Data Privacy Notice 

OT Frontiers^UK is committed to protecting and respecting the privacy of your personal data. This privacy notice explains how your data is collected, used, and stored by OT Frontiers^UK. It applies to data collected when you sign up to the mailing list, submit a membership form, consent to have your photograph or video taken, participate in an OT Frontiers^UK project, or apply for a small grant. 

It covers:

● Who are OT Frontiers^UK 

● Our commitment to you 

● The personal data we collect 

● How we use your personal data 

● How we keep your data safe and secure 

● How long we keep your data for 

● How to request that personal information is no longer stored by OT Frontiers^UK 

● How to contact us

Who are OT Frontiers^UK? 

OT Frontiers^UK is a network of predominantly UK based Occupational Therapists who have an interest in practice in low and middle income countries. We aim to promote an understanding of how as UK occupational therapists we can most appropriately apply our practice in the context of these countries. Whenever possible we collaborate with our overseas colleagues in projects that they undertake. 

Details of our Data Protection Advisor responsible for overseeing questions in relation to this privacy notice are set out in the “How to Contact Us” section at the end of this notice. 

Our commitment to you 

OT Frontiers^UK takes the protection of your personal data very seriously. We will process your personal data fairly, lawfully and transparently. 

The Personal Data we hold 

Personal data held by OT Frontiers^UK consists of that which is provided by you. Examples of this include:

1. Your email address, should you choose to join the mailing list via enquries@otfrontiers.com, or give it to OT FrontiersUKfor another reason, such as to attend a study day or engage in OT Frontiers^UK project work. 

2. The personal data you submit when you complete a membership application form. This includes your name, email address, and demographic information. It may also include information about your professional expertise (optional). 

3. A photograph or video of you / your setting taken with your consent and only after you have completed a photograph consent form to promote the work of OT Frontiers^UK. 

4. The personal data you provide should you apply for a small grant including your name, address, name of employer and bank details.

5. Names of attendees at meetings and in minutes from meetings. 

6. Your name, profession, email address should you have submitted this as part of a report to be featured on the website. 7. Phone numbers of committee members and project group and working group members (with consent). 

How we use your personal data 

We will use your personal data for the following purposes, to: 

● Send you an email to share details of meetings, joint study days, volunteer opportunities, courses or other information which may be relevant. 

● To contact you via email to ask your consent to put you in touch with another member of OT FrontiersUKif you consented to this within your membership form. This is in the event that another member has requested to be put in touch with a member with the type of skills or experience you possess. In the event that you respond and consent to contact, your name and email address would be shared with the member of OT FrontiersUKto facilitate contact.To understand the profile of our membership to help us be inclusive. ● To liaise with you about OT FrontiersUK project work. 

● A photograph or video of you or your setting may be published on the website, our facebook site, twitter account, featured in a presentation to the membership to promote the work of OT FrontiersUK or its members. OT FrontiersUK presentations may be circulated openly on the internet. Any images of yourself or setting will have been taken with your knowledge and consent after you have signed the photo consent form. 

● OT FrontiersUK does not use automated decision-making. 

How we keep your data safe and secure 

Membership:

OT FrontiersUK stores the email addresses used for mailing list purposes within a secure password protected address list. Only the OT FrontiersUK committee have access to the address list. 

The OT FrontiersUK membership list is password protected, and held securely on a device with anti virus software. Only the OT FrontiersUK membership secretary/ies, secretary and chair / co-chairs can access this information (up to a maximum of 3 people). 

Photographs: 

Photographs and videos published on the website, facebook, and twitter are viewable by the public. Copies of all photographs and videos stored by OT FrontiersUK are kept securely on Google docs and only accessible to the committee. 

Small Grants Application: 

Personally identifiable information submitted as part of a small grant application is stored on Google docs and only accessible to the small grants committee. 

Minutes of meetings: 

These are held on a Google docs drive and are shared with people on OT FrontiersUK membership list as well as meeting attendees. 

How long we keep your data for 

Membership list: OT FrontiersUK endeavours to contact the entire membership every two years via email to proactively give members the opportunity to opt in to receiving emails and / or being a member of OT FrontiersUK. If a member does not respond to a membership renewal request, it will be assumed that they no longer wish to be a member and as such their information will be removed from the membership list and emailing list. 

Photographs: Photographs are held indefinitely, unless an individual makes contact with OT FrontiersUKto ask that their image is removed from the website and / or Google docs drive.

Small Grants: Information is kept only for the period of time which is necessary to review the application, provide funding (when agreed) and receive feedback from the applicant relating to how the funding was used. 

How to Check / Change/ Withdraw your personal information stored by OT FrontiersUK 

If you no longer want your personal information to be stored by OT FrontiersUK; If you want to see what information OT FrontiersUK holds about you (subject access request); If you want the information stored to be changed, or to restrict the use of your data: 

1. Get in touch. The easiest way is to send an email to enquiries@otfrontiers.com with your request e.g. to request removal from the membership list, or photograph from the website. 

2. Within 28 days, you will receive an email from enquiries@otfrontiers.com to confirm that appropriate action has been taken. 

How to contact us

We welcome feedback, and are happy to answer any questions you may have about your data. 

Please send any questions, comments or requests for more information to our Data Protection Advisor at enquiries@otfrontiers.com Last updated 04.05.2021 update.