We have recently emailed you to let you know you need to tell us you want to hear about our events but so far only around 15% have done so. As feedback from our events is usually extremely positive and you tell us how much you value this element of your membership, we don’t want you to miss out on an event because you didn’t say yes to communications.
The new GDPR landscape is all around us now and although we will continue sending you emails about AHDS business and information at the national and local level - as that is part of our core service to you – our event communications are different. If you want us to keep telling you about our training and conferences (and those of carefully selected partners) we need you to opt-in to receiving those communications.
To give your permission this is what we need you to do:
1. Log-in to your member profile on this website (top right, click on ‘LOGIN’).
2. Enter your login details: Your email address is your login.
3. Enter your password: If you don’t know your password you can set a new one through the Forgotten Password option on the login page – it takes seconds. This process sends you an e-mail with a reset link. Remember to check your junk/spam folders if the email doesn’t arrive in your inbox. PLEASE NOTE the link is only live for a short period of time so you need to complete this process when you start it otherwise you will need to request another link.
4. Access your profile.
5. Tick the training and conference email consent box then scroll down to click the ‘update details’ button re-entering your password to enable this.
At this point you will also see two additional options that are pre-selected for you to continue receiving our information and business emails and Head to Head magazine. You can de-select these but we strongly advise against it. Please understand that if you choose to do so you won’t hear about any of the meetings, information, news, discussions, opportunities that are a core part of being a member of AHDS.
We respect the choices you make and will adhere to whatever preferences you set. You can update your preferences at any time by simply logging in to your profile.
Without your permission to send you this information you’ll miss out on communications about our free member only events, our training days and conferences where the member rate is at or below cost price and significantly lower than the non-member rate (we know how tight your budgets are). We won’t be able to send you information about our annual conference nor any discounted rates at partner events for AHDS members.
If you log-in to update your preferences, why not have a look around while you are there. Currently, you can update your personal details and contact preferences and you can also engage with the AHDS Network. This is a peer connection network where you highlight things you could help others with and things you would like help with – it then seeks to match members with peers with the opposite profile and tries to put you in touch to start the sharing, learning and network building. It is a simple three stage process:
1. Update your skills (strengths and areas for development).
2. Use the matchmaker to find partners.
3. Make contact and get started.
We also aim to add other features behind the log-in soon, so look out for updates.
Another part of the new GDPR landscape is the need for organisations to prepare and make available a ‘Privacy Notice’ which sets out the information gathered about you and how it is used. You can access the full privacy notice on our website – there is a link at the foot of every page.
AHDS is committed to protecting the privacy and security of your personal data. AHDS is the data controller and our contact details are PO Box 18532, Inverurie, AB51 0WS, 0333 1210051 and firstname.lastname@example.org. This privacy notice describes how we collect and use personal data about you during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR). It applies to all current and previous members. It is important that you read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are aware of how and why we are using such information and what your rights are under the data protection legislation.
Personal data means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
There are “special categories” of more sensitive personal data which require a higher level of protection, such as information about a person’s health or sexual orientation or trade union membership.
We may collect, store, and use the following categories of personal data about you:
• Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
• Details of the school you current work at.
• Case notes on any advice and support provided by AHDS.
We may also collect, store and use the following “special categories” of more sensitive personal data:
• Trade union membership (AHDS membership).
We collect personal data about our members through the application process directly from potential members and through our event bookings. We may sometimes collect additional information over the phone or in written correspondence with you.
For data protection purposes our lawful basis for processing your personal data is contractual necessity. By virtue of being a trade union we also process trade union membership status – this processing is carried out in the course of our legitimate activities with appropriate safeguards.
As a member of AHDS we use your details for maintaining accurate membership records and communicating AHDS business and information to you by email and post including our Head to Head magazine and relevant communications. We do not share your details with 3rd parties unless legally required to do so. The processing we undertake relates solely to members or former members of AHDS or to persons who have regular contact with us in connection with our purposes and your personal data is not disclosed outside AHDS without the consent of the member.
All personal data collected through booking an event are used solely for the purpose of processing and running the event. No details are shared unless you expressly state you want them to be. (e.g. Delegate lists in conference booklets).
We will not use your trade union membership details or pass these on to any third party unless legally required to do so.
AHDS holds data of members for the duration of membership and for a further seven years after membership ends for continuity purposes, historical records, payments received and for the cohesiveness of future membership applications (where applicable). After this time all information we retain is pseudonymised and/or anonymised. Advice and support case notes can be retained for a 20 year period and reviewed again at that time.
All event booking data is retained for the period of time needed to ensure all payments for the event are received and for no longer.
Your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your membership with us.
In order to receive emails from us promoting AHDS events and AHDS partner events, members need to opt-in confirming you want to receive our event emails. Members joining from May 2018 do this through the membership application form and existing members do this in their online member profile. Preferences can be changed at any time in the profile. Non-members do not receive emails from us about events.