Privacy Policy

International Porter Protection Group UK | Privacy Policy 

This privacy policy tells you how and why we collect and use your data. If you have any questions or concerns please email contact@ippg.net or write to us and we will do our best to answer any questions you might have.

Who we are:
The website www.ippg.net is owned and operated by International Porter Protection Group UK (IPPG UK) (“us” or “we”). We are a charity registered in England and Wales with charity number 1143221 . Our registered address is 15 Kyveilog Street, Cardiff, CF11 9JA. The affairs of the charity are administered by the trustees, the details of which are available from the charity commission.

As trustees we are responsible for: ensuring that there are proper systems and processes in place to ensure that personal data we collect is compliant.

The General Data Protection Regulation (GDPR)

While UK is still a part of the EU the General Data Protection Regulation (GDPR) will come into force for organisations in the UK on 25th May 2018. After the UK exits the EU, the GDPR will be enshrined in EU law through the UK’s government Data Protection Bill. 

We must obtain your consent to use your personal data.

Under GDPR we have checked that consent is the most appropriate lawful basis for processing your personal information.

  • Your consent must be:
    • freely given
    • for a specific purpose(s)
    • informed
  • You must opt-in
  • You have the option to unsubscribe at any time
  • We will ask you to opt-in to use your information for different purposes
  • We will review and refresh your consent at regular intervals (approximately every 2 years) unless you have specified otherwise.

Why do we collect personal information?

1. Fundraising

We retain and use personal data for the following purposes:

  1. To maintain a list of people who have donated to us before, so that we can contact them to ask them to do so again
  2. To maintain a list of people who have donated to a specific fund and have told us that they would like to receive regular updates on the status of that fund
  3. To maintain a list of people who have donated to us and have told us that they would like to have their donation acknowledged on one or more of: IPPG website, social media and/or Trustees Annual Report (TAR)
  4. To maintain a list of people who have explicitly told us that they would like to receive newsletters, information about fund raising events, notification of IPPG training/selection weekends, and other relevant information about the charity
  5. To maintain a list of people who have explicitly told us that they don’t want to contact us again
  6. To claim gift aid on a person’s donations
  7. To keep their information up to date

2. Mailing list

  1. To maintain a list of people who have told us that they would like us to keep them informed about the charities activities

3. Membership list

  1. To maintain a list of people who have paid their annual membership fee to send out notification of annual general meeting (AGM), agenda of, and minutes from AGM

4. Selection of volunteer doctor (and partners) and medical students

  1. To process applications received from doctors applying to volunteer at the IPPG UK Porter Rescue Posts in Machermo and Gokyo, Nepal
  2. To process applications received from the partners of doctors applying to volunteer at the IPPG UK Porter Rescue Posts in Machermo and Gokyo, Nepal in a non-medical role
  3. To process applications from medical students applying for an elective attachment
  4. To invite shortlisted applicants to IPPG UK annual selection/training weekend
  5. To share personal information with relevant authorities in Nepal in order to process the doctors registration with Nepal Medical Council (NMC) and necessary working visa
  6. We will retain a list of names of volunteers who have worked at the Rescue Post(s)

5. Supplier information

  1. To process invoices from companies supplying goods or services

6. Beneficiaries information

  1. To process grants or donations made to other beneficiaries
  2. To process a medical student bursary
  3. To process the refund of approved expenses incurred by trustees on behalf of IPPG UK
  4. To process the refund of approved expenditures incurred by volunteers on behalf of IPPG UK

What personal information do we collect?

  1. Supporter and fundraising data information

We will collect your full name, title, address including postcode, whether you are a UK tax payer or not (to allow us to claim gift aid), and your email address, details of your donation(s).

  1. Mailing list

We will collect your full name, title, address including postcode, and your email address

  1. Membership

We will collect your full name, title, address including postcode, whether you are a UK tax payer or not (to allow us to claim gift aid), and your email address

  1. Volunteer doctors (and partners) and medical students

We will collect your full name, title, address including postcode, and your email address. As part of the application process for volunteers we will require details of your education and qualifications, current and past employment, CV, and references.

If selected as a volunteer we will require copies of professional certificates and supporting documentation required to complete the registration process with Nepal Medical Council (NMC) and to obtain a working visa to enable you to volunteer in Nepal.

  1. Supplier information

We will collect company name, mailing address, email address, invoice numbers, bank details to enable electronic payment of invoices

  1. Beneficiaries information

We will collect name and contact details of beneficiaries including bank details to enable electronic transfer of grant funds, donations, a bursary or reimbursement of approved expenses

IPPG UK record retention policy

How long will we retain your records for?

1, 2 & 3 Supporter and fundraising data information, mailing and membership lists

We will give individual options to consent separately to these different purposes. We will review your consent at regular intervals. You are free to withdraw your consent at any time and we will act on withdrawal of consent as soon as we can.

Gift aid declarations will be kept for 6 years.

  1. Volunteer doctors (and partners) and medical students

We will retain your records for 6 years after your volunteer placement has been completed in line with retaining employment records guidance for NHS Trusts and PCOs.

We will ask your consent to remain on our mailing list. You are free to withdraw your consent at any time and we will act on withdrawal of consent as soon as we can.

  1. Supplier information

We will retain your bank details to enable payment of invoices until either a) you request us to make payments in another way, or b) we no longer use you as a supplier.

  1. Beneficiaries information

We will retain your bank details to enable us to make electronic transfer of grant funds, donations, a bursary or reimbursement of approved expenses until either a) you request us to make payments in another way or no longer wish to receive payments from us, or b) we no longer need to make payments to you.

 

Sharing of personal and professional information

What information will we share and with whom?

1, 2, 3. Supporter and fundraising data information, mailing and membership lists

We will not share your personal information with any other organisation unless you have given us your consent to do so.

  1. Volunteer doctors (and partners) and medical students

We will share personal and professional information in order to complete the registration process with NMC and to obtain a working visa. This information will be shared by email and by you person with the relevant organisations and professional bodies in Nepal. This information can include: your application form and CV, references, letters of appointment, contract, copies of professional certificates and additional supporting documentation required to comply with this registration process. This information will be retained by the appropriate professional bodies in Nepal according to their own data protection policies. It is now a requirement that all doctors selected to volunteer with IPPG in Nepal are registered with NMC. You still have the option to withdraw your consent for this process, however to do so means that you will also withdraw from the volunteer application process.

5, 6. Supplier information and Beneficiaries information

We will not share your personal information with any other organisation.. 

Data breaches: will be reported to the ICO within 72 hours 

Subject Access Requests: we will provide a copy of the personal data we hold on you within one month of receiving a request. There will be no fee chargeable. However, we may make an exception for unfounded, excessive or repetitive requests.

Trustees IPPG UK

20 April 2018