Menu Close
工作區域 2

Privacy Policy

This privacy policy will explain how ELM uses the personal data we collect from you.
How ELM shares data is outlined below.
Website
We are committed to ensuring that your information is secure. In order to prevent unauthorized access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Cookies
ELM uses cookies in a range of ways to improve your experience on our website, including:
  • Understanding how you use our website
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyze web traffic or let you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used and this help us understand what web pages are useful and important to our visitors. This helps us improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links to other websites
Our website may contain links to other websites that provide our members with essential services and products.
Our website may also contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website.
Therefore, we cannot be responsible for the protection and privacy of any information which you provide while visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways:
  • Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes.
  • If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at enquiry@elmquality.org
  • We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
What information do we collect, and what do we do with it?
Most of the personal information we process is provided to us directly by you for one of the following reasons. 
  • Membership
  • Marketing
  • Advertiser/Sponsor
  • E-commerce
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we reply on for processing this information are:
  • Your consent – you are able to remove your consent at any time.
  • We have a contractual obligation.
  • We have a legitimate interest.
Members: current and prospective
Membership applicants are asked to complete an application form, providing name and address, nationality, date of birth, email and phone number. You will also be asked to confirm your communication preferences.
Your membership will be stored in the ELM’s database, only accessible to authorized members of staff. 
This information will be used for managing your membership including sending renewal reminders and delivery of membership benefits such as information about  events. 
Your membership records on our database will be retained for the duration of your membership and for a period of 2 years after your membership expires. After-which it will be archived. 
Prospective members: applications that have not been completed and made active after six months will be dormant.
Marketing
ELM would like to send you information about products, services, events and activities, of ours and our approved partners and that we think you might like. 
If you have agreed to receive marketing, you may always opt out at a later date. You have the right at any time to stop ELM from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please email  enquiry@elmquality.org
Advertiser/Sponsor
Your advertising/sponsors information will be stored by ELM, only accessible to members of the Membership and Communications Directorate and Finance Department.
This information will be used for managing your advertising and payments. Advertising and sponsorship activity – contracts, invoicing and payments will be issued under ELM.
Contractors
Contractors may be an individual, sole trader, company or such other legal entity accepted by ELM.
What information do we ask for and why?
We keep several categories of personal data on our contractors in order to carry out effective and efficient processes. We hold this data securely. Specifically, we hold the following types of data, as appropriate to your status:
  • Personal details such as name, postal address, email address, phone numbers.
  • Other names you use or have used if you trade under a different name than that which you are generally known by.
  • Your ELM Membership number (if relevant).
  • Name and contact details of your next of kin or other emergency contact (if relevant).
  • Payment details (which may include bank account details).
  • DBS check level, certificate number and date of issue (if relevant).
  • Information relating to your contract with us, including:
  • Role title(s) and role description(s).
  • Your rate(s) of pay.
  • Your Contract for Services with ELM.
  • Details of Assignments you undertake.
  • Details of formal and informal proceedings involving you such as letters of concern or formal complaints.
  • Standardization and Continuous Professional Development (CPD) modules undertaken (where relevant).
For contractors working outside the UK, we may also hold the following types of data:
  • Nationality.
  • Passport details.
Retention periods
We only keep our data for as long as we need it, which will be at least for the duration of your contract with us though in some cases we will keep your data for a period after the contract has ended. Some data retention periods are set by the law. Retention periods can vary depending on why we need your data, as set out below:
  • Data relating to payment of fees need only be kept for 3 years after a contract expires.
  • New examiner training records and examiner upgrade records are retained permanently.
Automated decision making
Automated decision-making means making decision about you using no human involvement e.g., using computerized filtering equipment. No decision will be made about you solely based on automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.
Use of data processors
Data processors are third parties who deliver elements of our operations for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organization apart from us. They will hold it securely and retain it for the period we instruct.
ELM uses external suppliers based in the UK to print and dispatch certificates, and to deliver medals and awards. Data on certificates is secured in accordance with the international standards ISO9001/ISO27001.
Your data protection rights
ELM would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
The right to access – You have the right to request ELM for copies of your personal data.
The right to rectification – You have the right to request that ELM correct any information you believe is inaccurate. You also have the right to request ELM to complete the information you believe is incomplete.
The right to erasure – You have the right to request that ELM erase your personal data, under certain conditions.
The right to restrict processing – You have the right to request that ELM restrict the processing of your personal data, under certain conditions.
The right to object to processing – You have the right to object to ELM processing of your personal data, under certain conditions.
The right to data portability – You have the right to request that ELM transfer the data that we have collected to another organization, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact our Data Protection Officer:
Email: enquiry@elmquality.org
Making a complaint
If you think your data rights have been breached, you can complain to us by writing to enquiry@elmquality.org. You can also raise a complaint with the Information Commissioner Office (ICO). https://ico.org.uk/