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Privacy statement

Introduction

We are registered as a data controller with the Information Commissioner’s Office, Registration Number Z5718812. Our Data Protection Officer is our Head of Governance, contactable via foi@optical.org

We are committed to maintaining robust Information Governance policies and processes to ensure compliance with relevant legislation. 

Any information you supply will be stored and processed by us in accordance with the Data Protection Act 1998. Any reports published using this information will not contain any personally identifiable information – unless requested by you. However, we may provide anonymised responses to third parties for quality assurance, or approved research projects on request.

 

Contents

1. Your personal information   
2. Equality, Diversity and Inclusion   
3. Disclosure  
4. Registrant Personal Information (Optometrists, Dispensing Opticians and Students)  
5. Employees and Members  
6. Cookie Notice  
7. How you can contact us  

 

Your personal information 

How we use your personal data 

We collect your personal data if you register with us as an optometrist or dispensing optician or a student, request to join one of our mailing lists, take part in a consultation, apply to work with us, provide CET courses, raise concerns regarding our services, raise concerns regarding a registrant’s fitness to practise or legal practice, make a freedom of information or subject access requests, or contact us via social media, telephone, post or via email.

When you contact us, we will use the information provided, and may seek further information, to:        

  • to process and respond to your complaint or request; and
  • to compile statistics.

Additionally, you may receive email communication inviting you to complete a customer satisfaction survey. We will use that information to quality assure and audit our processes to ensure we are meeting our statutory obligations and improve our service. 

GOC mailing lists

Our website gives users the opportunity to subscribe to a variety of mailing lists. Users are able to subscribe to receive GOC newsletters or alerts about topics such as hearings, consultations or events. We will process subscriber information gathered from either our website or from GOC events, specifically email addresses, for the sole purpose of sending these newsletters and alerts. Users are able to unsubscribe by emailing communications@optical.org   

Consultations

We may use our website to carry out consultation exercises or electronic surveys. If you send comments to us via our website we will collect your comments and contact details for the purposes of the consultation/survey concerned.

Third Party Service Providers

We have contracts with other organisations (or third parties) to carry out certain activities or services on our behalf, including but not limited to legal support, translation, research and monitoring, print house, transcribing and bulk mail delivery.

Before we share your personal data with them we will ensure that:

  • they are only provided with the information they need to carry out the service,
  • they agree not to use the information received from us for any other purpose than those specified by us; and
  • they have the proper systems in place to protect personal data.

Information regarding successful and unsuccessful tenders will be held in line with our retention schedule.Information about another person

If you provide us with information about another individual, you confirm that you have informed them of our identity and the purposes for which their personal data will be processed as indicated by us and that you have obtained their consent to such processing.

Equality, Diversity and Inclusion 

We are committed to treating everyone fairly and meeting our legal responsibilities under the Equality Act 2010 and related legislation (such as the Human Rights Act 1998). One of the ways we do this is by asking people to provide information about their ethnicity, disability, gender, gender identity, sexual orientation, religion and beliefs, carer responsibilities, pregnancy and maternity, marital status and age.

If you choose to provide us with this information, we will keep it confidential and hold it securely in line with data protection and other relevant legislation. We will use the information you give us to analyse and report on statistical trends in optical education and practice in the UK. We will anonymise any data we publish so you cannot be identified.

The information will be used strictly in line with our Approach to EDI Monitoring Statement and in compliance with all applicable data legislation.

If you apply to work for us, we will only use the information you supply to us to process your application and to monitor recruitment and workforce statistics.

Disclosure 

We will not use or transfer your private personal data to third parties for marketing purposes.

We reserve the right to disclose personal information when required by law; to conduct our statutory functions or allow another regulatory body to conduct theirs, if we reasonably believe that it is necessary to protect, establish or exercise legal rights or defend against legal claims; in situations involving potential threats to physical safety or rights, property or safety of the GOC, our registrants or others; if it is in the public interest to do so and always in accordance with the Data Protection Act 1998.

For more information about when your data may be disclosed, please see our Disclosure policy.

Registrant Personal Information (Optometrists, Dispensing Opticians and Students):

During registration, retention and restoration processes to join the register

If you provide your details when enquiring about registration with us we will use that information:

  • to process your enquiry or application; and
  • to compile statistics.

Public and Private Registrant information

Any member of the public can search our public register on our website. Upon successful joining to the register, some information is published. Other information is held privately to enable us to carry out our statutory functions and will not be disclosed without legitimate justification to do so, in line with the Data Protection Act

We process the following registrant/applicant information when considering applications:

Upon successful application to join, renew or restore to the register, this information is published on our public register

This information will never be disclosed to a third party without justification to do so, in line with the Data Protection Act.

  • full name
  • title
  • gender
  • GOC number
  • practice address(es)
  • home town 
  • optical qualifications
  • registration status
  • date of most recent registration
  • registered specialities
  • outcome of FTP investigations

 

 

 

 

 

 

  • date of birth 
  • former names or aliases
  • home address
  • email address
  • telephone number
  • Insurance Status and details declarations – criminal and disciplinary proceedings
  • declarations – physical or mental health
  • copy of ID document (passport, EU identity card or UK driving license)
  • Equality, Diversity and Inclusion monitoring data
  • income declaration documentation (low income fee)


We will retain details of your application on our files (electronic and hardcopy).

Once registered

If you are registered with us we will use the personal information provided by you, via the relevant registration, renewal or restoration application forms and any other related forms, for the following purposes:

  • administer and maintain your registration;
  • update and maintain the public registers;
  • process fitness to practise complaints;
  • compile statistics, undertake research, quality assure or audit our processes
  • fulfil our statutory duties; and
  • keep you updated with information about the GOC, including guidance, news and opportunities to be involved with our work.

We will retain details of your application on our files and may disclose this information to optical regulators in the EEA and elsewhere, upon request.

Once registered the some of the personal data (name and contact details) you provide as well as your GOC number will be added to the MyGOC and MyCET systems. Both of these systems are managed by the GOC.

Updating your data

You are responsible for ensuring the accuracy of your personal data and you must inform us immediately of any changes, either through myGOC or via our Registration Team.

Disclosure of registrant/applicant information

In order for us to conduct our statutory functions, we may be required to disclose information about you to third parties or publish some information on our website (as per the table above). We will only do this in accordance with the Data Protection Act 1998. For more information about when your data may be disclosed, especially during our Fitness to Practise proceedings, please see our Disclosure policy.

GOC tools

My CET/MyGOC are platforms for GOC registrants and CET providers, and personal information is linked to our internal systems.

Employees and members

Recruitment

During recruitment processes we collect:

  • full name;
  • address;
  • date of birth;
  • telephone number;
  • email address;
  • CV, application form/covering letter;
  • references;
  • declarations;
  • equality, diversity and inclusion monitoring; and
  • proof of right to work documentation (such as passport).

During our recruitment processes, other information may be collated (e.g. interview notes, interview scores). This information will be added to a recruitment file for each candidate. Recruitment files will be held in line with our retention schedule. 

Personal information about unsuccessful candidates will be held in line with our retention schedule. We retain de-personalised (anonymised) statistical information about applicants to help inform our recruitment activities.

Current employees and members

Once a person has taken up a position with us, we will compile a file relating to their appointment. The information contained in this will be kept secure, with restricted access and will only be used for purposes directly relevant to that person’s employment, including business continuity.

For some member appointments, we are required to provide some of your personal information to a number of third parties including, but not limited to the Privy Council , Professional Standards Authority, and Charity Commission.

As per our Management of Interests policy, we also publish some employee and member interests. For further information, please consult our policy or contact the Governance team and publish Gifts & Hospitality and the remuneration/expenses of the Senior Management Team and Council.

Former employees and members

Once appointment has ended, we will retain the individual’s file in accordance with the requirements of our retention schedule and then destroy it.

 

Cookie Notice

 

The Website uses cookies. This Cookie Notice sets out information about cookies and how to control them.  By using the Website, you accept the use of cookies in accordance with this Cookie Notice.  In particular, you accept the use of Analytics Cookies for the purposes described below. For further information on cookies, including how to see what cookies have been set on your device and how to manage and delete them, visit http://www.allaboutcookies.org

What are cookies?

A 'cookie' is a piece of information, like a tag, which some websites create against your computer. The 'cookies' we use log your progress through the site and record how you accessed the site. They do not collect information that identifies you.

This use of cookies is important for us to understand how users use our Website. It enables us to track its usability, how easily visitors can find the information they need and the hardware and software they use when accessing the site. This is particularly important in fulfilling our responsibilities under our Equality and Diversity Scheme.

What cookies do we use on the Website?

The Website uses the following cookies:

Cookies set by the GOC Website

Name

Purpose

Expiry

Content

CFID

To provide transaction support across multiple page requests commonly called a session

Persistent (Until user deletes it)

A randomly generated number

CFTOKEN

To provide transaction support across multiple page requests commonly called a session

Persistent (Until user deletes it)

A randomly generated alphanumeric piece of text.

Sessionname

To know which error message to display (if a member has been logged out of a session or has not logged in) – applies only to MyGOC area

Session cookie

Username value

PCMS_VIEWTREEPROPERTIES

Set by the Preside CMS to improve the user experience.  Not applicable to front-end user, only to GOC staff and web hosts when updating the Website.

Persistent

A number

cookies_agree When a user closes the banner it installs a cookie so that the banner will not show again Persistent (date of 2040 added in) True value


The cookies CFID and CFTOKEN are used:

Within the MyGOC section:

1) To facilitate registrant log in 
2) To facilitate page redirect after registrant log-in 
3) To store registrant details after registrant log-in 
4) To store registrant activity log on registrant restricted area 
5) To store online payment details 
These cookies are strictly necessary for the use of the MyGOC section.

Within the main Website

6) To store search results in several search templates 
7) To store form token for form validation 

For Website administrators only
8) To store preside edit mode details


Cookies set by third party websites

The cookies in the table below are set by the Google Analytics tool. They allow us to accurately estimate the number of visitors to the Website, volumes of usage and ensure that the Website is available. They help us to understand how visitors use the Website and which content is popular and unpopular. They also help us to fulfil our obligations under the Equality Act and our Equality and Diversity Scheme, and to appropriately tailor the design, content and structure of the Website to our audience.

Information collected by the Google Analytics cookies will be transmitted to and stored by Google on servers in the United States of America in accordance with its privacy practices. To see an overview of privacy at Google and how this applies to Google Analytics, visit http://www.google.co.uk/intl/en/analytics/privacyoverview.html. You may opt out of tracking by Google Analytics by visitinghttps://tools.google.com/dlpage/gaoptout?hl=en-GB

Our Website uses the following Google Analytics Cookies.

Name

Purpose

Expiry

Content

_utma

To accurately estimate the number of visitors to the Website and volumes of usage, to ensure that the Website is available, to understand how visitors use the Website and which content is popular and unpopular and to appropriately tailor the design, content and structure of the Website to our audience.

2 years from when set

A randomly generated number (Non personal data)

_utmb

As above.

30 minutes from when set

A randomly generated number (Non personal data)

_utmc

As above.

When you close your browser

A random generated number (Non personal data)

_utmz

As above.

6 months from when set

A randomly generated number and information on how the site was reached (e.g. direct or via a link, organic search or paid search)


How to control and delete cookies through the browser

If you do not want cookies to be created on your computer, the four major browsers which the Website supports give you the option to disable or delete them. We do not recommend using other browsers, as the Website has not been tested with them and may not work as intended. You can disable or delete cookies in your browser by following instructions at the following links:


Please note that MyGOC will be unavailable if you choose to disable cookies.  Please also note that disabling a cookie or category of cookie does not delete the cookie from your browser, you will need to do this yourself from within your browser.

Cookies that have been set in the past

If you have disabled one or more Analytics Cookies, we may still use information collected from cookies prior to your disabled preference being set, however, we will stop using the disabled cookie to collect any further information.

Right to access your information and other rights

You are responsible for updating and maintaining the accuracy of the personal information provided in any registration, restoration or retention application.  Much of the information can be updated by logging onto the MyGOC section of the Website.  Information about how to update your details can be found in the Updating your details (https://www.optical.org/en/our_work/Registration/Updating-your-details/index.cfm) section of the Website and in our FAQs (http://www.optical.org/en/utilities/faq.cfm).  If you are not registered with us, you can ask us to correct or update your details by contacting us at the email address listed below.
If you are registered with us, we give you access to much of the personal data held about you via the MyGOC area of the Website.  Whether or not you are a registrant, you can also make a request to access your personal data.  Further information about making such a request can be found in our data protection policy (http://www.optical.org/en/about_us/data-and-information/data-protection.cfm).


Website security

We are committed to protecting the information we collect.  While no website can guarantee security, we have implemented appropriate technical and organisational security procedures to help protect the personal information you provide to us.
We take payment for transactions using a third party provider called SagePay.  The GOC does not hold any credit card information, and SagePay are fully compliant with the relevant security standards for processing of payment transactions.  More information about SagePay and how they secure payment information can be found here (http://www.sagepay.com/privacy_policy).


External websites

This privacy policy does not cover links within this site to any external sites, includingwww.cetoptics.com, or the GOC’s pages on externally-hosted sites such as EPolitix and Twitter. Sometimes we provide links to external websites for information purposes; this does not represent an endorsement and we accept no responsibility for their content.  We recommend you examine the privacy statements posted on any external sites to understand their procedures for collecting, using and disclosing personal information.


How you can contact us

If you have any questions about this privacy policy or about how we handle your personal data, please email or write to us at: 
 

Email: foi@optical.org
Compliance Team
General Optical Council
10 Old Bailey
London
EC4M 7NG

Last Updated: 1/8/2016

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