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 at admin@chba.org.uk.

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 the performance of our contract with you (or taking steps towards a prospective contract), your consent, and/or our legitimate interests in running the Association and pursuing its objects.  In some cases, we may have a legal obligation to keep records.

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)
  • 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 you 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 medical information that you volunteer

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. 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 no longer need it. If your membership of the Chancery Bar Association comes to an end, we will make sure we 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 may retain your data until at least 1 year after the expiry of what we consider to be the applicable limitation period.

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.  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 that they are reputable and secure, and that your data is kept safe.

We may transfer your data outside the EU, subject to the legal requirements in respect of such transfers.  For example, we may provide your details to an overseas conference venue or we may use cloud data storage services.

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 in certain cases).

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.  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 (e.g. promoting the Chancery Bar to students via the Careers App)
  • 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 taking steps towards a prospective contract with you (if you are a prospective member), your consent, and/or our legitimate interests in running the Association and pursuing its objects.  In some cases, we may have a legal obligation to keep records.

How long do we keep it?

We will check what data we have on non-members every three years and remove it if we no longer need it.  If there is any possibility of a dispute, we may retain your data until at least 1 year after the expiry of what we consider to be the applicable limitation period.

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 that they are reputable and secure, and that your data is kept safe.

We may transfer your data outside the EU, subject to the legal requirements in respect of such transfers.  For example, we may provide your details to an overseas conference venue or we may use cloud data storage services.

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 in certain cases).

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.

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.