GUTMA respects the privacy of individuals and recognizes the importance of the personal data you have entrusted to us and believe that it is our responsibility to properly manage, protect, process and disclose your personal data. We are also committed to adhering to the provisions and principles of the EU General Data Protection Regulation (GDPR). As such, this Personal Data Protection Statement is to assist you in understanding how we collect, use and/or disclose your personal data.
We will collect, use and disclose your personal data in accordance with the EU General Data Protection Regulation (GDPR). GDPR establishes a data protection law that comprises various rules governing the collection, use, disclosure and care of personal data. It recognises both the rights of individuals to protect their personal data, including rights of access and correction, and the needs of organisations to collect, use or disclose personal data for legitimate and reasonable purposes.
While we will not be going into the details of GDPR in this Personal Data Protection Statement, you can be rest assured that we are constantly mindful of them in our collection, use and disclosure of personal data.
1. Purpose for the Collection, Use & Disclosure of Personal Data
In general, subject to applicable exceptions permitted in the GDPR, before we collect any personal data from you, we will notify you of the purposes for which your personal data may be collected, used and/or disclosed, as well as obtain consent for the collection, use and/or disclosure of your personal data for the intended purpose.
Depending on your relationship with us, the personal data which we collect from you may be used and/or disclosed for the following purpose:
For Members Generally
Most of you will have consented to GUTMA using your personal data in the manner set out in the online membership request form used when you first enrolled into GUTMA; or when you use specific services and facilities offered by the Association; or when members are notified by the Association administration of new processes and projects applicable to the members and are deemed to have consented to the same. The information below serves only to supplement and clarify this matter, without limiting the scope of your earlier consent:
(a) Evaluating suitability for admission or employment, enrolling or employing, providing educational courses and training, including sending materials on project / session / meeting / event materials, information on time schedules and program details via various means, including postal mail, electronic mail, instant messaging, SMS or MMS, fax and/or voice calls;
(b) Administering and/or managing relationships with GUTMA (including responding to enquiries, the mailing of correspondence, statements or notices which could involve the disclosure of certain personal data to bring about delivery of the same);
(c) Carrying out due diligence or other screening activities (including background checks) in accordance with legal or regulatory obligations or risk management procedures that may be required by law or put in place by GUTMA, including the obtaining of references and/or other information from institutions and authorities;
(d) Processing application(s) for speaker slots, sponsorship positions, and Board membership, and administering and managing conference sessions and other third-party events with GUTMA contributions, which may include use of personal data for development and event planning activities and disclosure of personal data to event planners, event suppliers, external evaluators and/or external organisations for purposes of assessment, periodic reports, event invitations, surveys and/or publicity of GUTMA related programmes;
(e) Investigative purposes, including possible fraud, misconduct, unlawful action or omission, and utilizing electronic access to maintain security of GUTMA internal networks, control access and investigate suspicious or inappropriate activities;
(f) Responding to requests for information from government or public agencies, ministries, statutory boards or other similar authorities or non-government agencies authorised to carry out specific Government services or duties;
(g) Carrying out market-related, evaluative or similar research and analysis for GUTMA’s operational strategy and policy planning purposes, including providing data to external parties for Association programme evaluation and to partner institutions for jointly-administered programmes;
(h) Outreach and engagement to garner support and resources for GUTMA, its community and affiliated institutions;
(i) Supporting GUTMA functions including, but not restricted to, the liaising with various stakeholders of the UTM ecosystem and structural, technical, legal development of UTM, accelerating the transparent implementation of globally interoperable UTM systems, and administration of GUTMA;
(j) Processing and administering applications for international conferences and other public or internal educational activities and administering such events including disclosure of information to partner organisers and organisations;
(k) Processing and administering recognitions of professional and business achievements by members, and publication or releasing of information on the same;
(l) Engaging current and past members including but not limited to notification on GUTMA and UTM-related initiatives and activities, invitation to GUTMA and UTM-related events, updating of member information, invitation to participate in member surveys and sending of communication collaterals;
(m) Facilitating participation in GUTMA community life and UTM development opportunities which may include social, cultural, and educational activities, events, volunteering and training programmes, leadership positions in working groups, and international activities;
(n) Taking of photographs and/or videos (whether by GUTMA staff or third party photographers and/or videographers) during events or seminars organised by GUTMA or its affiliates for publicity purposes;
(o) If consented to in the registration form and/or other methods of consent notification, providing marketing, advertising and promotional information via postal mail, electronic mail, instant messaging, SMS or MMS, fax and/or voice calls;
(p) Any other purpose arising in respect of the environment within which an institution of international consortium such as GUTMA operates which is reasonable given your relationship with GUTMA;
(q) Any other purposes not related to those listed above or in the online membership request form to which you consented, which GUTMA may inform you of in writing from time to time, but for which GUTMA will seek your separate consent.
For Staff Generally
In order to comply with its contractual, statutory, and management obligations and responsibilities, the Association is required to process personal data relating to its staff. All such data will be processed in accordance with the provisions of the GDPR and the relevant Association’s rules and policies, including those on data protection, as may be amended from time to time. Your relationship with GUTMA will, in almost all cases, be governed primarily by a service contract which will very often inform you expressly or impliedly the purposes for, and the manner in, which your personal data will be used. The purposes listed below serve only to supplement and clarify the matter, without limiting, superseding or supplanting any express or implied terms in the abovementioned documents:
(a) for managing your supplier relationship with GUTMA;
(b) for using your bank account details to deposit service fees and other payments;
(c) for monitoring the use of GUTMA’s computer network resources;
(d) for posting your name and photographs on GUTMA’s intranet and website, staff badge, newsletters and the like;
(e) for disclosing your personal data where necessary to external parties for purposes of Association administration, and to Government agencies for official purposes and disclosed to external third parties for, or in connection with, the above purposes, or where required by law;
(f) any other purpose arising in respect of the environment within which an institution of higher learning such as GUTMA operates which is reasonable given your relationship with GUTMA
(g) any other purposes not related to those listed above or in your service contract, which GUTMA may inform you of in writing from time to time, but for which GUTMA will seek your separate consent.
For The Public and Other Third Parties Generally
GUTMA is committed to engaging and embracing its surrounding community, ecosystem as well as society at large. As a result, we often organise many activities in which external stakeholders or larger audience are invited to participate. While it is impossible to list all the events in which we hope the public will participate, some events that you as a member of the public can look forward to include community outreach programmes, talks, conferences, panels, webinars, demonstrations and many others (Events). Naturally, in encouraging a vibrant interaction with the public, there will be opportunity, and often a need, to collect, use and/or disclose personal data from members of the public. Some of the reasons/ purposes are as follows:
(a) For security/ verification purposes for certain Events
(b) For logistical/ administrative purposes for certain Events (eg. Food catering)
(c) To keep you updated of future GUTMA Events/ products which we feel may interest you
(d) For marketing/ publicity purposes (eg. photographs)
(e) For any other purpose arising in respect of the environment within which an institution of international consortium such as GUTMA operates which is reasonable given your relationship with GUTMA.
In almost all of the above situations, it will be totally up to you as to whether, and to what extent, you wish to provide us with your personal data. For Events where such provision of personal data is a pre-requisite to attendance, you shall be informed in advance so that you may make an informed decision as to whether to attend. GUTMA will also endeavour at all times to inform you of the purposes for which personal data collected from you will be used. Should you at any time feel that the manner in which GUTMA has acted, or seeks to act, in respect of the collection, use or disclosure of personal data for an Event is inappropriate, please feel free to make your concerns known to the GUTMA Secretariat at firstname.lastname@example.org .
2. Disclosure of Personal Data to Third Parties
We will not disclose your personal data to any third parties without first obtaining your consent permitting us to do so or unless any such disclosure is permitted under any of the statutory exemptions under the GDPR. In this respect, please note that we may disclose your personal data to third parties in certain circumstances without first seeking your consent, if such disclosure is either required or permitted under the GDPR, including without limitation, if the disclosure is required by law and/or regulations or if there is an emergency.
3. Request for Access, Correction and/or Withdrawal of Personal Data
Subject to certain exceptions in the GDPR, you may request to access and/or correct the personal data currently in our possession or withdraw your consent for the collection, use and disclosure of your personal data in our possession at any time by sending an email to email@example.com .
For a request to access personal data, we will provide you with the relevant personal data within a reasonable time from such request being made.
For a request to correct personal data, we will process your request, including undertaking necessary verification activities, as soon as practicable after the request has been made. We will send the corrected personal data to every other organisation to which the personal data was disclosed by GUTMA within a year before the date the correction was made, unless that other organisation does not need the corrected personal data for any legal or business purpose, or if you so consent, only to specific organisations to which the personal data was disclosed by us within a year before the date the correction was made. You may be charged a reasonable fee for the handling and processing of your requests to access and/or correct your personal data, but you will be notified in advance of such costs.
For a request to withdraw consent, we will process your request within a reasonable time from such a request for withdrawal of consent being made. In some cases, requests for withdrawal of consent may adversely impact your relationship with GUTMA as it may hinder GUTMA’s ability to continue to interact with you. We will notify you in advance of such impact, if any.
4. Administration and Management of Personal Data
We will take appropriate measures to keep your personal data accurate, complete and updated.
We will also take reasonable efforts to take appropriate precautions and preventive measures to ensure that your personal data is adequately protected and secured. Appropriate security arrangements will be taken to prevent any unauthorized access, collection, use, disclosure, copying, modification, leakage, loss, damage and/or alteration of your personal data.
We will also take reasonable efforts to ensure that the personal data in our possession or under our control is destroyed as soon as it is reasonable to assume that (i) the purpose for which that personal data was collected is no longer being served by the retention of such personal data; and (ii) retention is no longer necessary for any other legal or business purposes.
Our websites may contain links to other websites not maintained by GUTMA. Such third party websites are subject to their own data protection and privacy practices and you are encouraged to examine the data protection policies of those websites.
5. Responsibility of STAFF, MEMBERS AND OTHER STAKEHOLDERS
The GDPR also imposes certain responsibilities on all those who process personal data at the Association, whether you are a member of staff holding, using and sharing personal data in your communication, management or administration, or a member accessing and recording personal data in your contribution to the Association’s work or other activities. These obligations include holding and using data in a secure manner, making sure that data is handled in line with what individuals have been told, having appropriate arrangements in place for the access to (and sharing of) data, and making sure that individuals’ data is accurate and retained for a suitable period. If a data breach occurs (e.g. personal data held by the Association is lost, stolen, inadvertently disclosed to an external party, or accidentally published), this should be reported immediately to the GUTMA Secretariat so that we may review the circumstances and liaise as necessary with colleagues internally and the relevant external authorities.
Contact details of the Secretariat: firstname.lastname@example.org