| Type of personal data held | Where held e.g. office, software, paper | What we use the data for | Where we got the data from | Do we have consent? | Who we share it with (if anyone) |
The Institute of Trichologist Members
Contact details (address, phone number, email) Clinic information (Clinic name, address, contact information, clinic website) Membership (AIT/MIT/FIT) CPD Records and Certificates Certificate of Insurance Agreement declarations to the Code of Ethics and Articles of Association Membership forms Student membership forms.
| Electronically – stored securely in a Private and confidential Dropbox | Held in order to maintain database of memberships, to update the register that is accessible to the general public and for permission to hold mailing lists for CPD etc. | Members fill forms in annually when membership payments are due, which includes collection of all the relevant data. | yes | Chairman, Vice Chairman, Registrar, Education Director. Clinic information is shared on the IOT website with members of the public via our Member Register. Member’s can choose to opt out of having their clinic information accessible to the public. |
STUDENT DATA Contact details (address, phone number, email) Emergency contact details i.e. next of kin Previous qualifications. Entry test results. Personal references. Clinical training records / Assessment feedback. Examination results. Grading and certification.
| Office and software | Data is used to enable the IOT to contact learners using the correct details. To ensure students are using the correct identification and are who they say they are. To ensure learners are placed on the correct level / programme of study. To ensure learners meet the appropriate entry levels for the course. To record and monitor student progress on the course. To ensure learners are certificated using their correct name and spelling. | Information is gathered from the candidate themselves along with two referees provided by the student. | Yes | Information held on students is shared only within the educational team as and when necessary. The educational team consists of six staff in which this information may be shared. |
PATIENT DATA: Name Contact details (address, phone number, email) Patient history eg Clinical Treatments and blood test results | Patient details for consultants / students is held in paper form. Patients who attend the IOT’s Wednesday and Saturday clinics have details stored in paper form and electronically on the PPS booking system. | All patient information is taken for clinical appointments. | All information is provided directly from the patient themselves. | Yes | Information is shared with a student and teacher who will perform a clinical consultation/treatment with the patient. |
EMPLOYEE DATA:
Contact details (address, phone number, email) Emergency contacts/next of kin Medical information CVs Job applications Training records Disciplinary records Appraisals / performance reviews | Paper form at the office and electronically | This is held for employment records. | All information relating to employment is gained from the candidate themselves. | Yes | Chairman, Education Director, Education Manager, Board of Directors if necessary, Trustees, if necessary, administration if necessary. |
FINANCIAL DATA: Suppliers Invoices Bank account details Credit/debit card details Payment history | Paper copies of invoices All other information held electronically | This is held for accounting. IOT bank account details are held in line with on-line banking plus patients/members/students are given bank account details to be able to pay by direct bank transfer. Bank account details of patients, staff, members or students are not stored and are disposed of immediately after use. | IOT | Yes | Chairman, Vice Chairman, Education Director, Accountants, Administration if necessary |
MARKETING DATA: Mailing lists (email, text, post) Social media Marketing | electronically | Held in order to email members/students with details of CPD events, AGMs etc. or newsletters regarding IOT developments | Members/students themselves from Membership forms | yes | Administration, Chairman |
