This statement explains how the Lewis Society of Medicine (“we”, “us” and “our”) handles and uses the personal information we collect about our members for processes relating to our operations and activities.

When changes are made to this statement, we will publish the updated version on our website and email you.

The controller for your personal information is the Lewis Society of Medicine.  The person responsible for data protection within our society is the IT Officer, who can be contacted at


How we use your personal information:

We collect and process your personal information for a number of purposes including:

  • Maintaining your personal details (Title, Full Name, Year of Matriculation, Relationship to the Lewis Society of Medicine and Email Address).
  • Ensuring effective communications with you.
  • Ensuring your safety at our events (e.g. Dietary requirements for meals).
  • Keeping record of payments made to the Lewis Society of Medicine.

Our normal legal basis for processing your personal information is that we believe it is in our legitimate interests to do so, in order for the society to run effectively and efficiently. However, you can send in a request for your data to be removed at any point. If we use your personal information outside of the purposes listed here, we will seek your consent to do so in advance.

We keep your personal information for as long as we need it (in the case of dietary requirements only until the event in question), or until you inform us that you no longer wish to be a part of the Lewis Society of Medicine.


How we share your personal information:

Your personal information is not usually shared outside of the Lewis Society of Medicine committee. However, we may share information regarding your dietary requirements to third parties in order ensure you are properly catered for at our events. We use private computers and University IT facilities to store electronic copies of personal information.

We may also be subject to a legal requirement (with or without your consent) to share your personal information with the University or a government agency (such as the police or security services or other statutory authorities with investigatory powers) under special circumstances (e.g. relating to tax, crime or health and safety).  Where feasible and appropriate, we will notify you of our intention to share such information in advance.


Your rights:

You have the right to access the personal information that we hold about you. You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing or communications, or to receive an electronic copy of the personal information you provided to us. Please note that all of these rights are qualified in various ways.

If you have questions or concerns about how your personal information is used, please contact us using the above details.

If you remain unhappy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF (

Last updated: 08/06/2018