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.
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 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 firstname.lastname@example.org 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@example.com
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.
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: firstname.lastname@example.org
Privacy Notice issued May 2018.