Effective Date: November 27, 2025

AfroGP Herts and Beds is an association of General Practitioners of African Origin living and/or working in Hertfordshire or Bedfordshire, United Kingdom. We are committed to protecting the privacy and security of the personal data of our members and collaborators.

This policy outlines how we collect, use, and protect your information in accordance with applicable UK data protection laws, including the General Data Protection Regulation (GDPR).

1. Information We Collect

We primarily collect information necessary for membership management, communication, and running our association activities:

  • Personal Identification Information: Name, professional title, email address, phone number, and postal address.

  • Professional Data: Place of work (Hertfordshire or Bedfordshire), GP status, and GMC registration number (for verification of membership eligibility).

  • Membership Status: Records of your membership application, payment of voluntary dues (if applicable), and participation in the association.

  • Communication Data: Records of correspondence, inquiries, and feedback sent to us.

  • Event Participation: Records of your attendance at our educational, social, and networking events.

2. How We Collect Your Information

We collect data directly from you when you:

  • Apply for membership or renew your membership.

  • Register for or attend an event (educational seminars, social gatherings).

  • Communicate with us via email (info@afrogphertsandbeds.com) or phone.

  • Voluntarily provide information for professional directories or support initiatives.

3. Basis and Purpose for Processing

We process your personal data based on the following legal grounds and for the specified purposes:

Legal Basis Purpose of Processing
Legitimate Interests To manage the association, communicate effectively with members, organize events, and promote mutual support.
Contract To fulfill the obligations of membership, including verifying eligibility and providing access to member-only resources.
Consent For sending optional newsletters, using event photographs (where explicit consent is obtained), or sharing information with partners outside the scope of our legitimate interests.

Specific Purposes include:

  • Verifying your eligibility for membership (African Origin and location in Herts/Beds).

  • Sending essential communications regarding association activities, events, and governance.

  • Facilitating networking, mentorship, and professional support among members.

  • Managing and coordinating our educational and community outreach activities.

4. Data Sharing and Disclosure

We do not sell or rent your personal data to third parties. We may share information only in limited circumstances:

  • Partners and Collaborators: With our verified partners (e.g., LMCs, Training Hubs, African GP Networks) to facilitate joint events, advocacy efforts, or educational programs, but only the necessary information for the collaboration.

  • Service Providers: With third-party service providers (e.g., event registration software, email distribution platforms) who help us operate the association, provided they adhere to strict data protection standards.

  • Legal Obligation: If required by law, court order, or governmental regulation.

5. Data Security

AfroGP Herts and Beds implements appropriate technical and organizational measures to ensure your personal data is protected against unauthorized access, alteration, disclosure, or destruction. Access to member data is strictly limited to authorized committee members who require the information to perform their duties.

6. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. Generally, member data is retained for the duration of your membership and a short period thereafter for administrative purposes.

7. Your Rights

Under GDPR, you have the right to:

  • Access: Request a copy of the personal data we hold about you.

  • Rectification: Request correction of inaccurate or incomplete data.

  • Erasure (Right to be Forgotten): Request the deletion of your data, subject to legal and contractual obligations.

  • Object/Restrict: Object to or request the restriction of processing your personal data.

  • Data Portability: Request that your data be transferred to you or another organization.

8. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your rights, or have a concern regarding the processing of your personal data, please contact us:

AfroGP Herts and Beds Secretariat

Email: info@afrogphertsandbeds.com

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