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Privacy Policy

Privacy Policy – Devon Local Medical Committee

Devon Local Medical Committee (“Devon LMC”, “we”, “us”, or “our”) is committed to protecting your personal data and respecting your privacy. We take our responsibilities under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 seriously and handle your information securely and lawfully. 

This Privacy Policy explains how we collect, use, store, and protect your personal information, and your rights in relation to that information. 

 

  1. Why We Are Providing This Privacy Policy

We are required by law to provide this Privacy Policy to explain: 

  • Why we collect information about you 
  • How we use it 
  • Who we share it with 
  • How long we keep it for 
  • What rights you have 

If you have any questions about this policy or how we use your information, please contact us using the details below.

 

  1. About Us

Devon Local Medical Committee, The Annexe, Splatford Barton Business Park, Kennford, Exeter, EX6 7XY 

Devon LMC is the statutory representative body for GPs and their practices across Devon. We exist solely to represent, advise, and support general practice. 

Devon LMC is the Data Controller for the personal information we hold. In some circumstances, where we process information on behalf of others, we may also act as a Data Processor.

 

  1. Data Protection Contact

If you have any questions about how your data is handled, wish to exercise your rights, or raise a concern, please contact:

Devon LMC Data Protection Lead
Email: [email protected]
Telephone: 01392 325651 

 

  1. What Information We Collect

We may collect and store the following personal data: 

  • Name 
  • Job role and organisation 
  • Contact details (email, telephone number) 
  • GMC number (where relevant) 
  • Practice details 
  • Correspondence with Devon LMC (emails, letters, event bookings, support enquiries) 

If you are an employee, Committee, or Board member, we may also collect: 

  • National Insurance number 
  • Bank account and payment details 
  • Information required for payroll and HMRC purposes 

This information is held securely and confidentially. 

 

  1. Why We Use Your Information

We use your information to: 

  • Communicate with constituent GPs, Practice Managers, and wider practice teams 
  • Provide advice, guidance, and member support 
  • Send newsletters, briefings, surveys, and election information 
  • Manage training events  
  • Provide our Core Support Services 
  • Meet our statutory and regulatory obligations 

All information is used solely for the legitimate purposes of Devon LMC.

 

  1. Meetings, Webinars, Microsoft Teams & WhatsApp

Microsoft Teams and Recordings

Some meetings, training sessions, and webinars may be recorded for: 

  • Sharing with members unable to attend 
  • Accuracy of minutes 

You will always be informed in advance where recording takes place. Recordings are retained in line with our Retention & Disposal Policy. 

WhatsApp Groups

From time to time, Devon LMC may use WhatsApp groups for Committee communications. Consent is always sought before adding members, and individuals may leave at any time. Members leaving roles are automatically removed. 

 

  1. Legal Basis for Processing

We process personal data under the following lawful bases: 

  • Consent – where you have given it 
  • Legal obligation – where required by law 
  • Legitimate interests – where appropriate and balanced 

For Committee and Board members, we also process data under: 

  • Contractual necessity 
  • Legal obligations 

 

  1. Special Category (Sensitive) Data

Special category data includes health information, racial or ethnic origin, religious beliefs, sexual orientation, and trade union membership. 

We only process this data where strictly necessary and rely on: 

  • Employment and social protection law 
  • Explicit consent (where applicable) 

 

  1. How Long We Keep Your Information

Your data is retained in line with: 

  • Current legislation 
  • Our Retention and Disposal Policy 

We only keep personal data for as long as it is necessary.

 

  1. Who We Share Your Information With

We do not sell your personal data. We may share information with: 

  • NHS bodies and ICBs 
  • Event providers and trainers 
  • Payroll providers and HMRC 
  • IT system providers 
  • Individuals involved in providing Devon LMC Core Support Services (with consent) 

All third parties must meet UK GDPR standards. 

 

  1. Direct Marketing

We will not use your data for marketing without your consent. You may opt out at any time. 

 

  1. Your Data Protection Rights

You have the right to: 

  • Access your data 
  • Rectify inaccurate data 
  • Request erasure 
  • Restrict processing 
  • Object to processing 
  • Data portability 
  • Withdraw consent 
  • Not be subject to automated decision-making 

 

  1. Complaints

You may complain to: 

  • Devon LMC in the first instance: Formal Complaint Form 

 

  1. Cookies & Website Analytics

Our website uses cookies and may use Google Analytics to monitor visitor activity. This data is anonymised and used solely to improve our website. 

You can manage cookie preferences via your browser or cookie settings tool. 

 

  1. Third-Party Websites

Our website may contain links to third-party websites. Devon LMC is not responsible for their privacy practices. 

 

  1. Bespoke Software & Suppliers

We use secure third-party systems to manage: 

  • Member communications 

All suppliers operate under GDPR-compliant contracts. 

 

  1. Data Security & Storage

We protect your information using: 

  • Encryption 
  • Password-protected systems 
  • Staff confidentiality agreements 
  • Secure cloud services 

Where held, paper records are stored in locked cabinets with controlled access.

 

  1. Telephone Calls

We do not routinely record telephone calls. Voicemail messages are deleted once passed to the relevant person.

 

  1. If English Is Not Your First Language

You may request a translated version of this Privacy Policy.