Privacy Notice

This Privacy Notice is for users of the Cambridgeshire Local Medical Committee Limited (“Cambs LMC”) website and clients of Cambs LMC Limited.

It explains the privacy choices you have when using the Cambs LMC website and informs you about your rights under the retained EU law version of the General Data Protection Regulation ((EU) 2016/679) (“UK GDPR”) and the Data Protection Act 2018.

Why we are providing this Privacy Notice

We are required to provide you with this Privacy Notice by Law. It explains how we use any personal data we hold about you.

The Law states:

  1. We must let you know why we collect personal information about you;
  2. We must let you know how we use any personal information we hold on you;
  3. We need to inform you in respect of what we do with it;
  4. We need to tell you about who we share it with or pass it on to and why; and
  5. We need to let you know how long we can keep it for. We understand how important it is to keep your personal data safe and secure and we take this very seriously. We have taken steps to make sure your personal data is looked after in the best possible way, and we review this regularly.

Please read this Privacy Notice (‘Privacy Notice’) carefully, as it contains important information about who we are, your rights and how we use the personal data we collect, store and process on your behalf.

Who we are

We are Cambridgeshire Local Medical Committee Limited (“Cambs LMC”) and our registered address is The Card Room, The Officers’ Mess, Royston Road, Duxford, Cambs, CB22 4QH. We are a company registered in England and Wales as a Company Limited by Guarantee No. 13050562.

Some terms used in this Privacy Notice:

“We”, “us”, or “our” means Cambs LMC Limited

“Personal data” means personal information about an individual that can be used to identify a person.

Data Protection Contact

Cambs LMC does not have a statutory requirement to appoint a Data Protection Officer under Article 37 of the UK GDPR. However, we have appointed a Data Protection Lead who acts as the primary contact for all data protection matters.

If you have a query or need any further information about this Privacy Notice, wish to exercise your data protection rights, or wish to make a complaint, please contact our Data Protection Lead, Suzy Stoodley, by email at office@cambslmc.org or by writing to The Card Room, The Officers’ Mess, Royston Road, Duxford, Cambs, CB22 4QH.

The information we hold

  • Your name;
  • Your practice/company address (if applicable);
  • Your home address (if supplied by you);
  • Your email address (work or personal / both – if supplied by you);
  • Your phone number (work or personal mobile / both – if supplied by you).

If you are a member of one of the sub committees, we will also hold additional information needed to pay sessional payments:

  • Bank account details (practice / personal);
  • National insurance number (if on payroll);
  • Date of birth and gender (if on payroll). We will only disclose this information to third parties to comply with contractual duties e.g. external payroll provider.

If you are a member of the LMC Board, we will also hold additional information needed to comply with your legal obligations as a company director:

  • Photo identification and proof of address;
  • Any other information required by Companies House.

This policy will be reviewed and updated in line with GDPR guidance. We will only disclose this information to third parties to comply with contractual duties e.g. Companies House.

Children’s Data

Our services and website are intended for healthcare professionals and adults aged 18 and over. We do not knowingly collect or process personal data relating to children.

How we collect your personal data

We will usually collect personal data from you when you:

  • Make a request for us to contact you
  • Instruct us to carry out work on your behalf
  • Ask us to send you information you have requested
  • Request password access to resources on Cambs LMC website

We may also collect information about you from publicly accessible sources such as Companies House in order to carry out work on your behalf.

Legal Basis for using your personal data

The law requires us to have a lawful basis for processing your personal data. We process personal data on the following bases:

  • Consent, where you have freely given clear permission for us to process your personal data for a specific purpose;
  • Legal obligation, where processing is necessary for us to comply with our legal or regulatory duties;
  • Public task, where processing is necessary for the performance of a task carried out in the public interest;
  • Legitimate interests, where processing is necessary for our legitimate organisational purposes and does not override your rights and freedoms.

Where processing is required to meet our statutory, contractual, or regulatory obligations, consent is not relied upon as the lawful basis, and withdrawal of consent will not affect such processing.

How we use your personal data & how long we keep it

We only use your information to carry out the duties of the LMC as detailed above:

  • Providing you with information on local and national policies and contract changes in the form of newsletters and electronic correspondence.
  • Providing pastoral care and support using the method most appropriate for you (GP Safehouse, personal mobiles etc).
  • Providing information on our training courses and other LMC events via electronic messaging and newsletters.
  • Providing invitations and information about local and national consultations.
  • Carrying out elections on behalf of Cambridgeshire & Peterborough ICB for locality positions via online forms and email as well as LMC committee elections.

We only disclose information to third parties to comply with contractual duties (external payroll provider) or if legally obliged to do so. Data may be shared with third parties (Cambridgeshire & Peterborough ICB, NHSE, GMC, PCSE) in the following context: –

  • Collection of levies – patient list size and practice name shared with PCSE and/or delegated Cambridgeshire & Peterborough ICB for the purpose of levy payments.
  • Training courses – delegate lists provided to trainers to verify attendance on course that delegate has booked onto.
  • We will keep information for as long as you are practising as a GP, Nurse or are a Practice Manager at a practice within Cambridgeshire and Peterborough or until we are notified otherwise, or for a longer period if you request us to do so.
  • We use TwoTen Studio Ltd to help maintain and host our website

Pastoral Care

Part of the LMC’s function is to provide pastoral care to constituent GPs and Practice Managers within Cambridgeshire and Peterborough. We have a dedicated team who provide this service.

What we do with your information:

  • If you contact the LMC for support your request will be passed to the Pastoral Care Lead in the first instance, or the Medical Director, on your agreement; via email.
  • The Pastoral Care Lead (or Medical Director) will make contact via whatever communication you have requested (mobile phone/email) to have an initial discussion.
  • It may then be that your case is passed, with your consent, to another member of the Pastoral Care Team (known as Supporters) to support you.
  • There may be occasions when informal notes are taken, but any information is kept confidential and secure and only used for the purpose of assisting you. (Any notes will be kept securely where only the LMC Exec team have access should it be necessary).
  • Information is not shared with a third party, unless with your consent to such services as occupational health, mediation, counselling, subject to GMC guidelines.
  • Any information will be kept for six years, unless the Pastoral Care team feels the matter is ongoing or other aspects mean we need to keep it for a longer period of time. For further information on the Pastoral Care service please see information on the website.

Your rights to access:

  • You have the right to see information we hold on you.
  • We want to make sure that your personal information is accurate and up to date, so you may ask us to correct any information you think is inaccurate.

Special Category Data and Additional Conditions

Under the UK GDPR, we must identify a lawful basis for processing personal data and an additional condition where special category data is involved.

Our lawful bases under Article 6 UK GDPR include:

  • Consent – Article 6(1)(a);
  • Contract – Article 6(1)(b);
  • Legal obligation – Article 6(1)(c);
  • Public task – Article 6(1)(e).

Where we process special category data (for example, health-related information provided during pastoral care), we rely on the following Article 9 conditions:

  • Article 9(2)(a) – explicit consent;
  • Article 9(2)(d) – processing by a not-for-profit body with appropriate safeguards.

Processing Your Personal Data

For the purposes of the UK GDPR, Cambs LMC is the ‘data controller’. This means we determine the purposes and means of processing your personal data.

Where we engage third-party service providers (such as payroll or website hosting providers), those organisations act as data processors on our behalf under appropriate contractual arrangements.

Disclosure of Your Personal Data

We will never pass on your personal data to anyone else who does not need it, or has no right to it, unless you give us clear consent to do so.

We will always obtain your consent before passing on your personal data to our associates where further legal or other advice is required.

However, there may be occasions where we may need to pass on your personal data in order to comply with any regulatory or legal obligations.

International Transfers of Personal Data

We do not routinely transfer your personal data outside the United Kingdom.

Where we use third-party service providers (for example, website hosting, IT support, or analytics services), some data may be processed outside the UK. In such cases, we ensure that appropriate safeguards are in place, including reliance on UK adequacy regulations or approved contractual safeguards such as the UK International Data Transfer Agreement (IDTA), to ensure your personal data is protected in accordance with UK GDPR requirements.

Retention of Your Personal Data

We will retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, regulatory, contractual, and operational requirements.

In most cases, personal data will be retained for a minimum of six years or for as long as you remain a constituent of Cambs LMC. In certain circumstances, information may be retained for a longer period where required by law, regulatory guidance, or where the matter to which the data relates is ongoing.

Personal data may be retained to:

  • respond to complaints or queries;
  • maintain records in accordance with applicable rules and guidance.

When personal data is no longer required, it will be securely deleted or disposed of in line with our Record Retention and Disposal Policy.

Keeping Your Personal Data Secure

The security of your personal data is very important to us so we will use technical and organisational measures to safeguard it.

We take measures to ensure:

  • Access to our network is strictly restricted to permitted users
  • Your personal data is stored on secure servers

Please note that while we will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet.

We also ensure that everyone dealing with your personal data within Cambs LMC is appropriately trained, is subject to a duty of confidentiality and understands the importance of safeguarding your information.

We have procedures in place to deal with any suspected security breach, and we will notify you and any applicable regulator of such a breach where we are required by law to do so.

Your Data Protection Rights

You have the right to:

  • be informed if your personal data is being used
  • request access to the personal data that we have collected about you.
  • request the correction of any personal data held about you that is inaccurate or incomplete. We encourage you to inform us of any changes to your personal data so that we can ensure that the data we hold for you is accurate and up to date.
  • request the deletion or removal of your personal data where your personal data is no longer necessary for the purpose for which it was collected/processed, where there is no appropriate reason for us to continue processing it or where we have processed your information unlawfully. However, your request for deletion/removal may not always be met for legal reasons. You will be informed of these reasons when you make your request.
  • object to the processing of your personal data for a particular purpose or purposes. If we agree with your objection, we will stop using your personal data. If we feel there are strong and legitimate reasons to continue using your data despite your objections, we will continue to do so, and we will inform you of the reasons. You have a right to object to us using your personal data for direct marketing. This means we must stop using your personal data if you object.
  • restrict the processing of your personal data for example when you challenge the accuracy of the data, we hold for you, and we are verifying that data.
  • request portability of your personal data. This means you have a right to receive the personal data you provided to us in a way that is accessible and machine-readable. You also have the right to ask us to transfer your data to another organisation if this is technically feasible.
  • not to be subject to automated individual decision-making and profiling (known as automated processing) if the decision affects your legal rights or has an important effect on you in some other way.
  • withdraw your consent at any time where we process your personal data on the basis of your consent. Please note that if you withdraw your consent, we may not be able to continue to provide you with our services. We will inform you of this at the time you withdraw your consent.
  • For further information on your rights please go to: https://ico.org.uk/individual-rights

Automated Decision Making

Cambs LMC does not carry out automated decision-making or profiling that produces legal or similarly significant effects on individuals.

Third Party Websites

We do not take any responsibility for any third-party websites which you may access through links from this website. Please ensure you read the Privacy Notice of every website you visit.

Cookies and Website Analytics 

The Cambs LMC website uses cookies. We use cookies to personalise content, provide social media features, and analyse our website traffic. We also share information about your use of our site with our social media and analytics partners who may combine it with other information that you’ve provided to them or that they’ve collected from your use of their services. Cookies are small text files that can be used by websites to make a user’s experience more efficient.

Strictly necessary cookies are processed on the basis of legitimate interests under Article 6(1)(f) UK GDPR. All other cookies, including preference, analytics, and marketing cookies, are processed only with your consent under Article 6(1)(a) UK GDPR.

Some cookies may be placed by third-party service providers that appear on our pages. Details of the cookies used and their purposes are available in the Cookie Declaration on our website.

You can change or withdraw your cookie consent at any time via the Cookie Declaration .

Right to Complain

If you have concerns about the way we handle your personal data, or you have a complaint you can raise this with the Information Commissioner’s Office: https://ico.org.uk/

Regular Review of our Privacy Notice

We may change this Privacy Notice from time to time. When we do, we will update the “last updated” date at the bottom of this Notice. We encourage you to review it periodically to ensure you are aware of the most current version that applies when you access this website.

Further information is available on the Information Commissioner’s Office (ICO) website.

This Privacy Notice was last updated January 2026