers or medical students, newly graduated medical professionals like Doctors, Doctors undergoing specialist training, Nurses, Physiotherapists, Pharmacists and other paramedical service providers and trainees seeking advice from members for career planning and such requests should be considered and given free of charge. We and you agree that such individuals seeking advice must understand that such advice are only given as guidance, and it is each individual’s responsibility to follow them after due consideration with their individual, family and financial circumstances. The individual receiving such career advice or guidance will not hold the MSMA member or MSMA website giving the advice or guidance for any failures or misfortunes arising out of such advice.

6.3 We may have visitors, guests, patients from around the world contacting our members seeking medical advice or second opinion depending on the member’s specialty interest, and we may have to store the details of such visitors visiting our MSMA website via public guest Entry window. We and You agree that Visitors or Patients receiving such medical advice, or second opinion do so on their free will and risk and must not hold the MSMA member specialist or doctor or MSMA website responsible for any failures or misfortune and must not claim MSMA Website or its members or member giving advice for any financial damages.

7 WE DEAL WITH INFORMATION RELATING TO OUR CONTACTS

7.1 We deal with information relating to Speakers who are Private Practitioners or employees of an NHS Trust or retired or visiting guest speakers or dignitaries from other countries to notify them about professional issues and we do this because it is in our mutual legitimate interests.

7.2 We deal with information relating to Media and Key Stakeholder Public personalities of fame (including MPs) for the purpose of dealing with the media, the public and their representatives. We do this because it is in our legitimate interests to maintain a good profile in the press and with the public. The information we deal with may include (for example) contact details and publicly available information.

7.3 We deal with information relating to Pharmaceutical Companies, Health Industry Contacts, Non-Medical Companies like Banks and other Insurance, Media organizations who may be sponsors for meetings, events organized by MSMA, for the purpose of providing marketing information to them about the organisation. We do this because it is in our legitimate interests to market to these people. The information we deal with may include (for example) contact details.

7.4 There maybe occasions for guests, patients from around the world emailing or making web calls to members of MSMA seeking second opinion or advice for treating any medical condition under various specialities.

7.4.1 We and You agree that you provide any such advice given on our MSMA website totally Free of Cost as a charitable gesture for all those who are in need of such Free service.

7.4.2 We and You agree that at any time in future a secure Consultation and Payment Window is introduced in our MSMA website you may feel free to charge for any medical service or advice you provide and also agree to pay 5% of your charges to the MSMA website which will be used for maintenance of the site and also any balance left will be credited for any future or ongoing charitable services.

8. TRANSFERRING INFORMATION OUTSIDE THE EUROPEAN ECONOMIC AREA (EEA)

In some circumstances your information may be transferred outside the EEA. This is usually where we are providing a service on behalf of MSMA or conducting or attending Meetings or Events or Tours organized by the Association committee for the members.

9. YOUR RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal information, as summarised below. You have the right to:

9.1 Request access to your personal information: This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

9.2 Request correction of the personal information that we hold about you: This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

9.3 Request erasure of your personal information: This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal information to comply with local law. Note, however, that we may not always be able to comply with your request for erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

9.4 Object to processing of your personal information: Where we are relying on a legitimate interest (of our own or of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal information for direct canvassing or marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which overrides your rights and freedoms.

9.5 Request restriction of processing of your personal information: This enables you to ask us to suspend the processing of your personal information in the following scenarios:

(a) if you want us to establish the data’s accuracy;

(b) where our use of the data is unlawful but you do not want us to erase it;

(c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or

(d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

9.6 Request the transfer of your personal information to you or to a third party: We will provide to you, or a third party you have chosen, your personal information in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information.

9.7 Withdraw consent at any time where we are relying on consent to process your personal information:

However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide or update you.

If you wish to exercise any of the rights set out above, please contact our secretary by filling out the Contact Us Form on homepage. If any administrative charges apply in complicated situations, we will send an invoice requesting payment.

10. YOUR RIGHT TO LODGE A COMPLAINT WITH THE ICO

If you feel that we have not handled information relating to you properly, or if you have contacted us about how we use that information and are unhappy with our response, you have the right to lodge a complaint with the Information Commissioner’s Office.
By phone: 0303 123 1113
Online: https://ico.org.uk/concerns/

11. OUR WEBSITE

Your use of our website signifies your consent to us collecting and using data about you as specified below in accordance with this policy statement. 11.1 How do we collect information about you and how is it used?

 You may provide personal information when contacting or communicating with us, and we may keep a record of that correspondence

 You may use our services and give your name and e-mail address to make a comment about our services or website.

 We will collect information about your tastes and preferences, both when you tell us and by cookies analysis.

 It may be that you provide us details of credit or debit cards or bank accounts in making payment to us. Any such information (confidential financial information) will be disclosed only in accordance with the disclosure policy below.

 Details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access.

 We may use personal information collected about you through cookies to help us develop the layout of our website to ensure that our site is as useful and enjoyable as possible.

 We may use personal information collected to let you know about functions on our website or changes to our terms and conditions of use.

 Personal data provided to us by third parties in accordance with the law.

11.1.1 IP addresses
We may sometimes collect information about the computer or device you use to access our sites, including where available your IP address, operating system and browser type, for system administration.

11.1.2 Traffic data
We may provide or maybe collected by cookies in all computers belonging to our members or in those devices being used to access the MSMA site, aggregate statistics about visitors, traffic patterns and information to third parties, but these statistics may not include any information that identifies you or any individual personally.

11.2 Uses made of the information.
We use personal data held about you in the following ways:

 To ensure that content from our site is presented in the most effective manner for you and for your computer.

 To provide you with information that you request from us or which we feel may be of interest to you. This may be by post, email or other electronic means where you have expressly consented to be contacted for such purposes.

 To carry out our obligations arising from any agreement entered between you and us.

 To allow you to participate in interactive features of our service, when you choose to do so.

 To notify you about changes to any service we have contracted to provide you with.

We will not pass your information on to third parties other than our contractors, suppliers or agents who we use to provide services that you have requested or who help us provide those services. We do not sell or rent your personal data to third parties and shall only permit selected third parties to use your data.

11.3 Security

All information you provide to us is stored on secure servers by the website manager and hosting company.  Any payment transactions will be encrypted using SSL technology.  We do not hold credit or debit card data ourselves. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do what we reasonably can to protect your personal data and we have had this website security tested by a third party, we cannot guarantee the security of your data transmitted to our site and any such transmission is at your own risk. Once we have received your information, we will use appropriate procedures and security features to try to protect your personal data against unauthorised or unlawful access or accidental loss, destruction or damage.

12. DISCLOSURE POLICY
We may disclose your personal information to third parties:
If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to establish, defend or enforce our legal rights or to protect the rights of members of Madras State Medical Association (MSMA in UK). This includes exchanging information with other organisations for the purposes of fraud protection and credit risk reduction or the police or regulatory authorities.

12.1 As part of our operations, we deal with information relating to individuals. We take the privacy of all the individuals we interact with very seriously and are committed to protecting your personal information. We comply with all applicable data protection laws and undertake to process your information in line with this policy. If you have any enquiries relating to the policy, our MSMA Secretary can be contacted by email via contact us form on home page.

This Policy sets out the basis on which any personal data we (MSMA and subsidiaries) collect from or about you, or that you provide to us, will be used or processed by us.

12.2 Any changes we may make to our privacy policy in the future will be posted on this page and you should check this page to make sure that you have seen the latest version.