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Privacy statement

Under the General Data Protection Regulation (GDPR), the Faculty of Medical Leadership and Management (FMLM) must provide comprehensive information on how records and information about living people are being collected, used and disposed of.

This statement explains how and why and what data FMLM hold about you, why we hold it, how we protect it and how you can access your rights.This statement will also explain how and why FMLM collect personal information from individuals who visit our website, become members, engage with our resources, purchase our services, register for our events and take part in our programmes.

This document will provide an overview of how FMLM use personal data, the conditions under which FMLM may disclose it to others, how FMLM keep it secure and how and when FMLM will dispose of it.

Any questions regarding this statement and FMLM’s privacy practices should be sent by email to enquiries [at] fmlm.ac.uk.

Who are the Faculty of Medical Leadership and Management (FMLM)? 

The Faculty of Medical Leadership and Management (FMLM), established in 2011 is the UK professional home for medical leadership. FMLM’s primary aim is to raise the standard of patient care by improving medical leadership. 

Disclaimer 

The information contained in this web site is for general information purposes only. The information is provided by the Faculty of Medical Leadership and Management and whilst we endeavour to keep the information up-to-date and correct, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the web site or the information, products, services, or related graphics contained on the web site for any purpose. Any reliance you place on such information is therefore strictly at your own risk.

In no event will we be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from loss of data or profits arising out of or in connection with the use of this web site.

Through this web site you are able to link to other web sites which are not under the control of the Faculty of Medical Leadership and Management. We have no control over the nature, content and availability of those sites. The inclusion of any links does not necessarily imply a recommendation or endorse the views expressed within them.

Every effort is made to keep the web site up and running smoothly. However, the Faculty of Medical Leadership and Management takes no responsibility for and will not be liable for the web site being temporarily unavailable due to technical issues beyond our control. 

What FMLM does with your data 

FMLM collects and maintains information about you in order to provide you with the service or information you have signed up to access, for example membership, events, leadership development programmes or another service.

Information is only collected once ‘the user’ creates an account in order to access a programme, service or resource.

The information you supply will be accessed and used by FMLM employees to administer the activity for which you provided your information.

Where FMLM works with external partners to deliver an event, programme or service it may be necessary to share your information with these partners for the running of this service and this sharing agreement will be made clear to you during the registration process.

FMLM collects information about you for the following reasons:

  • To allow you to create an account and access resources via the FMLM website
  • To process membership applications and provide membership services to you
  • To process Fellowship applications
  • To process Revalidation and appraisal services
  • To administer the recruitment and management of clinical fellows schemes
  • To process payments to you
  • To process payments via Direct Debit and PayPal
  • To process event registrations
  • FMLM collect information from you to be able to administer the activity for which you signed up to access and to communicate with you for the purposes of effectively providing this service to you.  
  • Information about what data FMLM collect and how it will be used is outlined at the relevant collection point where FMLM request information from you.
  • FMLM collect personal data for statistical purposes to analyse current and historic trends in service usage.
  • FMLM collect data relating to your career stage including job title, career grade, region and specialty to be able to provide you with relevant information including services, programmes and events that you may be interested in accessing.

Why FMLM need to collect and use your data

Who FMLM share your data with outside FMLM

FMLM shares information with partner organisations for the delivery of services, programmes and events. FMLM will disclose what information will be shared and for what purposes at the relevant collection point.

How we protect your data outside the territories covered by the GDPR

All information managed by FMLM is held and used within the UK. Should this change in the future all data shared outside of the EU will be covered by a full written agreement which will include GDPR requirements.

Your rights to:

  • access your data (Article 15) You have the right to access information which identifies you as a living person, held on FMLM systems (Article 15). For more information please contact the claire.hobson [at] fmlm.ac.uk (data protection officer).
  • have data deleted (Article 17)  and the right to be forgotten Should you wish to have your personal data erased from FMLM's records we will comply with this request in line with legislation unless the data we hold:
    • is needed to exercise the right of freedom of expression;
    • is required to be kept as a legal obligation, for example for HR or Finance purposes.
    • Is required for reasons of public interest (for example public health, scientific, statistical or historical research purposes).
    • Requests for right to be forgotten - Any requests received for an individual’s ‘right to be forgotten’ will be acted up on and all personal data held in the CRM will be anonymised in line with GDPR standards. Any requests received will be acted on within 30 days of request. Exceptions to this as above.
  • have a copy in a standard format (Article 20) You also have the right to a copy of your data in a standard format, where technically possible (Article 20). For more information please contact the claire.hobson [at] fmlm.ac.uk (data protection officer).
  • restrict the use of your data (Article 18) and stop your data being used (Article 21) - You have the right to request that FMLM restrict the use of your data and we will action this request unless we have a legitimate interest in needing to continue to process your data (see examples of specific business areas below). You can request to be removed from mailing lists at any time and requests to minimise your data or for your personal data ‘to be forgotten’ will be taken into consideration and acted upon as detailed above. Specific business areas, as explained below have their own detailed processes that require data to be kept for certain time frames to allow FMLM to effectively manage that particular programme.

How FMLM handles your data within specific business areas:

Clinical Fellows Schemes

FMLM manages three clinical fellow schemes, the National Medical Director’s Clinical Fellow Scheme for doctors in training the Chief Dental Officer's Clinical Fellow Scheme for dentists and the Chief Pharmaceutical Officer’s Clinical Fellow Scheme for pharmacists.

For each of these schemes, in submitting an application to a scheme, candidates consent to their data being shared between FMLM and NHS England.

All hard copy recruitment material including application forms, CVs, shortlisting and interview documentation, are retained by FMLM for a maximum of 12 months. After this period, all physical material is securely destroyed.  

Non-personal application data  are held securely by FMLM for 24 months (This is because the earliest time between application and the end of the fellowship for successful candidates is 18 months), after this period it is erased. Non identifiable demographic and career data will be retained and reported on for the purpose of monitoring historic trends.

Fellowship applications

FMLM provides members with the opportunity to have their leadership skills and experiences recognised through a process of certification against the Leadership and management standards for medical professionals. Application is by portfolio.

Application material is managed by FMLM and is shared with members of the Standards Certification and Awards Committee for the purpose of assessing applications and to make relevant recommendations on awarding fellowship. It is a sub-committee of the FMLM Board of Trustees and is chaired by the FMLM Chairperson. All committee members act of FMLM’s behalf and treat all data with the strictest confidence.

Application material for successful applicants i.e. those awarded fellowship at any level, is retained indefinitely as FMLM will have the right to retain this information for public interest purposes (Article 17) as the award of Fellowship is an accreditation of an individual's skills and experiences.

Application material for unsuccessful applicants i.e. those not awarded fellowship on any level, are retained for one year after assessment.

Non identifiable demographic and career data relating to all applications are kept indefinitely for the purpose of monitoring historic trends.

Membership

FMLM membership records are all administered online via the FMLM membership CRM.

Membership records are kept indefinitely for the purpose of maintaining records of public interest and for monitoring historic trends. Inactive membership records older than five years will be reviewed and will be minimised with any data relating to the individual that is no longer required removed. In most cases the only personal data remaining will be the individuals name and email address.

Incomplete membership accounts will be reviewed after 12 months and deleted if no response received from the individual.

Individuals with only an online account and no membership record or payments can request for the right to be forgotten and this will be applied to all personal data held in the CRM in line with GDPR standards. All requests for the right to be forgotten will be responded to within a month of the request being made.

FMLM will always store and maintain data in line with legal obligations and in line with the best interest of the public and medical profession and any requests to have data deleted or processes to archive data will be governed by these considerations.

Events

Details of events registrations are kept indefinitely for reasons of public interest, security and CPD records for events that these are applicable for.

FMLM will only collect data from a delegate that is required for the administration of the event.

Any sharing of data with third parties is outlined during the registration process for each specific event.

Delegates will have the option to share their data with sponsors as outlined in the registration process.

FMLM Applied

FMLM Applied Ltd provides leadership development programmes to organisations. FMLM Applied collects limited personal and professional data from commissioning organisations on behalf of participants.

FMLM Applied will only collect and hold data from a participant that is required for the administration of the programme. FMLM Applied will only share data with third parties explicitly involved in the running and administration of the programme.

Limited participant data are kept indefinitely for reasons of public interest and CPD records.

Where FMLM use automated decision making and how this affects you

The FMLM membership joining process makes decisions on the most suitable membership category for you based on the information you have provided. At various stages you have the opportunity to ‘go back’ and change your answers if you feel that the membership category suggested to you is not an accurate reflection of your career level. 

Who has access to your information?

FMLM do not sell or share your data with third parties unless for services that are provided in partnership with other organisations and this agreement with be explicitly outlined during the registration process.

Third Party Service Providers working on FMLM’s behalf

In order to operate effectively FMLM works with third party providers for the purposes of administering and providing services, programmes and events to you on our behalf.

Your information is only shared, viewed and used by third parties for the sole purposes for which they are required. FMLM has contracts in place that governs agreements with third parties and requires them to keep your information secure and to not use it for their own, or other purpose.

When you are using FMLM secure online payment pages to pay for membership subscriptions, events registration or purchasing services, your details are processed by a third party payment processor, who specialise in the secure online capture and processing of these transactions. Your information is only shared and used by third parties for the sole purposes of processing and recording payments and to comply with relevant payment legislation.

If you have any questions regarding secure transactions, please contact us membersip [at] fmlm.ac.uk or 0208 051 2060.

Your choices

You have a choice about whether or not you wish to receive information from us. If you do not want to receive communications from us about the services we provide, then you have the opportunity to unsubscribe from our mailing list by following the unsubscribe link that is available in every mailing.  If you would like to be removed from our mailing list or discuss the communications you wish to receive then please email us at: membership [at] fmlm.ac.uk or you can telephone 0208 051 2060.

How you can access and update your information

The accuracy of your information is important to FMLM, providing the most up to date information will help FMLM provide you with the most relevant information, services resources and events that are of interest to you.

You can update your details at any time via the website when you are logged in, click on your name in the top right hand corner and then ‘your account’, of if you are already logged into the website please follow this link: https://www.fmlm.ac.uk/user-account. Alternatively if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: membership [at] fmlm.ac.uk or you can telephone 0208 051 2060.

Use of 'cookies'

Cookies are small text files which a website may put on your computer or mobile device when you first visit a site or page. The cookie will help the website, or another website, to recognise your device the next time you visit.

Using cookies helps us to provide you with a better website experience by enabling us to monitor which pages you find useful and which you do not. Cookies do not give us access to your computer or any information about you, other than the data you choose to share with us.

You have the ability to prevent your computer from accepting cookies but, if you do, certain functionality on the website may be impaired. Information on how to manage cookies within your browser can be found below.

How cookies work

Cookies are small text files which a website may put on your computer or mobile device when you first visit a site or page. The cookie will help the website, or another website, to recognise your device the next time you visit.

Using cookies helps us to 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 have the ability to prevent your computer from accepting cookies but, if you do, certain functionality on the website may be impaired. Information on how to manage cookies within your browser can be found below.

Links to other websites

The FMLM website (www.fmlm.ac.uk) may contain links to other websites run by other organisations. This statement applies only to the FMLM website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from the FMLM website.

In addition, if you linked to the FMLM website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

Who to contact at FMLM and how to complain

If you have any questions about how FMLM use your data or have a complaint about your data and how it is used then these can be made to claire.hobson [at] fmlm.ac.uk (subject: Data%20Protection%20query) (FMLM Data Protection Officer).

As FMLM is part of the Royal College of Physicians, which is not a public body under the Freedom Of Information Act, and we are therefore not bound to respond to Freedom of Information requests but would deal with any request for information as a subject access request (SAR), under section 7 of the Data Protection Act (DPA).

Review of this Policy

FMLM will be reviewing this policy regularly and are subject to scrutiny by FMLM Board of Trustees. 
This Policy was last updated in May 2018 and is subject to Board approval in June 2018.

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