1. Purpose and Scope
The Institution of Lighting Professionals (ILP) is committed to providing a safe, inclusive, respectful and professional environment at all ILP-organised or
ILP-endorsed events, whether held in person or online.

This Events Code of Conduct sets out the standards of behaviour expected of all participants, including (but not limited to):

• Members (individual and corporate)
• Exhibitors, sponsors and partners
• Speakers, chairs and panellists
• Delegates and attendees
• Staff, contractors and volunteers
• Venue staff and suppliers

By attending or participating in an ILP event, all individuals agree to comply with thisCode of Conduct. Failure to do so may result in action being taken by the ILP.

2. Core Principles
All participants are expected to:

• Act with professionalism, integrity and courtesy at all times
• Treat others with dignity and respect
• Support an environment that is welcoming, inclusive and free from harassment, discrimination or intimidation
• Conduct themselves in a way that reflects positively on their organisation, the profession and the ILP

The ILP recognises a shared responsibility among all participants to create and maintain a safe and positive event environment.

3. Acceptable Behaviour
Acceptable behaviour includes, but is not limited to:

• Treating all participants with kindness, fairness and respect
• Demonstrating professional and courteous conduct in all interactions
• Respecting diversity of backgrounds, experience, perspectives and opinions.
• Respecting individuals’ protected characteristics as defined by the Equality Act 2010 (including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation)
• Being mindful of surroundings and the comfort and safety of others
• Complying with venue rules, health and safety requirements and event housekeeping instructions
• Observing appropriate etiquette in online meetings, virtual events and digital forums
• Engaging constructively in discussions and debates, including respectful challenge and disagreement
• Promptly alerting ILP staff or event organisers to any potentially dangerous situation or if someone appears to be in distress
• Where safe to do so, supporting others who may be experiencing unacceptable behaviour and reporting concerns promptly
• Using social media responsibly and professionally in connection with ILP events

4. Unacceptable Behaviour

• Unacceptable behaviour will not be tolerated. This includes, but is not limited to:
• Intimidating, harassing, abusive, discriminatory, derogatory or demeaning conduct
• Offensive verbal comments or behaviour relating to protected characteristics
• Bullying, harassment or victimisation of any kind
• Sexual harassment, sexual misconduct or unwelcome sexual attention
• Inappropriate or unwelcome physical contact or verbal advances
• Stalking or persistent unwanted contact
• Harassing or intrusive photography, video or audio recording
• Use or display of sexual, lewd or otherwise inappropriate images or materials
• Disruptive behaviour during sessions, presentations, networking or social functions
• Physical or verbal threats, aggression or violence
• Boisterous, obscene or offensive language, gestures or behaviour
• Possession of items that could reasonably be considered weapons
• Misuse of alcohol or substances leading to unprofessional or unsafe behaviour
• Possession or use of illegal substances

5. Professional and Ethical Business Conduct

• In addition to the behavioural standards above, corporate members, exhibitors and sponsors are expected to adhere to the following principles:
• Conduct all business activities ethically, transparently and professionally
• Respect the investment made by paid exhibitors and sponsors
• Refrain from unauthorised or inappropriate sales activity, canvassing or solicitation
• Not distribute promotional materials outside designated areas or times
• Not set up unofficial displays or use event spaces in ways that undermine paid participation
• Engage in networking activities in a respectful and appropriate manner
• Comply fully with all event-specific rules, exhibitor manuals and organiser instructions

6. Compliance with Laws and Policies
All participants must comply with applicable laws, regulations and ILP policies while attending or participating in ILP events. This includes health and safety requirements and any venue-specific rules.

7. Reporting Concerns and Complaints
The ILP takes all concerns, complaints and allegations of breaches of this Code of Conduct seriously.

Participants who experience or witness behaviour that may breach this Code are encouraged to:

• Report the matter promptly to a member of ILP staff or the event organisers
• Provide as much information as possible to assist in addressing the issue
• Participants are encouraged to act as active bystanders and to raise concerns where it is safe to do so.

8. Investigations
Where a complaint or allegation is raised, the ILP will:

• Consider the matter promptly and fairly
• Take appropriate steps to investigate or assess the situation
• Cooperate with employers, venues or other relevant organisations where appropriate

The ILP reserves the right to refer matters to an individual’s employer or organisation where serious misconduct is alleged, particularly where this may affect safety or professional standing.

9. Consequences of Breach
Unacceptable behaviour will not be tolerated.
The ILP reserves the right to take action it considers appropriate, which may include:

• Verbal or written warnings
• Removal from a session or event
• Refusal of entry or expulsion from an event
• Withdrawal of exhibitor, sponsor or delegate privileges
• Suspension or exclusion from future ILP events
• Withdrawal or suspension of membership, where applicable

Any decision requiring an individual to leave an event will be final and non-negotiable. Fees paid will not normally be refunded.

10. Refusal of Entry
The ILP reserves the right to refuse entry to any attendee, exhibitor or sponsor who falsely presents their credentials, role or purpose for attending an event.

11. Commitment to Inclusion and Respect
The ILP is committed to diversity, equality and inclusion, and to providing an environment that supports open dialogue and the free exchange of ideas, free from harassment, discrimination and hostility.

There is zero tolerance for bullying, harassment or misconduct of any kind.

12. Acceptance of the Code
By participating in any ILP event, all attendees, members, exhibitors, sponsors and partners acknowledge their understanding of, and agreement to comply with, the Events Code of Conduct.

This Code may be reviewed and updated by the ILP from time to time.

• Working towards BS8901 Specification for a sustainable event management system
• Recycling paper by shredding and supplying it to the Rabbit & Guinea Pig Welfare Trust for use as animal bedding
• Recycling cardboard
• Buying sustainably sourced paper and card
• Using the ILP website with downloads and links to other organisations rather than printing
• Using Freegle to pass on unwanted office items
• Emailing rather than posting event joining instructions
• Supporting a small local catering business
• Asking event venues to complete a sustainability questionnaire and using this when deciding where to book
• Switching off lights, heating, air conditioning and electrical appliances as much as possible
• Recycling batteries, tins, aluminium cans, tetrapaks, plastic and glass
• Using rechargeable batteries wherever possible
• Encouraging event attendees to travel by public transport or car share
• Supporting a small local office supplies business
• Using public transport to attend events and meetings
• Travelling to work by public transport, foot, bike and car share
• Buying conference supplies from an energy efficient small family firm.

Data Protection Policy

The Institution of Lighting Professionals takes its responsibilities regarding the General Data Protection Regulations very seriously. This document sets out ILP policy and the framework through which the Institution will manage the processing of data in a compliant manner.

Core principles

The ILP will ensure that

• Their actions are lawful, fair and transparent
• Their actions are expected by the data subject
• They store only enough data to do the task required
• They are accurate
• They only keep data for as long as necessary
• They keep data securely
• They can demonstrate compliance with GDPR

Data subjects have the right to

• Know what’s going to be done with ILP data
• Receive a copy of their data upon request
• Have incorrect data corrected promptly
• Have data erased where there is no reason to keep it
• Restrict processing
• Data portability
• Object to data being processed
• Not be subject to automated processing

The ILP will honour these rights, at no charge, within one month of any written request.

As a data controller, the ILP will

• Be accountable and demonstrate compliance
• Adopt privacy by design
• Take care with using third party processors
• Keep records of processing
• Treat security seriously
• Tell the regulator if there is a breach, within 72 hours
• Tell data subjects about high risk breaches
• Carry out privacy impact risk assessments

Security

The ILP will implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk. This includes

• Encryption of data where appropriate.
• Consideration of the ongoing confidentiality, integrity, availability and resilience of the systems we use.
• Testing our procedures on an ongoing basis.

Legal basis for processing personal data

1. Consent (for example, for marketing and fundraising activities)
2. Performance of a contract (for example, issuing AGM notices and membership benefits such as the Lighting Journal)
3. Compliance with a legal obligation (for example, for VAT accounts)
4. To protect the vital interests of a data subject
5. Necessary for the performance of a task carried out in the public interest
6. Legitimate interests

The ILP will determine their legal basis for processing personal data for each activity and document this.

Consent

Consent will be gained by asking for an unambiguous affirmative action for a specific and explicit activity. For example, opting in to the ILP e-newsletter.

• The ILP will explain this transparently at the point of data collection, separately from other terms and conditions.
• The ILP will explain how to withdraw consent.
• The ILP will keep a record of this process.
• Consent will be maintained and refreshed every three years

Data Protection staff

An ILP member of staff will

• Inform and advise the organisation, train staff and volunteers
• Conduct internal audits
• Monitor compliance with GDPR
• Be the first point of contact for the ICO and data subjects

The ILP will not

• Data blend or profile
• Pass details of event attendees to exhibitors and sponsors without consent
• Capture any data relating to anyone below 18 years old
• Hold special category data unless this relates to staff or governance issues.

Here is what we do with your personal information and why:

If you are an ILP member, or organise membership on someone else’s behalf

We keep details of your name, contact details, date of birth and any professional development which you tell us about, so that we can provide you with the benefits of ILP membership, tell you about ILP activities, remind you when your subscription is due and help you if you choose to upgrade your membership. We will keep your information for as long as you are a member, and for up to seven years after your membership ends depending on your type of membership. Our legal basis for processing your personal information in this way is: performance of a contract.

If you are an ILP member and Registrant with the Engineering Council

We share details of your name, contact details, date of birth and any professional development which you tell us about, with the Engineering Council for our shared purpose of maintaining a register of engineers. Our legal basis for processing your personal information in this way is: performance of a contract.

If you enquire about, book or purchase ILP training courses, events or technical publications

We keep details of your name, contact details and any special requirements you tell us about, so that we can process your order meeting your needs, and let you know if there are any relevant changes or future developments to our courses, events, and publications. We will keep your personal information for three years, unless you tell us that you wish it to be deleted. Our legal bases for processing your personal information in this way are: performance of a contract and legitimate interest.

If you are not a member and you tell us that you would like to receive ILP information

We keep details of your name and contact details so that we can send you newsletters and announcements. Our legal basis for processing your personal information in this way is: consent.

If you correspond with the ILP regarding our work

We keep whatever personal information you have provided to enable us to communicate with you in the course of our operations. Information is only shared in the way you would expect and is explained. For example, copying in someone else who can help you. Our legal basis for processing your personal information in this way is: legitimate interest.

If you volunteer for the ILP

As well as the details above, we keep a record of your volunteering activities and meetings you contribute to. These records form part of our governance practices. Our website has details of many of our key volunteers so that others know who to contact about their work. Our legal basis for processing your personal information in this way is: legitimate interest.

Sponsors and exhibitors

We organise some events which are financially supported by exhibitors and sponsors. Attendees have the choice to allow (or not) the ILP to pass on their personal information to the exhibitors and sponsors of each event they attend. If you do not give consent this will not affect your chances of booking a ticket. Our legal basis for processing your personal information in this way is: consent.

Photographs
We take photographs at some events and some of our volunteers provide us with photographs for activities and historical records. We will make it clear whenever we are photographing, explain why and give you the option not to be included.

Cookies

Cookies are files placed on your computer when visiting websites to create statistical reports on website activity. You do not have to accept cookies to use the ILP website. We don’t use any information from cookies to personally identify anyone.

Updating and correcting information

You may correct your personal information by emailing us at [email protected] or by changing your details on the ILP member portal.

Please include your name, address and/or email address, and membership number if applicable, when you contact us as this helps us to ensure that we accept amendments only from the correct person. We encourage you to promptly update your personal information if it changes.

Protecting your information

We protect your personal information carefully, following best practice advice regarding information technology and data processing matters. We store nearly all data in the UK and Europe. The data which is stored outside Europe is a small amount of information held temporarily on Eventbrite (for event attendees) and LinkedIn (for upgraders) which adhere to the Privacy Shield.

Other systems that process your information

To provide our products and services to you, we use a variety of third party support. The main ones are:

Zenzero, for IT.

Mailchimp, for emails. To members: we import a list from our system, send out the email, and delete the list from Mailchimp once it has been successfully sent. If you tell us you aren’t receiving emails we will check the Mailchimp system to see what has happened to your email. To non members: we hold a list on the Mailchimp system.

LinkedIn, for virtual committee meetings: we use unlisted private groups as a closed confidential space to discuss ILP membership matters. These groups are chaired by the ILP Membership Committee Chair. If your data is going to be processed in this way the Membership Services Manager will contact you in advance to keep you informed.

Systems that we use where you enter your own data (rather than us asking you for it) include Eventbrite for ticket registration and SagePay payment systems.

We also use some other providers for specific projects which we will tell you about if you are involved. For example, if you deliver a conference paper we will offer to post it on the ILP SlideShare page.

All our third parties are required to comply with our Data Processing Agreement.

If you do not want to receive information from us

If you are not a member and decide you do not want to receive information from the ILP you can change your mind at any time. Simply write to us by mail or email [email protected]

If you opt out of receiving information, we will be unable to keep you informed of new services, courses, events or special offers.

If you are a member, you can choose whether or not to receive information about training, events and job vacancies by telling ILP staff or, from 25 May 2018 onwards, by logging onto the ILP member portal.

Your rights to access your personal information

You have the right to receive a copy of the personal information that we hold about you, to have any incorrect data corrected promptly, and to have your information erased where there is no reason to keep it. The ILP will honour these rights, at no charge, within one month of any written request.

More information

We have undertaken Legitimate Interest Assessment balancing tests for all processing where our basis is ‘legitimate interests’.

We will not use your personal information for data blending or profiling, or use automated decision making. The ILP Data Protection Policy gives more information on how we protect your personal information. You have the right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner’s Office: www.ico.org.uk.

How to contact us

Institution of Lighting Professionals, Regent House, Regent Place, Rugby, Warwickshire, CV21 2PN  
Telephone: 01788 576492   Email: [email protected]

Privacy Notice issued May 2018.

This Code of Conduct is followed at meetings of the Institution of Lighting Professionals (ILP):

The ILP has determined that its activities shall not contravene free and lawful competition and that UK and EC law will be strictly complied with. 

To ensure strict compliance with the UK and EC competition laws, all ILP meetings and other activities must be conducted in accordance with this code:

Each meeting will commence with acknowledgement of this Code.

The ILP’s role is to promote and protect the interests of its members and to provide a forum for industry discussions and development of policies. It will abide by the laws of free and fair competition at all times and will continue to advise and guide members as to rules and conduct under existing competition laws.

In the pursuance of this, members agree not to:

• Fix purchase or selling prices or other trading conditions.
• Limit or control production, markets, technical development or investment.
• Apportion markets or supply sources between themselves.
• Apply different trading conditions to equivalent transactions, thereby placing some parties at a competitive disadvantage.
• Make contracts subject to unrelated conditions.

In addition, members of the ILP also agree never at any time to exchange information, discuss, reach tacit or express agreements or understandings on any competitive issue among themselves, including the following:

• Individual costs of production, sales, logistics or distribution;
• Marketing policies and strategies;
• Production and sales figures;
• Prices – including any opinion as to the acceptable level of prices generally prevalent on the market or applied by any competitor;
• Discount and rebates – including any comment on the excessive nature of rebates, or, for example, on the fact that certain competitors would be “destroying the market”;
• Projected or actual price increases or reductions – including any opinion as to the desirability of a price increase;
• Actual or potential customers – including any comment on the quality of specific customers or any comment on the marketing policies of any customer.

Through adherence to this Code members will continue to derive benefit from involvement in ILP meetings and discussions and other activities and services of the Institution in the knowledge that this code of conduct is being strictly applied at all time.

Notes on Competition Policy

Under the Competition Act 1998 which came into force on 1st March 2000 the UK regulatory authorities have strengthened powers to investigate undertakings believed to be involved in anti-competitive activities and to impose heavy financial penalties where appropriate. The Act is modelled on the European competition law set out in Articles 81 and 82 (formerly Articles 85 and 86) of the EC Treaty.

It is designed to ensure compliance with the Act in particular taking note of the Chapter 1 prohibition, which states that:  “Agreement between undertakings, decisions by associations or undertakings or concerted practices which prevent, restrict or distort competition, or are intended to do so, and which may affect trade in the United Kingdom are prohibited.”

The Chapter 1 prohibition applies only if the relevant decision, rule, recommendation or other activity has an appreciable effect on competition in the relevant UK market. In the normal course of business, undertakings exchange information on a variety of matters legitimately and with no risk to the competition process. Indeed, competition may be enhanced by the sharing of information, for example, on new technologies or market opportunities. The collection and publication of statistics are also legitimate functions of associations or undertakings, as are benchmarking exercises, as long as they have no appreciable effect on competition, e.g. information cannot be desegregated and individual participants identified.

Codes of Conduct e.g. for dealing with customer complaints or standard terms and conditions used to introduce best practice are less likely to appreciably effect competition if the structure of the market is competitive and if members are not obliged to adopt the codes.

Technical standards negotiated and promulgated through an Association can affect competition by limiting the products or services offered but effects on competition would not always be appreciable e.g. if entry barriers were not significantly raised.

If the combined market share of those in the agreement is less than 25%, this is unlikely to have an appreciable effect. Exceptions to this are agreements which directly or indirectly fix prices; impose minimum resale prices; or are one of a series that can have a cumulative effect.

The views, statements or opinions that may be expressed in these web pages are not necessarily those of the Institution of Lighting Professionals.

All material within this website is subject to copyright. Web pages may be printed for private use, but not for commercial purposes or economic gain.

The Institution is not responsible for the content of external internet sites or information from other organisations.

Members and users should note that the inclusion of weblinks and other information on the Institution’s website in no way endorses any information, recommendation or opinion of other organisations or individuals.

Registered office:
Institution of Lighting Professionals
Regent House, Regent Place, Rugby,
Warwickshire CV21 2PN

T: 01788 576492       W: www.theilp.org.uk

Registered Charity No: 268547
Registered in England No: 227499
VAT No: GB 238 8133 50

The use of this website is subject to the following terms of use:

• The content of the pages of this website is for your general information and use only. The information is subject to change without notice.
• The website contains links to other websites. These links are provided for your convenience to provide further information. This does not mean we are indorsing the website(s). We take no responsibility for the content of the linked website(s).
• Neither we nor any third parties provide any warranty or guarantee as to accuracy or timeless of the information and material found or offered on this website for any such purpose. You acknowledge that such information and material may contain inaccuracies or errors, which we except no liability for.