The following outlines the General Data Protection Regulation Policy for The UK and Ireland Association of Forensic Toxicologists (UKIAFT). Applicable from 12/06/2019.

The purposes for collecting and storing personal data relating to UKIAFT members are:

• UKIAFT initially collects data to verify an individual’s status when they apply for membership of the Association. All data is provided by the individual and their sponsors for membership.
• When membership has been agreed, data is then transferred to two online facilities: (1) WebCollect and (2) The UKIAFT Website.
  (1) WebCollect is used so that individuals can maintain their membership. Personal data that may be stored in WebCollect can include email address, contact address, work address, telephone number, qualifications and membership grade/status. The minimum stored will be email address. All data that is stored in an individual’s profile can be accessed and amended by the individual using a personal log in and password. Web Collect can be used by individual UKIAFT members with suitable administration status, to send group emails to the UKIAFT membership.
  (2) The UKIAFT website. The website is used to give online notifications to individuals of forthcoming meetings, interesting news items and to store, where authorised, presentations that have been given at past meetings that may be of future interest to the membership. Personal data that may be stored may include name, membership grade, email address and telephone number. All data that is stored in an individual’s profile can be accessed and amended by the individual using a personal log in and password, or by website administrators. This log in and password will allow a member to access other members declared email addresses.
  Data is stored securely within the members area of the UKIAFT website.
  The website is managed by www.bibibus.com.
• Membership lists may also be stored by the UKIAFT secretary and the UKIAFT treasurer to allow identification of current members of the association.

The overarching principles of the General Data Protection Regulation Policy for UKIAFT are:

• Data stored by UKIAFT is for the sole purposes of UKIAFT business and an individual’s relationship with UKIAFT. This will include, but is not limited to, membership communication and internal notification of events/meetings. An individual’s personal data will not be shared with a third party without prior written consent. Data is only accessible by UKIAFT members.
• No member of UKIAFT will share any personal data with a third party without the prior consent of the individual. This includes, but is not limited to Name, address, email address and phone details. Data is only accessible by UKIAFT members.

Data Storage

• Both Web Collect and the UKIAFT website are considered as secure storage, but individuals can edit their personal data contained within both resources to limit of amount of data stored. The minimum requirement is a current email address.
• UKIAFT stores no financial data relating to individuals but does store data relating to membership fees having been paid.

Membership

• UKIAFT will not under any circumstances use members data for any other purpose than for processing and marketing of UKIAFT and membership deliverables. The data will not be circulated to third parties unless members they give their prior written consent.
• From time to time the Association have been approached to circulate relevant matters on behalf of scientific third parties (e.g. The LTG, TIAFT or the Forensic Regulator). These items may be circulated by UKIAFT by email for information only.

Data Rights

• The data held by UKIAFT can only be as accurate as the information supplied to UKIAFT by individual members. It is the responsibility of the individual to ensure their data is accurate.
• Once an individual’s membership with UKIAFT has become inactive, their personal data will be removed immediately from Web Collect and will be made inactive on the UKIAFT website which will then allow only Website administrators to view this data.

Amendments to this data privacy statement

We reserve the right to change our data privacy statements in case this should become necessary due to new technologies. The latest version will always be available in the members area of the UKIAFT website. Any important changes to this data privacy statement will be disclosed on our website.

We will ensure that technical and administrative safety precautions are taken to protect your personal data against loss, destruction, manipulation and unauthorised access.