EMIS National User Group Privacy Notice

This privacy notice describes the data, the charity holds about members, why we hold it, where and how we store it, how long for and how we protect it. It also tells you about your rights under the Data Protection Legislation and how the law protects you.

Who we are and what do we do?

EMIS National User Group is a registered charity, incorporated by Royal Charter in England.  Registered number: 3640679.  

EMIS National User Group, Suite 25, Enterprise House, Kingsway North, Team Valley, Gateshead, NE11 0SR.  Registered charity number in England and Wales: 1072834

EMIS National User Group is a Data Controller for the data we hold about you. We hold your data in order to provide you with membership benefits and to support our charitable objectives.

What is personal data and what data do we use?

Your personal data is any information that can be connected to you personally.  If you can be identified from the data, it is personal data. The types of personal data we use and hold about you are:

  • Details about you: your name, practice or organisation address, practice or organisation contact number, email address and EMIS CDB Number. 
  • We also hold information about individuals who attend our annual conference or other events.  

When we collect your contact information, we use it to contact your regarding membership benefits, including our annual conference and EduNug training programme.

Why do we process your data and what legal basis do we have to process your data?

In order to process your personal data or share your personal data outside of the organisation, we need a legal basis to do so. If we process or share special category data, such as health data, we will need an additional legal basis to do so. 

We rely upon Article 6(1)(a) (consent to processing) and Article 6(1)(f) (processing is necessary for the legitimate interests pursued by the controller) for most of our processing and sharing., in particular to:

  • Provide you with information relating to your EMIS National User Group Membership
  • To share information relating to membership benefits
  • To provide you and your organisation with our quarterly magazine
  • To provide your organisation and staff with access to our free training programme
  • To promote the charitable objectives of our organisation

We rely upon Article 6(1)(a) (consent to processing) and Article 6(1)(f) (processing is necessary for the legitimate interests pursued by the controller) to share information with subcontractors to deliver membership benefits, deliver EMIS training and to manage attendance at our annual conference.

How do we collect your data? 

The EMIS National User Group collects data that you provide when you:

  • Become a member of the EMIS NUG
  • Request access to our website for yourself or your staff
  • When you book a place to attend our annual conference or other planned event
  • If you are present at our AGM

Who do we share your data with? 

In order to deliver and manage your membership and its associated benefits, we may share your contact information with subcontracted third parties for data processing activities only.  Anyone who receives information from the EMIS NUG is under a legal duty to keep it confidential and secure.

We may share information with the following organisations:

  • EMIS Health – CDB number only
  • Ardens – contact information for the provision of the EduNug training programme
  • External Event Organiser

The EMIS NUG only shares information with carefully selected third party service providers that process data on behalf of the organisation. When we use a third party service provider, we will always have an appropriate agreement in place to ensure that they keep the data secure, that they do not use or share information other than in accordance with our instructions and that they are operating responsibly to ensure the protection of your data. Examples of functions that may be carried out by third parties includes:

  • Organisations that provide IT services & support, including our membership data base; systems which manage communication and marketing for the EMIS NUG; data hosting service providers.
  • Organisations who are delivering services on behalf of the EMIS NUG (for example delivering training to members to ensure that you receive the most from your membership.
  • Event organisers (if for example you were attending our annual conference).

Where do we store your data?

We use a number of IT systems and tools to store and process your data, on behalf of the practice. Examples of tools we use include our website, which is provided by Land Digital and an attached data base system, also managed by Land Digital.

How long do we hold your data?

We only hold your data for as long as necessary.  No personal information is stored for more than 12 months after a membership is cancelled.  

What rights do you have?

You have various rights under the UK GDPR and Data Protection Act 2018:

Right of access:

You have the right to request access to view or request copies of the personal data, we hold about you; this is known as a Subject Access Request (SAR). In order to request access, you should contact:

EMIS National User Group
Suite 25, Enterprise House
Kingsway North
Team Valley
Gateshead  NE11 0SR

Right to restrict or object the use of your information:

There are certain circumstances in which you can object from your data being shared. Information regarding your rights to opt-out is detailed below:


If the organisation is relying on the consent as the basis for processing your data, you have the right to withdraw your consent at any time. Once you have withdrawn your consent, we will stop processing your data for this purpose.

However, this will only apply in circumstances on which we rely on your consent to use your personal data. Please be aware that if you do withdraw your consent, we may not be able to provide certain services to you. If this is the case, we will let you know.

Right to rectification:

You have the right to have any errors or mistakes corrected within your information we hold about you. 

If your personal information changes, such as your contact address or number, you should notify the organisation immediately so that we can update the information on our system. We will also ask you from time to time to confirm the information we hold for you, is correct.

Right to erasure:

You have the right to ask the organisation to delete the information we hold about you.  Please contact:

 EMIS National User Group
Suite 25, Enterprise House
Kingsway North
Team Valley
Gateshead  NE11 0SR

Right to complain:

Please let us know if you wish to discuss how we have used your personal data, raise a concern, make a complaint or compliment. You can contact us at:

EMIS National User Group
Suite 25, Enterprise House
Kingsway North
Team Valley
Gateshead  NE11 0SR

You also have the right to complain to the Information Commissioner’s Office. If you wish to complain follow this link: or call the helpline on 0303 123 1113.

Data outside EEA

We do not send your personal data outside of the EEA. However, if this is required, the organisation would only do so, with your explicit consent.


The EMIS NUG website uses cookies. A cookie is a small file, typically of letters and numbers, downloaded on to a device (like your computer or smart phone) when you access certain websites. Cookies allow a website to recognise a user’s device. Some cookies help websites to remember choices you make (e.g. which language you prefer if you use the Google Translate feature). Analytical cookies are to help us measure the number of visitors to our website. The two types the organisation uses are ‘Session’ and ‘Persistent’ cookies. 

Some cookies are temporary and disappear when you close your web browser, others may remain on your computer for a set period of time. We do not knowingly collect or intend to collect any personal information about you using cookies. We do not share your personal information with anyone. 

What can I do to manage cookies on my devices? 

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit If you are concerned about cookies and would like to discuss this, please contact the EMIS NUG.

Changes to privacy notice

The EMIS NUG reviews this privacy notice regularly and may amend the notice from time to time. If you wish to discuss any elements of this privacy notice, please contact:

EMIS National User Group
Suite 25, Enterprise House
Kingsway North
Team Valley
Gateshead  NE11 0SR

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