Effective Date: 6 October 2026 | Last Updated: October 2026

1. Who We Are

This Privacy Policy explains how IPCN LIMITED (“IPCN”, “we”, “our”, or “us”) collects, stores, uses, and safeguards personal data obtained via our website (ipcn.org.uk), our online CRM application portal, and our community communication channels.

Data Controller: IPCN LIMITED (Company Registration No. 16359321)

Registered Office: 838 Wickham Road, Croydon, England, CR0 8ED

Designated Data Contact: office@ipcn.org.uk

IPCN acts as the Data Controller in respect of personal data submitted by applicants and active contractor members under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We collect personal, professional, and business data submitted directly via our online onboarding form and confirmed through our verification processes:

  • Identity & Personal Contact Details: First name, surname, title, direct personal/business mobile telephone number, and email address.
  • Professional Standing: General Pharmaceutical Council (GPhC) individual pharmacist registration number, or formal declaration of non-pharmacist owner/shareholder status.
  • Pharmacy Business & Premises Information: Pharmacy trading name(s), trading address(es), NHS ODS / F-Code(s), and GPhC registered pharmacy premises number(s).
  • Corporate Details: Registered company entity name, Companies House registration number, and registered office address.
  • Ownership & Shareholding Data: Declarations and documentation relating to equity ownership, shareholding percentage, directorship, or status as a Person of Significant Control (PSC) in the applicant pharmacy business.
  • Technical Website Data: IP address, browser type, device details, and essential session identifiers collected automatically when accessing our website and application forms.
  • Community Interactions: Messages, shared media, feedback, and poll responses contributed within IPCN WhatsApp groups.

3. How We Verify Your Eligibility

Membership of IPCN is strictly restricted to independent pharmacy contractors, owners, and verified shareholders. We do not carry out physical or biometric identity checks. When you submit an application, our administrative team conducts desktop eligibility checks against official public records:

  • Cross-referencing applicant identity and business entities against the Companies House Register to confirm directorship, shareholding, or Person of Significant Control (PSC) status.
  • Verifying individual and premises registrations against the General Pharmaceutical Council (GPhC) public register.

4. Lawful Bases and How We Use Your Data

We process your personal data under the following legal bases pursuant to the UK GDPR:

5. WhatsApp Community Operation & Privacy Notice

IPCN maintains an exclusive WhatsApp Community for independent pharmacy contractors. By applying to join and participating in the IPCN WhatsApp Community, you acknowledge and agree that:

  • Peer Visibility of Contact Details: WhatsApp’s underlying technical design makes your mobile phone number, WhatsApp profile name, "About" text, and profile picture visible to other members of the community groups you join.
  • Peer Conduct: IPCN does not control how other community members view or handle data visible within WhatsApp. All members are bound by IPCN Community Rules prohibiting the harvesting, recording, or unauthorized marketing use of peer contact details.
  • Meta Platforms: WhatsApp is provided by WhatsApp Ireland Limited / Meta Platforms. While IPCN manages access to its community, your use of WhatsApp is subject to WhatsApp's own Terms of Service and Privacy Policy.
  • Exiting the Community: You may exit any group or leave the WhatsApp Community entirely at any time directly through standard WhatsApp application settings.

6. Third-Party Sharing and Data Disclosure

Our Commitment: IPCN does not sell, lease, rent, trade, or distribute your personal contact information or member lists to third parties, partners, or commercial sponsors.

Your data is handled under strict conditions:

  • Internal Administration: Access to CRM applicant files and member records is restricted to IPCN Board members and authorized administrative staff.
  • Commercial Sponsor Notices: Commercial partners, suppliers, and sponsors are only permitted to post adverts and updates via IPCN’s internal channels (e.g., in WhatsApp groups). Sponsors are never given direct access to member contact records.
  • Technical Infrastructure Providers: Our proprietary UK-hosted CRM database, web hosting infrastructure, and IT support providers process data under strict confidentiality and Data Processing Agreements.
  • Legal Obligations: We will disclose records only where required by law, court order, or official regulatory or law enforcement bodies.

7. Website Cookies & Automated Tracking

Our website uses cookies and related technologies:

  • Strictly Necessary Cookies: Essential for the operation of the website, session security, and enabling the submission of application forms.
  • Performance & Analytics: Where enabled, we collect aggregated, non-identifying traffic information to assess website reliability and form performance. You can control cookie preferences directly through your browser settings.

8. Data Storage, Hosting, and Security

  • UK Data Hosting: All personal data submitted via our website and stored in our proprietary CRM database is hosted on secure servers located within the United Kingdom.
  • Technical Safeguards: Data transmitted through our online forms is secured using Transport Layer Security (TLS/SSL) encryption. Access to our CRM portal requires administrative authentication and is restricted to authorized personnel.
  • Platform Security: Communications on WhatsApp benefit from Meta's proprietary end-to-end messaging encryption.

9. Data Retention

  • Active Members: Personal and business records are retained in our CRM for the duration of your active membership.
  • Unsuccessful Applicants: Personal data relating to applicants who do not qualify or are not admitted is deleted or anonymized within 6 months of the verification decision.
  • Former Members: Upon leaving IPCN, WhatsApp group access is revoked. Basic administrative records are retained for up to 6 years to comply with UK legal, corporate, and accounting standards, after which they are permanently purged.

10. Your Data Protection Rights

Under UK data protection law (UK GDPR / Data Protection Act 2018), you have the right to:

  • Access: Request a copy of the personal information held about you in our CRM.
  • Rectification: Request correction of inaccurate, outdated, or incomplete details.
  • Erasure: Request deletion of your personal records where retention is no longer necessary.
  • Restriction / Objection: Object to processing based on legitimate interests or ask to restrict certain processing activities.
  • Withdraw Consent: Withdraw consent for WhatsApp community participation or direct promotional circulars at any time.

To exercise any of these rights, contact us at office@ipcn.org.uk.

You also have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner’s Office (ICO)

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Website: ico.org.uk

11. Policy Updates

We review and update this Privacy Policy periodically to reflect CRM developments, website changes, or statutory legal updates. Any material amendments will be posted on ipcn.org.uk with an updated revision date.