Privacy

This privacy policy explains how and why we collect your personal data and how it is used. FSEM is on the data protection register with the registration number Z9390844 and our entry may be viewed on the register held by the Information Commissioner’s Office https://ico.org.uk/ESDWebPages/Entry/Z9390844

When we collect your data

We collect your personal data when you request, or enquire about, the provision of our services including membership, training, events, qualifications and awards, room hire and FSEM promotional items. Becoming an Associate Member, Diplomate Member, Member or Fellow of the Faculty means we collect your personal data when you apply.

Financial Details and Sensitive Information

We do not store our customer’s or member’s financial details. We do not collect sensitive information about you, except when you specifically and knowingly provide it.

How we use your information

We use your data to:

• provide and administer the services you have requested
• keep you up to date with Sport and Exercise Medicine news
• tell you about FSEM and relevant services, standards and assessment
• monitor online traffic patterns and site usage to help us continually improve our website
• We may use your information for workforce planning and statistical analysis, and may use reputable partners, suppliers or agencies to process your personal information on our behalf. Where we do so, strict instructions will be given on the processing of data and security

We do not share your personal data with third parties for commercial or marketing purposes.

We may share your personal data with third party suppliers for administration purposes only. Data is transferred securely and your data is processed in accordance with our data protection policy.

From time to time we may share your information with FSEM Council Members, Committees and Working Parties for the purposes outlined in this policy.

In some instances we use third party hosting sites to collect and process your personal data i.e. Mailchimp. These third party suppliers guarantee the security of your data via their privacy policies and corporate terms. Our third party supplier is based in the US and complies with the ‘E.U. – U.S. Privacy Shield Framework’. Further information can be found at https://mailchimp.com/legal/privacy/

We have the right to share your personal data if legally required to do so by a governmental entity or regulatory authority.

By supplying your personal data to FSEM, you are consenting to the processing of your data as outlined in this privacy policy.

How long do we keep your personal data?

Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes. For example data processed from non member enquiries shall be kept for the purposes of responding to or providing the service or information requested, data processed for membership purposes will be kept for the duration of the individual’s Diplomate Membership, Membership or Fellowship of FSEM and thereafter may be required to be held in archive.

Keeping in touch with you

If you have opted-in to receive regular news releases and e-bulletin communications from us and no longer wish to receive these, you have the right to opt-out at any time. To unsubscribe, please email pr@fsem.ac.uk or follow the ‘unsubscribe’ link contained in FSEM marketing communications emails.

If you are an FSEM Associate Member, Diplomate Member, Member or Fellow, you can also update your opt-in preferences via the members area of our website.

We will process all unsubscribe requests within 21 days.

Membership Correspondence and Registration

As part of your membership FSEM is required to ask for and store your personal data in order to send personal correspondence relating to services, voting, membership fees and essential updates which may affect your individual membership. The requirement to store you data and contact you about matters connected to your membership is part of becoming a Diplomate Member, Member or Fellow of FSEM and is separate from FSEM communications and marketing activity, e-bulletins and news releases.

If you do not wish FSEM to store your personal data for membership purposes you cannot become an Associate Member, Diplomate Member, Member or Fellow of FSEM.

If you register for an account with our website as a Diplomate Member, Member or Fellow, the information you provide us will be used to allow you to log into and use the advanced features of our website.

Workforce Planning Data

We also collect optional workforce planning information i.e. working patterns/hours and type of employment, via the membership log in process and in surveys from time to time. We collect this information on our Diplomate Members, Members and Fellows for the purposes of workforce planning and reporting.

We also collect and hold information on our Sport and Exercise Medicine Registrars (trainees) numbers and general patterns.

Registrar and workforce data is used to complete workforce planning reviews and reports to Health Education England and UK Government bodies. The data shown in reports is not personal and will be shown in general trends, numbers, graphs and percentages.

FSEM Published Lists of Members and Fellows – affecting FSEM Members and Fellows only.

FSEM Members and Fellows, who give permission, are listed on the public area of our website. When you apply for FSEM Membership or Fellowship, we will contact you to give you the opportunity to opt-in to having your details published. Once opted-in your title, initial, surname and the area of the UK in which you practice will be published on our website as part of your membership data preferences submitted to FSEM.

You can change these privacy preferences at any time by emailing enquiries@fsem.ac.uk or via our members area of the website.

All updates to Members and Fellows public lists privacy preferences will be processed within 21 working days.

Examination and Assessment Data

FSEM does not share examination and assessment data with any third party without your permission. Examination data is collected and processed by the Royal College of Surgeons of Edinburgh and is party to our Examinations Committee. Assessment data is collected and processed by our Ultrasound Assessment Committee.

Cookies

We use small files known as ‘cookies’ to enhance your experience of FSEM website as follows:

• To facilitate optimal use of FSEM website, by means of a temporary ‘session’ cookie. These cookies disappear when your browser session ends.
• In addition we use Google Analytics, an independent measurement and research service from Google. They use cookies and code on the site to gather non-personal data regarding the number and frequency of visitors to our site. Both the cookies and the embedded code provide general site and not personal statistical information about visits to pages on the site, the duration of individual page view, paths taken by visitors through the site and other general information. We use this type of information to help us improve our services to you. Further information regarding Google Analytics privacy statement can be found a www.google.com/privacy
  
• We also use cookies in our email communications to track whether emails have been opened or read and whether recipients have visited any website links provided. Again, this data is statistical and non-personal.

FSEM website provides links to third party websites. We are not responsible for the privacy practices of those websites. Always check the privacy policies of any sites you visit.

Accessing your information and your rights

You have the right to access a copy of the personal data that we hold on you. To submit a full subject access request, please send a written request to the Data Protection Officer, FSEM UK, 1a Hill Square, Edinburgh, EH8 9DR.

Associate members, Diplomate Members, Members and Fellows can also view the type of data held and update their personal data and preferences in the members area of our website under My Profile.

Under the EU GDPR rules you have the right to:

Be informed of and access the data we hold on you,  the right to rectify any data we hold on you, the right to request the data we hold on you to be erased, the right to restrict processing, the right to data portability, the right to object to data held and the right not to be subject to automated decision-making including profiling.

You can access further details on your individual rights at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

Please note enquiries in relation to FSEM services should be sent to enquiries@fsem.ac.uk

Any changes to FSEM privacy policy will be updated on this page.

Find out more

You can find out more about UK data protection laws by visiting www.ico.gov.uk.

Complaints

If you have a concern about an organisation’s information rights practices you can contact the Information Commissioners Office on 030 123 1113 or visit ico.org.uk/concerns