Privacy Notice
EMIS National User Group Privacy Notice
Last updated: October 2026
The EMIS National User Group (EMIS NUG) is committed to protecting your privacy and ensuring that your personal information is handled lawfully, fairly and transparently.
This Privacy Notice explains:
- What personal information we collect
- How we use your information
- Who we share it with
- How we keep it secure
- How long we keep it
- Your rights under UK data protection law
Who We Are
EMIS National User Group (EMIS NUG) is a registered charity and acts as the Data Controller for the personal information covered by this Privacy Notice.
EMIS National User Group
c/o TIG Corporate Finance
Metropolitan House
Long Rigg Road
Swalwell
NE16 3AS
Company Registration Number: 3640679
Charity Registration Number (England and Wales): 1072834
Contact Us
If you have any questions about this Privacy Notice or how we use your personal information, please contact us:
📧 Email: [email protected]
📮 Post:
EMIS National User Group
c/o TIG Corporate Finance
Metropolitan House
Long Rigg Road
Swalwell
NE16 3AS
What Personal Information Do We Collect?
Depending on your relationship with EMIS NUG, we may collect:
Membership Information
- Name
- Job title
- Organisation or practice name
- Organisation or practice address
- Organisation or practice telephone number
- Email address
- EMIS CDB number
Website and Account Information
- Website account details
- Username and login information
- Records relating to access requests
Event and Conference Information
- Booking and registration details
- Attendance information
- Dietary or accessibility requirements where required for event administration
Communications
- Emails and correspondence sent to us
- Website enquiries
- Records of communications relating to membership and member services
We do not routinely collect or process special category personal data unless there is a legitimate reason to do so and a lawful basis under data protection legislation.
How Do We Collect Your Information?
We collect information directly from you when you:
- Apply for or renew membership
- Request website access for yourself or your staff
- Register for conferences, webinars or member events
- Contact us through our website, by email or by telephone
- Attend our Annual General Meeting or other member activities
- Subscribe to receive information about EMIS NUG services and activities
In some circumstances, we may receive information from an authorised representative within your organisation for membership administration purposes.
Why Do We Use Your Information?
We use personal information to:
- Manage and administer membership
- Deliver membership benefits and services
- Provide educational resources and training programmes
- Facilitate access to member-only content
- Organise conferences, webinars and events
- Send newsletters, magazines and member communications
- Respond to enquiries and support requests
- Improve our services and charitable activities
- Meet legal, regulatory and financial obligations
Our Legal Basis for Processing
Under UK GDPR, we must have a lawful basis for using personal information.
Contract
We process information where it is necessary to provide membership services, training, events or other services you have requested.
Legitimate Interests
We process information to support the effective operation of EMIS NUG, including:
- Managing membership records
- Communicating with members
- Delivering member benefits
- Organising events
- Promoting our charitable objectives
- Maintaining secure and effective services
We always balance our legitimate interests against your rights and freedoms.
Consent
Where we ask for your consent, you may withdraw it at any time.
Legal Obligations
We may process personal information where required to comply with applicable laws or regulatory requirements.
Who Do We Share Information With?
We only share personal information where necessary and appropriate.
Service Providers
We may share information with trusted providers who support our operations, including:
- Website hosting providers
- Membership administration providers
- IT support providers
- Email communication platforms
- Data hosting providers
- Training delivery partners
Membership Partners
Where required to deliver specific membership benefits, limited information may be shared with organisations such as:
- EMIS Health
- Ardens
- Approved conference or event organisers
All third-party providers are required to protect personal information and only process it in accordance with our instructions.
We do not sell personal information to third parties.
How We Keep Your Information Secure
We take appropriate technical and organisational measures to protect personal information from unauthorised access, loss, misuse, disclosure or destruction.
These measures include:
- Access controls and permissions
- Secure hosting arrangements
- Password-protected systems
- Confidentiality agreements
- Information security and data protection procedures
- Contracts with third-party providers
Where Is Your Information Stored?
We use secure systems and trusted suppliers to store and process personal information.
This may include:
- Our website and membership systems
- Membership databases
- Communication and collaboration platforms
- Training and event management systems
Where third-party systems are used, appropriate contractual and security safeguards are in place.
International Transfers
EMIS NUG primarily stores and processes personal information within the United Kingdom.
If personal information is transferred outside the UK, we will ensure that suitable safeguards are in place in accordance with UK data protection legislation.
How Long Do We Keep Information?
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, regulatory and financial obligations.
As a general guide:
- Membership records are retained for up to 12 months after membership ends
- Financial records may be retained for longer where required by law
- Event and conference records may be retained for administrative and reporting purposes
- Correspondence may be retained where necessary to manage enquiries, complaints or legal matters
When information is no longer required, it is securely deleted or anonymised.
Your Rights
Under UK GDPR, you have the following rights:
Right of Access
You can request a copy of the personal information we hold about you.
Right to Rectification
You can ask us to correct inaccurate or incomplete information.
Right to Erasure
You can request that we delete personal information where applicable.
Right to Restrict Processing
You can ask us to limit how we use your information in certain circumstances.
Right to Object
You can object to processing carried out under legitimate interests.
Right to Data Portability
You can request a copy of personal information you have provided to us in a structured, commonly used format where applicable.
Right to Withdraw Consent
Where processing is based on consent, you may withdraw consent at any time.
Automated Decision-Making
EMIS NUG does not use automated decision-making or profiling that produces legal or similarly significant effects.
Making a Complaint
If you have a concern about how we have handled your personal information, please contact us first so that we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office (ICO):
🌐 https://ico.org.uk
Cookies
Our website uses cookies and similar technologies to improve functionality, enhance user experience and help us understand how visitors use our website.
The types of cookies we may use include:
Strictly Necessary Cookies
Required for the operation and security of the website.
Functional Cookies
Used to remember preferences and improve your browsing experience.
Analytics Cookies
Used to understand how visitors interact with our website and help us improve our services.
We use the Real Cookie Banner platform to manage cookie consent preferences.
You can update your cookie preferences at any time through our cookie settings tool or via your browser settings.
For more information, please see our Cookie Policy.
Changes to This Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in our services, legal requirements or data processing activities.
The most current version will always be available on this page, and the date at the top of this notice will show when it was last updated.
Contact Us
EMIS National User Group
c/o TIG Corporate Finance
Metropolitan House
Long Rigg Road
Swalwell
NE16 3AS