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Induction

Welcome to ISPAH!​

We are delighted that you have joined us as a volunteer of our society. As a new volunteer, we kindly ask you to complete the ISPAH Induction process outlined below. On completion of the induction we can give you access to your ISPAH 365 account and any other systems that you require.

Are you joining the ISPAH Board of Directors? (E.g. President, Chair of a Committee, or a Portfolio Lead) *
Are you a new or returning Committee, Council or Network member? *

You are not eligible for access at this time

You have indicated that you are not a board member or a new or returning committee council or network member; therefore, you are not currently eligible for access to the ISPAH IT systems.

Contact us
1
Your
Information
2
GDPR within
ISPAH
3
External GDPR
Training
4
Information
Policy
5
Microsoft 365
Training
6
Declaration
of interests
7
Last Page

Your Information

Please complete the form below. If you are logged in to your ISPAH account, most of the details will be completed for you:

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Your
Information
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GDPR within
ISPAH
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External GDPR
Training
4
Information
Policy
5
Microsoft 365
Training
6
Declaration
of interests
7
Last Page

GDPR within ISPAH​

Please watch the video. The video is time-stamped, so you can jump to various sections. You can also view the text version of each section below:

1. What is GDPR?

GDPR is a European Union regulation that requires organisations to protect the personal data and privacy of EU citizens for transactions that occur within EU member states. And non-compliance could cost organisations dearly, both financially and also their professional reputation.
Breaches in GDPR can see financial fines of up to 500,000 euros imposed, per incident, on organisations who breach these regulations, regardless of where they are based globally.

2. Why does it exist?

The short answer to that question is public concern over privacy. Europe in general has long had more stringent rules around how companies use the personal data of its citizens. The GDPR replaces the EU’s Data Protection Directive, which went into effect in 1995. This was well before the internet became the online business hub that it is today. Consequently, the directive is outdated and does not address many ways in which data is stored, collected and transferred today.

3. What data does it protect?
  • Basic identity information such as name, address and ID numbers
  • Web data such as location, IP address, cookie data and RFID tags
  • Health and genetic data
  • Biometric data
  • Racial or ethnic data
  • Political opinions
  • Sexual orientation
4. Which organisations does it affect?

It affects organisations that meet the following criteria:

  • A presence in an EU country.
  • No presence in the EU, but it processes the personal data of European residents.

ISPAH, as an international organisation, has a large presence in Europe, including members, suppliers, and partners, and is therefore legally obligated to follow these regulations.

5. Who within ISPAH is responsible for this compliance?

Everyone within ISPAH is responsible for GDPR compliance, including you. To explain this a little further, there are defined  roles within the organisation:

Data Controller: This role sits with the IT department at ISPAH. The data controller defines how personal data is processed and the purposes for which it is processed. The controller is also responsible for making sure that outside contractors comply.

Data Processor: The data processor is someone who may process personal information on behalf of the data controller. This is your role as during your tenure at ISPAH, you may have to process personal information in order to carry out your role. This is the key reason why ISPAH invests in insuring you have completed GDPR training and have an awareness of what this additional layer of data protection involves.

Data Protection Officer (DPO): Due to the structure of ISPAH this role is not applicable

6. Q & A
Can I use my work (university) or personal email for communication-related to ISPAH activities?

Yes, you can send emails from your personal or work email account to ISPAH or members of ISPAH, just like a member of the public,  however, these emails cannot contain any personally identifiable information about other ISPAH members, board members, suppliers, partners or anyone associated with the organisation. These emails would really be for enquiries about your own membership or for general information.

If you have been allocated an ISPAH email account we would always recommend you use this for any email communications in relation to your role at ISPAH. In many cases, you may acquire information through your time with ISPAH and indirectly breach GDPR by using a personal email account for communications. It is always better to keep this communication separate which is the key reason why ISPAH provides Microsoft email accounts for approved members.

In what situations am I allowed to download ISPAH data (files, photos, lists containing Personally Identifying information)?

Short answer, never, unless you have been approved by both the executive leadership team and the ISPAH IT team there is no situation where you are allowed to download ISPAH data that contains personally sensitive information. 

To explain a little further, when you download this information from an ISPAH system, such as one of the websites or your ISPAH Microsoft account the data is transferred from ISPAH’s systems to your computer. The data has effectively left ISPAH without consent which is a direct breach of your obligations within ISPAH. The organisation uses real-time data security monitoring systems which identify when information has been downloaded without consent. In situations where this occurs, your ISPAH accounts will be suspended pending an investigation by the ISPAH IT department and executive team.

Can I send PID internally to other ISPAH board, council or network members?

Yes, it is fine to do so. If in doubt, contact the IT department first who can advise on this. This information should only ever be sent via your ISPAH email account or via Microsoft Teams or Sharepoint.

Who should I contact if I need an ISPAH membership report, or information on a specific member’s registration status?

Please contact the IT team for any membership reports. The IT team are the only individuals who have enhanced systems permissions to access to this information.

Under what circumstances am I able to send a mass email to ISPAH members at-large, or special interest groups (i.e., councils/networks; ECN, LMIC, SBC etc)

ISPAH has a dedicated communications committee. Within this team, there are designated individuals who can create mass mailers and have been trained to use ISPAH’s marketing systems to do so. Please contact the Head of the Communications Committee, who will advise you on who to contact within the team.

Can I attend an ISPAH related meeting (on Teams) using my personal/work M365 account?

Yes, you can attend an ISPAH-related meeting on your work or personal 365 account, however, as you are doing this from an account which is external from ISPAH you will have limited access to some of the meeting features. In this scenario, you are attending the meeting as a guest. As documents and information may be shared within the meeting, We would always recommend you sign in to your ISPAH account using a web browser and you can attend the meeting using your ISPAH account online.

Can I integrate my ISPAH calendar with my work calendar?

Yes, there are a few ways you can do this. The easiest way to do this is by sharing the calendar with your work or personal email account and then you will have visibility over this calendar. – Please refer to video above.

Confirmation *

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Your
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GDPR within
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External GDPR
Training
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Information
Policy
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Microsoft 365
Training
6
Declaration
of interests
7
Last Page

GDPR Training

ISPAH is an international society and therefore follows best practices in regard to the handling of personally sensitive information. As part of your role within ISPAH may involve access to personally sensitive information it is important that you have an understanding of how to manage this data.

ISPAH is a practitioner of the European Union General Data Protection Regulations (GDPR). Many of ISPAH’s members live and work within the EU area, therefore, as an organisation, we are legally liable to ensure we meet GDPR compliance regulations.

You will have received an invite from our IT department via email to register and complete GDPR training via our 3rd party training company. Please sign in and complete that training and, once successfully completed, please submit your GDPR certification below.

Maximum file size: 3 MB
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GDPR within
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External GDPR
Training
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Microsoft 365
Training
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Declaration
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Last Page

Information Management Policy

In line with the GDPR training you have completed please also read the ISPAH Information Management Policy by selecting the button below. Once you have read the policy please return to this page to continue.​

Read the Policy
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GDPR within
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Microsoft 365
Training
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Declaration
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Microsoft 365 Training

Like all organisations, we have set criteria on how to use our Microsoft 365 services. ISPAH does not offer physical IT devices and we offer access via web browser to our Microsoft services. Read our userguide and training on how to access your account and how to ensure you remain compliant using our services.​

Microsoft 365 Userguide
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Your
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GDPR within
ISPAH
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External GDPR
Training
4
Information
Policy
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Microsoft 365
Training
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Declaration
of interests
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Last Page

Declaration of Interests

All Board members and potential future Board members (including the Executive Committee) must disclose any circumstances that could present a potential conflict of interest (i.e. any interest that may affect, or may reasonably be perceived to affect, the Board member’s objectivity and independence).

ISPAH’s vision is a healthy, active world where opportunities for active living are available to all. Our mission is to advance and promote physical activity through excellence in research, education, capacity building and advocacy. ISPAH is governed by a Board of 12-18 experts from the field of physical activity and health, supported by a Secretariat. To ensure the highest integrity, as well as confidence in the Society among both our members and the general public, ISPAH requires that Board members and potential future Board members disclose any circumstances that could give rise to a potential conflict of interest to the mission and goals of the Society.

All Board members and potential future Board members (including the Executive Committee) must disclose any circumstances that could present a potential conflict of interest (i.e. any interest that may affect, or may reasonably be perceived to affect, the Board member’s objectivity and independence). ISPAH requires you to disclose any financial, professional, or other interest relevant to the mission or actions of ISPAH and any interest that could be affected by the work of the Society. You must also declare relevant interests of your immediate family members and, if you are aware of any, relevant interests of other parties with whom you have substantial common interests and that may be perceived as unduly influencing your judgement (employer, close professional associates, administrative unit or department). When completing the form, please consider the ten year period prior to joining the ISPAH Board, up to the current day.

Completion of this form is mandatory. Failure to complete the form will result in applications for Board membership being dismissed and/or not fully completing and disclosing all relevant information may, depending on the circumstances, lead to dismissal from the ISPAH Board. Please note, answering ‘yes’ to a question on this form does not automatically disqualify you from  being an ISPAH Board member. Your answers will be reviewed by the ISPAH Executive Committee. The Executive Committee may conclude that no potential conflict exists or that the interest is irrelevant or insignificant. If, however, a declared interest is determined to be potentially or clearly conflicting with the mission and goals of ISPAH, you will be deemed ineligible to be an ISPAH Board member.

As future potential conflicts arise, it is the responsibility of Board members to update this form and re-submit it to the ISPAH Executive for review and confirmation of eligibility for continued Board membership. ISPAH Board members will also be required to update the form at the beginning of each new term in post.

All information and data collected will be treated as confidential, to be viewed only by the ISPAH Executive (and Secretariat) and ISPAH’s Governance Lead. Information submitted on these forms will not be made public, or shared with any other party without explicit permission.

1. Within the past ten years, have you received renumeration or support in any way from a commercial entity or other organisation with an interest which may be, or could be perceived to be, in conflict with ISPAHs mission and goals?
This includes health insurance, the food and beverage industry, the arms industry, tobacco, the motor industry, pharmaceuticals, and sports apparel or equipment manufactuers. Renumeration or support includes employment; consulting/ advising/ providing technical support; research support, including grants, collaborations, sponsorship and other funding; non-monetary support including equipment, facilities, paid travel to meetings etc; and support (including honararia) for delivering speeches or training)? *
2. Do you have current investments in a commercial entity with an interest related to the work of ISPAH (please also include indirect investments such as a trust or holding company)? *
3. Do you have intellectual property rights that might be enhanced or diminished by any outcome of ISPAH’s work? *
4. To your knowldege, would being an ISPAH Board member benefit or adversely affect the interests of others with whom you have a substantial common personal, professional, financial, or business interest (such as your family, close professional colleagues, administrative unit or department)? *
5. Is there any other aspect of your background or present circumstances not addressed above that might be perceived as affecting your objectivity or independence? *
Declaration
I hereby declare that the diclosed information is true and complete to the best of my knowledge. Should there be any change to the above information while I am a serving Board member of ISPAH, I will promptly notify the ISPAH Executive and complete a new declaration of interest form that describes the changes. *

Once you have completed all of the required information in this section please press ‘Next’ to continue​

The declaration of interests step is for board members only. Please click next to continue

Please complete all fields to continue
1
Your
Information
2
GDPR within
ISPAH
3
External GDPR
Training
4
Information
Policy
5
Microsoft 365
Training
6
Declaration
of interests
7
Last Page

Your Confirmation

Once you have confirmed please press the ‘Submit’ button below. Our IT team will provide your new account access within 2-3 working days once your account has been prepared.

Confirmation *

Submission Information​
Please allow up to 30 seconds for your form to submit and notify the relevant departments. You will receive a visual confirmation and also an email confirmation once this has been completed.​

IT Support Request​

If you require any help or support using your ISPAH 365 account or internal systems please feel free to get in touch.

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