NSAN Data Usage

For individuals who work for member companies or stakeholders

Members and stakeholders includes both training providers and organisations that opt to become members of NSAN in return for a tailored service, for which the benefits are detailed on the Member Benefits form.  Annual subscription fees apply. To enable NSAN to operate, it needs to collect information from individuals to enable us to provide products and services.  Below outlines what information NSAN uses and how it is used.

What personal data do we hold?

Contact details of employees within our members is stored on our Customer Relationship Management database (CRM).  This includes name, contact numbers, e-mail address and work address.  We also record information with respect to all engagements with members; this includes tracking of e-mail communication between our members and NSAN employees to ensure we offer a quality service to our members and demonstrate our value proposition.  Our CRM system has an in-built GDPR module to support the implementation of GDPR which includes managing and recording of individual access requests.

Where does it come from?

Employees from our member organisations.  Key contact information is formally provided on membership applications forms and should key contact's change, these records are updated accordingly on request from the organisation.  In terms of e-mail tracking, information is a two way excange between NSAN and the member organisation.

Where is it stored?

Our CRM system is stored on a stand-alone server at our office base in Warrington.  Access to the building and our room is controlled 24h and a digital fob is required to access our room.

Who do we share it with?

The data is not shared with any third party with the exception of those that we contract with for the purposes of system maintenance.  All third party data processors have in situ contract addendums with respect to GDPR.

How long do we keep it for?

Personal data related to membership will kept for the duration of the membership.  Should membership, lapse, the data will be kept for a period of four years unless otherwise instructed by the member.

What is our Lawful Bases for processing the data?

As a member of NSAN (which incurs an annual fee), we have legitimate interests in processing your data, to enable us to provide a tailored 1-2-1 service to you as part of membership.  The details we hold, provide us with data of all 1-2-1 engagements with you so that we are able to continue to provide you with this service.  from time to time, we may contact you with respect to our products and services, as as a member, you may be entitled to discounts of up to 50% off specific products.  Should you no longer wish to receive marketing information from us on our products and services, please let us know you wish to opt out from receiving these.

Justification

To provide a tailored service to all our member organisations.

 

For individuals who work for non-member organisations

NSAN is predominantly a membership organisation.  From time to time, NSAN may collaborate or work with other non-member organisations to: provide a service to its existing members; provide them with a service or product through our consultancy offer; collaborate under an MoU where there is mutual benefit to both organisations.  To enable NSAN to operate, it needs to collect information from individuals to enable us to provide products and services.  Below outlines what information NSAN uses and how it is used.

What personal data do we hold?

Contact details of employees within non-member organisations and/or stakeholders is stored on our Customer Relationship Management database (CRM).  This includes name, contact numbers, e-mail address and work address.  We also record information with respect to all engagements with non-members; this includes tracking of e-mail communication between contacts and NSAN employees to ensure we offer a quality service to our non-members in accordance with the terms agreed for that specific engagementengagement.  Our CRM system has an in-built GDPR module to support the implementation of GDPR which includes managing and recording of individual access requests.

Where does it come from?

Personal data from non-members/stakeholders comes directly through engagement with the organisation; this can often be from an introduction, an event or a direct approach on both sides resulting in an appetite to work together.  On receipt of a business card, a confirmation e-mail will be sent to the contact in question at which stage they will confirm opt in to receiving further communications from NSAN.

Where is it stored?

Our CRM system is stored on a stand-alone server at our office base in Warrington.  Access to the building and our room is controlled 24h and a digital fob is required to access our room.

Who do we share it with?

The data is not shared with any third party with the exception of those that we contract with for the purposes of system maintenance.  All third party data processors have in situ contract addendums with respect to GDPR.

How long do we keep it for?

Personal data relating to non-members/stakeholders is subject to an opt in process  - both processing of personal data and receipt of marketing activity.   The non-member can opt out at any stage.   Data will be kept for a period of two years unless otherwise instructed.

What is our Lawful Bases for processing the data?

For non-members there are two lawful bases that could apply. 

1. For non-member in-contract with NSAN - processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract. 

2. For all other non-members, the lawful bases is opt-in by employees within the member organisation wishing to engage with NSAN or receive marketing information.

Justification

The employee within a non-member organisation either opts-in having their data included on our CRM for the purposes of continuing dialogue or receiving information on NSAN products and services or the non-member organisation contracts with NSAN for the purposes of receiving a service and/or product.  The collation of data is necessary in this case to fulfil the contract.