How the Inn stores and uses your personal data
The Inn may store and use your data to administer your membership, for the processing of financial transactions and maintaining accounts, for the management of enquiries and complaints, to manage events or lodgings you have booked at the Inn, to manage tenancies or contracts you have with the Inn, to manage safety and security across the Inn, e.g. through the use of CCTV, and to produce summary information for statistical, regulatory and audit purposes. We may, with your permission, use your data to inform you about developments within or pertaining to the profession, inform you about and manage your involvement with services and events, including educational and membership services and events, inform you about premises to let and services that might be offered to manage the estate, and to manage your involvement with any committees you might join.
The information that the Inn holds is mainly provided by yourself, but may also be collected from other sources such as references or information already in the public domain. The information is held securely and is only accessed by Inn staff with appropriate permissions. Member data is kept and used for the duration of your membership and some information may be kept permanently by the Inn for historical purposes. Other data is kept in line with the Inn’s record retention policies.
Your information will not be distributed to third parties unless it is anonymised, you give us explicit consent to do so, we are required to do so under a statutory or legal obligation, or are permitted to do so by the Data Protection legislation. There are a small number of reasons where we may need to share some of your information with Third Parties, for example, for processes essential to managing membership of the Inn. In order to manage admission and scholarship applications, disciplinary proceedings, and Call to the Bar, we will need to share some of a member’s basic information with the General Council of the Bar (also known as the Bar Council) and the other Inns of Court. For example, we will need to share your name and which Inn you have applied to/are a member of should your application for admission be unsuccessful or if you are found guilty of misconduct that results in your expulsion from the Middle Temple. This is to comply with Bar Standards Board regulation (Section B2, Rule rQ11) which states that applicants who are not approved for membership or who are expelled from an Inn of Court are not allowed to apply for re-entry into any Inn of Court for a time period of at least five years following the rejection or expulsion. We will also provide the Bar Council with some equality information on our members, if provided, for statutory purposes.
We may need to contact you, by letter, telephone, e-mail or otherwise, in relation to the above purposes. It is your responsibility to update your information or notify the Inn of any changes to your personal details so that the information that the Inn holds is accurate and kept up to date. If you are a member, please update your details using the online membership system, or inform the Membership Department (email@example.com) of any change in your circumstances. If you have booked an event or room hire please contact firstname.lastname@example.org Otherwise, please use the Contact Us information here to direct you to the appropriate department.
You have the option to opt-out of any communication you sign up for at any time by contacting the Inn, by updating your communication preferences online, and by clicking opt-out links at the bottom of emails you receive.
Photography at events
Please be aware that photography, audio and video recording may take place at our events. These may be used for promotional purposes by the Inn, including in printed publications, on our website, and on our social media accounts. If you would not like to be photographed or to have your images used, please alert a member of staff at the start of the event. We are unable to guarantee, however, that you will not be included in the background of photographs that are being taken. You can ask the Inn to stop using your images at any time using the contact details below.
Accessing your personal data & queries
Under Data Protection legislation you have a right to change or access your information at any time. If you have any queries or want to see the personal data the Inn holds on you by making a Subject Access Request, please contact the Inn at the following email address: Data.email@example.com or by writing to:Data Protection Officer The Honourable Society of the Middle Temple Treasury Office Ashley Building Middle Temple Lane London EC4Y 9BT
If it transpires that any information we hold is inaccurate or incorrect you should inform us immediately so that it can be amended.
This section will be reviewed and updated regularly, as the data that the Inn needs to collect may change during the course of the pandemic.
During the current COVID-19 outbreak, staff at the Middle Temple will be working from home where possible until further notice. The Inn processes and stores personal data in accordance with the GDPR and the Data Protection Act 2018 and continues to do so whilst staff are home working. We aim to provide as helpful a service as possible, but there may be delays and certain limitations to what is possible in the circumstances. For further information see: www.middletemple.org.uk/coronavirus
Staff and visitors to the Inn, including visitors to the Inn’s Library
Individuals visiting the Inn will be asked to sign in and sign out so that there is a record of who is on site at any given time. You will be asked to provide your contact details. The Inn is using legitimate interests as the lawful basis for collecting this information, as it is needed in order to ensure the safety and well-being of the Inn’s staff and visitors. This information will be made available to the NHS Test and Trace system if required (where an individual tests positive for COVID-19) and may be used by the Inn to contact you directly in the event of a positive COVID-19 case. This information may also be used in the event of an emergency in order to evacuate the building and for anonymised statistics to monitor the use of the building. The Inn will not use this information for any other purpose. In most cases the information will be collected using the visitor management solution “Sign In App” (https://signinapp.com/) and it will be kept securely on their UK-based cloud. Some visitors may be required to sign in using a paper sign in book. The data will be kept for at least 21 days in line with government COVID-19 guidance, and may be kept for up to, but no longer than, 2 months in order to produce anonymised usage statistics. The information will only be shared externally with Public Health England, or other legitimate public health authority.
v6, 21st August 2020