Privacy Policy

1. Introduction

The College of Sport, Exercise and Musculoskeletal Medicine (CSEM) is committed to protecting the privacy and rights of individuals whose personal information we collect, use and store. This Privacy & Data Protection Policy explains how CSEM collects, processes, stores and protects personal data in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy applies to members, applicants, event attendees, examination and assessment candidates, website users, contributors, volunteers, committee members, partners and other individuals who interact with CSEM. For the purposes of data protection legislation, CSEM is the Data Controller responsible for the processing of personal data. Data Controller: College of Sport, Exercise and Musculoskeletal Medicine (CSEM) Unit 3, Jetstream Drive Auckley Doncaster DN9 3QS Contact email: enquiries@CSEM.ac.uk

2. Our commitment to protecting your data

CSEM respects the confidentiality of personal information and is committed to ensuring that personal data is:

• processed lawfully, fairly and transparently;
• collected only for specified and legitimate purposes;
• accurate and kept up to date where required;
• retained only for as long as necessary;
• stored securely and protected against unauthorised access, loss or misuse.

CSEM only collects and processes personal data where there is a lawful basis to do so.

3. Why we collect and use personal data

CSEM collects personal information to enable us to deliver our services, support our members, maintain professional standards and operate effectively as a professional College. The purposes for processing personal data include:

• administering membership applications, renewals and member services;
• providing access to member benefits, journals, resources and professional information;
• managing events, conferences, courses and educational activities;
• administering examinations, assessments, accreditation and certification processes;
• communicating with members, candidates and stakeholders;
• processing payments and financial administration;
• supporting professional development and learning activities;
• managing awards, grants, and recognition activities;
• maintaining professional records and registers where applicable;
• conducting surveys, feedback exercises and research to improve our services;
• supporting governance, committees and College activities;
• improving our website, digital services and user experience;
• meeting legal, regulatory and professional obligations;
• monitoring Equality, Diversity and Inclusion (EDI) to ensure fair representation and accessibility across our services (where this data is requested, we will always provide an explicit option to select “prefer not to say”).

4. Lawful basis for processing personal data

CSEM processes personal data under one or more of the following lawful bases: Contract Where processing is necessary to provide services requested by you, such as membership, events, courses or examinations. Legitimate interests Where processing is necessary for CSEM to operate effectively as a professional College and where those interests are not overridden by an individual’s rights. Examples include:

• improving services;
• maintaining professional standards;
• communicating important College updates;
• managing governance activities.

Legal obligation Where CSEM is required to process information to comply with legal or regulatory requirements. Consent Where required by law, CSEM will obtain your consent before processing personal information for a specific purpose, such as certain forms of electronic marketing. You may withdraw consent at any time.

5. Information we collect

The information collected by CSEM may include:

• contact details including postal address, email address and telephone number;
• date of birth where required;
• professional registration details;
• qualifications and professional background;
• employment details;
• membership information;
• event and course attendance information;
• examination and assessment information;
• payment and transaction information;
• correspondence with CSEM;
• feedback and survey responses;
• information submitted for awards, publications or professional activities;
• Equality, Diversity and Inclusion (EDI) information (such as gender identity, ethnicity, or disability status) for monitoring and reporting purposes. This information is collected on a strictly voluntary basis, with clear options provided to select “prefer not to say” when relevant.

Such information will only be processed where permitted under data protection legislation and appropriate safeguards are in place.

6. Website information and cookies

CSEM may use cookies and analytics tools to understand website usage and improve user experience. Cookies may include:

• Strictly necessary cookies required for website operation;
• Performance and analytics cookies used to understand how visitors use the website.

Analytics data is used to improve services and website performance and is not used to identify individuals.

7. Sharing your information

CSEM may share personal data where necessary to provide services or meet our responsibilities. This may include sharing information with:

• service providers who support CSEM operations;
• examination, assessment or certification providers;
• event and education partners;
• professional advisers including legal, accounting or audit advisers;
• regulatory bodies or authorities where required by law.

Where third parties process personal data on behalf of CSEM, appropriate agreements and safeguards are in place to ensure information is handled securely and only used for authorised purposes. CSEM does not sell personal information or share personal data for commercial marketing purposes without appropriate permission.

8. Professional examinations and assessments

Where CSEM conducts examinations, assessments or professional accreditation activities, personal data may be processed to:

• confirm candidate identity;
• confirm eligibility;
• administer assessments;
• maintain examination integrity;
• record results and outcomes;
• provide certification;
• manage reasonable adjustments where applicable.

Assessment activities may involve the collection of additional information necessary to ensure fairness, security and professional standards are maintained. If you are registered with the GMC then your personal data, including data about your examination results, may be passed to the GMC for quality assurance and research purposes.

9. Events, courses and conferences

When attending a CSEM event, course or conference, personal information may be processed to (but not limited to):

• manage registration;
• communicate event information;
• provide certificates or attendance records;
• administer payments;
• evaluate feedback.

Where applicable, limited attendee information may be shared with event partners or exhibitors for legitimate event delivery purposes. CSEM will not share personal information for unrelated marketing purposes without consent. Your image may appear in official photography and video, but you will not be identified unless you give your permission to do so.

10. Social media and online communities

CSEM may operate official social media pages or online communities. Any interaction through third-party social media platforms is also subject to the privacy policies and terms of those platforms. CSEM is not responsible for personal information shared publicly by individuals on external platforms.

11. How we protect your information

CSEM applies appropriate technical and organisational measures to protect personal data. These measures include:

• controlled access to information;
• secure storage systems;
• password protection;
• appropriate staff confidentiality arrangements;
• regular review of information security practices;
• secure disposal of information when no longer required.

Access to personal information is limited to those who require it for legitimate purposes.

12. Where your information is stored

Personal data is stored securely using systems appropriate to the services provided by CSEM. Where external providers are used, CSEM ensures that appropriate contractual and security arrangements are in place. Personal data may be processed outside the UK where appropriate safeguards are implemented in accordance with data protection legislation.

13. How long we keep your information

CSEM retains personal information only for as long as necessary for the purposes for which it was collected. Retention periods vary depending on the nature of the information. Examples include:

• membership records may be retained to maintain historical records and support future membership enquiries;
• financial records are retained in accordance with legal requirements;
• examination and certification records may be retained to maintain professional records and verification;
• event and course records are retained for appropriate administrative purposes.

Individuals may request deletion of their personal data, subject to legal, regulatory or legitimate record-keeping requirements.

14. Your rights

Under data protection legislation, you have rights regarding your personal information, including: Right of access You can request details of the personal information CSEM holds about you. Right to rectification You can request correction of inaccurate or incomplete information. Right to erasure You can request deletion of your personal information where there is no lawful reason for continued processing. Right to restrict processing You can request that processing of your information is limited in certain circumstances. Right to object You may object to certain types of processing. Right to withdraw consent Where processing is based on consent, you may withdraw this at any time. Requests should be submitted to the CSEM office.

15. Photographs and recordings

CSEM may use photographs, videos or recordings taken at events or activities for legitimate communication, educational or promotional purposes. Where required, appropriate consent will be obtained. Individuals may request removal of images or recordings by contacting CSEM.

16. Complaints

If you have concerns about how CSEM has handled your personal information, please contact us first: College of Sport, Exercise and Musculoskeletal Medicine (CSEM) Unit 3, Jetstream Drive Auckley Doncaster DN9 3QS enquiries@CSEM.ac.uk You also have the right to raise concerns with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection: https://ico.org.uk/

17. Changes to this policy

CSEM may update this Privacy & Data Protection Policy from time to time. Any changes will be published on this website and will apply from the date of publication.