When you share information with us, either by joining as a member of EMCC UK or through setting up a user account on our web site, this information is used solely to enable us to provide the services to which members or non-members have actively subscribed to. As you use our services, we want you to be clear how we’re using information and the ways in which you can protect your privacy.
• What information we collect and why we collect it
• How we use that information
• The choices we offer, including how to access and update information
We’ve tried to keep it as simple as possible, but if you’re not familiar with terms, such as cookies, IP addresses or browsers, then read about these key terms first (there is a simple glossary of terms at the end of this document). Your privacy matters to EMCC UK, so whether you are a member or a non-member who has registered to book onto an event, please do take the time to get to know our practices – and if you have any questions, please email us.
Information we collect and how we use it
We collect information to enable us either to provide membership service to our members or to enable non-members to book events that EMCC UK are offering via its web site. In either case we do not share any information with third parties and information is stored on systems that are within our full control.
The information we ask new and existing members to provide is collected and categorised as:
About me – this is personal information about you as follows:
Full name (first, middle and surname)
This information is collected to enable us to contact you as a member about membership matters – such as renewals or membership elections, which is necessary as under our Articles of Association (available at Companies House) we are a membership organisation. This information is mandatory in order that we are able to properly identify our members.
My membership – records details of any payments related to your membership account (new and renewals).
Automatic renewal and automatic payment options – records any payment information you have provided to facilitate membership renewal via direct debit. This information only applies to members who wish to pay by direct debit. Your payment details can be edited by you. This information is securely shared with our payments processor when your membership is automatically renewed.
My profile – should you wish, you can create a profile of your experience as a coach or mentor in order to showcase your capabilities to other members. This data is controlled by you and may be amended or deleted at any time.
My addresses – your correspondence address and contact telephone numbers (should you wish to provide them).
My details – this is an optional category. This asks for your date of birth, gender, key contacts and spouse details. This information is solely used for diversity and equality monitoring at events.
Social profiles – this is an optional category which enables you to advise of any social media accounts you wish other members to be aware of. This information is fully under your control.
My Education – again an optional category. Where you may wish other members to be aware of any particular qualifications you hold.
To be fully clear, optional, additional, information that you provide is solely at your discretion and for the purpose of communicating your skills and experience to other members.
Member information is retained for the duration of your membership and will be deleted when your membership lapses or is not renewed. Before deletion Membership Services will contact you to confirm that you actively wish to leave the organisation, or after six months, by default.
Information that we ask non-members to provide when they set up an account on our web site; For clarity this is when someone clicks on the link Create Account on the EMCC UK website. The information we collect is as follows:
Full name (first, middle and surname)
This information is collected to enable us to properly identify you, as a non-member, for the purposes of booking events. This information will be retained for six months from the date of last access, after which it will be deleted. You will need to re-register as a non-member to book further events.
We do not collect any information about how you (members or non-members) use our services, nor do we collect any information about any devices that are used to access our web site.
Cookies and similar technologies
When you access our services we will use a cookie to enable our website to collect and store information to facilitate better future interactions with our site. These cookies are stored on your local device only. We do not have access to this information and it is not used for any other purpose.
Further ways we might use information we collect
Occasionally you may need to contact our Membership Services team to discuss renewals, to address membership queries or other matters that are of concern to you. Our Membership Services team may access your membership details in order to assist you in your enquiry. The Membership Services team is able to see all information that has been entered on your members profile.
EMCC UK Network Co-ordinators have access to member details. This is for the purpose of identifying members in their allocated region to facilitate planning and communication (subject to your consent) of Continuous Professional Development events.
EMCC UK only holds its member personal information on servers in the UK.
Transparency and choice
People have different privacy concerns. Our goal in this policy is to be clear about what information we collect, so that you can make meaningful choices about how it is used. We have set out how we may use your personal information in the preceding sections specifically highlighting where information is mandatory, or optional and where you have the ability to manage this data yourself. We also offer the option for members to ‘opt in’ to general communications about conferences, events (national and regional) and professional development activity. You may undertake this as follows:
Access your membership record and select your preferences:
1. Log into your membership account
2. Select the preferences tab on the right-hand side of your record
3. Check your preference boxes – then SAVE your choices
You may choose to opt in to event and conference communications and/or to opt into communications about other professional developments, such as accreditation.
For clarity, the screen you will see is as follows:
Information you share
Our services let you share information with other members. Remember that when you share information publicly on a web site, it may be indexable by search engines, such as Google. Please be aware that any personal information, including profile photographs, you share on your personal profile may be accessible in this way. EMCC UK only provided to facilitate networking between our members, at their choice.
Accessing and updating your personal information
Whenever you use our services, we aim to provide you with access to your personal information. If that information is wrong, we strive to give you ways to update it quickly or to delete it unless we have to keep that information for legitimate business or legal purposes. The exception is optional information that you as a member have chosen to provide yourself, and which is fully under your own control.
We aim to maintain our services in a manner that protects information from accidental or malicious destruction. Because of this, after you delete information from our services, we may not immediately delete residual copies from our active servers and may not remove information from our backup systems.
Information we share
We do not share personal information outside of EMCC UK, with the following exception:
With EMCC UK administrators – They are able to access your web account in order to undertake the following:
• Change your account password
• Suspend or terminate your account access
• Access or retain information stored as part of your account
• Receive your account information in order to satisfy applicable law, regulation, legal process or enforceable governmental request
This is purely for the purposes of managing member accounts and complying with applicable laws and regulations where this is necessary.
For legal reasons
We will share personal information with companies, organisations or individuals outside EMCC UK if we have a belief in good faith that access, use, preservation or disclosure of the information is reasonably necessary to:
• Meet any applicable law, regulation, legal process or enforceable governmental request.
• Detect, prevent or otherwise address fraud, security or technical issues.
• Protect against harm to the rights, property or safety of EMCC UK, our users or the public, as required or permitted by law.
We work hard to protect EMCC UK and our members from unauthorised access to, or unauthorised alteration, disclosure or destruction of information that we hold. In particular:
We review our information collection, storage and processing practices, including physical security measures, to guard against unauthorised access to systems.
We restrict access to personal information (other than that which members have knowingly supplied for their public profiles) to EMCC UK employees, contractors and agents who need to know that information in order to process it for us and who are subject to strict contractual confidentiality obligations. They may be disciplined or their contract terminated if they fail to meet these obligations.
There are EMCC UK associated Groups on a number or Social Media platforms, such as LinkedIn. These are not provided or operated by EMCC UK, nor do we have any access to, or control of, the personal information of people who have joined these groups.
Compliance and cooperation with regulatory authorities