Privacy Notice

Chancery Bar Association: Privacy Notice

The Chancery Bar Association (‘the Association’ or ‘we’) controls and processes personal data about its members and about some non-members. The information below explains what data we collect, why we collect it and what we do with it. If you wish to contact us about your data or the processing that we carry out, please email the Administrator.

Members

Your member data – what we need and why

We need your data in order to provide your membership benefits and in order to run the Association. For example, we keep your contact details so that we can inform you about matters such as seminars, conferences, subscription payments and social events, as well as keeping you updated with our weekly newsletter. The following sections explain in detail what data we collect and what we use it for.

The legal bases for processing your data are varied, and are likely to be any of the following: the performance of our contract with you (or taking steps towards a prospective contract); your consent (where you have given consent); and our legitimate interests (namely, the need to run the Association efficiently and to pursue its objects, as set out in the Association’s Rules, which are available on the website http://www.chba.org.uk/about-us/the-association/rules-of-the-association). In some cases, we have a legal obligation to keep records (for example for tax or accounting purposes).

What data do we collect from members?

We collect and/or hold whatever data we need relating to members. The data may fall into the following categories:

Your name
Your contact details (eg email address, postal/Chambers address, phone number) and emergency contact details
Your professional background (eg date of call and/or silk; practice profile; academic qualifications; professional qualifications, memberships, roles and appointments; award of grants/scholarships)
Information relating to your membership of the Association and any of its committees and sub-committees (eg applications, subscription dues and payments, election/co-option details, officer/committee roles held, participation in meetings and in papers provided)
Information for or from conferences and other events (eg your attendance, your dietary preferences, your financial details, any specific roles you have, your passport details where required for overseas events, photos/video footage)
Information about your participation in schemes promoted by the Association (eg CLIPS volunteering details, applications and allocations for mentoring or marshalling)
Articles by or about you in our publications, which may include photographs
Correspondence with or about you, any named feedback you provide, and any responses you make in respect of consultations or surveys
Your age, date of birth and any other information that you volunteer

This data is necessary for your membership and you may not receive all your membership benefits if we cannot obtain the required data.

We may use public sources of information about you, in particular your Chamber’s website. We may also obtain information about you from third parties when we are seeking recommendations about potential speakers and other contributors to our events.

In general, we will not process sensitive personal information about you unless it is necessary for performing or exercising obligations or rights in connection with your membership of the Association. If we do process such information, we will do so only with your explicit consent.

What do we use it for?

We use the information we collect to manage your membership of the Association, to organise and run our activities, and to pursue the objects of the Association (the objects are set out in the Association’s Rules, which are available on the website http://www.chba.org.uk/about-us/the-association/rules-of-the-association). This data will not be used for any other purpose unless you give us your express consent for that additional use.

How long do we keep it?

We will check what data we have on members every three years and remove it if we deem that we no longer need it. If your membership of the Chancery Bar Association comes to an end, we will stop using and/or delete any data where there is no other reason to retain it. If there is any possibility of a dispute, we will generally retain your data until at least one year after the expiry of what we consider to be the applicable limitation period (that period is usually six years after any event that may give rise to a dispute).

Do we share your data with anyone else?

We will never give your data to third parties for that third party to use, unless that is required to give effect to the rights and benefits arising out of your membership. For example, if you have asked or agreed to participate in an event, then we may need to give your details to the venue hosting the event. Where you provide us with data intended for distribution to third parties (for example, a named response to a third-party consultation) we shall only distribute the data to the intended parties as required. Some information is published on the Association’s website, such as practice details in the ‘Find Counsel’ section and articles in our publications.

We may sometimes use third party services to store or process your data but we will always make sure that they are reputable and secure, and that your data is kept safe.

We may transfer your data outside the EU. For example, we may provide your details to an overseas conference venue or we may use email services based in the US. Where we do this, we shall rely on an adequacy decision of the European Commission, appropriate contractual safeguards with reputable counterparties, or other legally permissible grounds as applicable. Copies of these safeguards are available on request from the Administrator.

Automated Decision-Making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.

We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.

What can you ask us to do?

At any time you can ask to view, update or correct any data we hold on you (and you can ask to receive a copy of electronic data for transmission to another data controller). You can also ask that we erase your data or that we stop using it (subject to any legal rights we have to continue processing it). Where we process data based on your consent, you have the right to withdraw that consent at any time. To request any of these, please contact the Administrator, who will respond within one month (subject to an extension of up to a further two months in certain cases depending on the nature and complexity of the request).

If you are not satisfied with the way we have processed your data, you have the right to lodge a complaint with the Information Commissioner’s Office (or with the supervisory authority of the EU Member State where you work, normally live or where the alleged infringement of data protection laws occurred). For more information, see http://ico.org.uk.

Non-Members

Non-member data – what we need and why

We sometimes need data from non-members in order to provide benefits for our members and in order to pursue the objects of the Association (the objects are set out in the Association’s Rules, which are available on the website http://www.chba.org.uk/about-us/the-association/rules-of-the-association). For example, we may collect and/or hold:

Correspondence with and details of prospective members and former members
Correspondence with and details of actual or prospective external participants in events such as conferences, seminars and outreach events (eg promoting the Chancery Bar to students)
Correspondence with and details of individuals consulted or lobbied by the Association
Information about the participation of non-members in schemes promoted by the Association (eg CLIPS volunteering)
Information about our suppliers and/or individuals who work for them
Interviews with or other articles about or by non-members in our publications

The legal bases for processing your data are varied, and are likely to be any of the following: taking steps towards a prospective contract with you (for example if you are a prospective member); your consent (where you have given consent); and our legitimate interests (namely, the need to run the Association efficiently and to pursue its objects which are available on the website http://www.chba.org.uk/about-us/the-association/rules-of-the-association). In some cases, we have a legal obligation to keep records (for example for tax or accounting purposes).

If you are a prospective member, the data required on the application form is necessary to process your membership application. As part of the process, we may use public sources of information about you, in particular your Chamber’s website.

We may seek recommendations from third parties about potential speakers and other contributors to our events.

In general, we will not process particularly sensitive personal information about you.

How long do we keep it?

We will check what data we have on non-members every three years and remove it if we deem that we no longer need it. If there is any possibility of a dispute, we will generally retain your data until at least one year after the expiry of what we consider to be the applicable limitation period (that period is usually six years after any event that may give rise to a dispute).

Do we share your data with anyone else?

We will never give your data to third parties for that third party to use, unless that is required to give effect to the purpose for which we are dealing with you. For example if you have asked or agreed to participate in an event, then we may need to give your details to the venue hosting the event. Some information is published on the Association’s website, such as articles in our publications.

We may sometimes use third party services to store or process your data but we will always make sure that they are reputable and secure, and that your data is kept safe.

We may transfer your data outside the EU. For example, we may provide your details to an overseas conference venue or we may use email services based in the US. Where we do this, we shall rely on an adequacy decision of the European Commission, appropriate contractual safeguards with reputable counterparties, or other legally permissible grounds. Copies of these safeguards are available on request from the Administrator.

Automated Decision-Making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.

We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.

What can you ask us to do?

At any time you can ask to view, update or correct any data we hold on you (and you can ask to receive a copy of electronic data for transmission to another data controller). You can also ask that we erase your data or that we stop using it (subject to any legal rights we have to continue processing it). Where we process data based on your consent, you have the right to withdraw that consent at any time. To request any of these, please contact the Administrator, who will respond within one month (subject to extension of up to a further two months in certain cases depending on the nature and complexity of the request).

This privacy notice may be changed from time to time. The latest version will be available on the Association’s website: http://www.chba.org.uk.