This is Industrial Law Society’s privacy notice.
Industrial Law Society (‘the Society’) respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.
1. IMPORTANT INFORMATION AND WHO WE ARE
The Society is a registered charity (number 292145) and our address is 18 Graysmead, Sible Hedingham, Essex, C09 3NY.
PURPOSE OF THIS PRIVACY NOTICE
This privacy notice aims to give you information on how the Society collects and processes your personal data through your use of this website, including any data you may provide through this website when you sign up as a member or purchase a product or service.
This website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
Industrial Law Society is the controller and responsible for your personal data (collectively referred to as “the Society”, “we”, “us” or “our” in this privacy notice).
The Society’s co-ordinator, Jean Hughes, is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact Mrs Hughes using the details set out below.
Our full details are:
Full name of legal entity: Industrial Law Society
Name of the Society’s co-ordinator: Mrs Jean Hughes
Email address: firstname.lastname@example.org
Postal address: 18 Graysmead, Sible Hedingham, Essex, C09 3NY
Telephone Number: 01787 463838 (9am to 1pm)
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES
This version was last updated on 10th May 2018, and historic versions can be obtained by contacting us.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
2.THE DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
Contact Data includes billing address, delivery address, email address and telephone numbers.
Financial Data includes bank account and payment card details.
Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
Usage Data includes information about how you use our website, products and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
IF YOU FAIL TO PROVIDE PERSONAL DATA
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
3. HOW IS YOUR PERSONAL DATA COLLECTED?
We use different methods to collect data from and about you including through:
Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
sign up as a member;
apply for or purchase our products or services;
create an account on our website;
subscribe to our publications;
request marketing to be sent to you;
enter a survey; or
give us some feedback.
Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies.
Third parties or publicly available sources. We may receive personal data about you from various third parties as set out below:
Technical Data and Usage data from the following parties:
(a) analytics providers such as Google based outside the EU;
Contact, Financial and Transaction Data from providers of technical, payment and delivery services such as Opayo (formerly SagePay Europe, based inside the EU).
4. HOW WE USE YOUR PERSONAL DATA
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal or regulatory obligation.
Generally we do not rely on consent as a legal basis for processing your personal data. You have the right to withdraw consent to marketing at any time by contacting us.
PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
|Purpose/Activity||Type of data||Lawful basis for processing including basis of legitimate interest|
|To register you as a new member of the Society||(a) Identity (b) Contact||Performance of a contract with you|
|To process and deliver your order (e.g. where you sign up for an event for which a fee is payable) including: (a) Manage payments, fees and charges (b) Collect and recover money owed to us (c) Pass information on to the venue to secure your admittance (d) Keep a record of your attendance at the event for SRA/BSB purposes.||(a) Identity (b) Contact (c) Financial (d) Transaction (e) Marketing and Communications||(a) Performance of a contract with you (b) Necessary for our legitimate interests (to recover debts due to us)|
|To enable you to complete a survey||(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications||(a) Performance of a contract with you (b) Necessary for our legitimate interests (to study how members use our products/services, to develop them and grow the Society)|
|To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)||(a) Identity (b) Contact (c) Technical||(a) Necessary for our legitimate interests (for running the Society, provision of administration and IT services, network security, to prevent fraud) (b) Necessary to comply with a legal obligation|
|To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you||(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical||Necessary for our legitimate interests (to study how members use our products/services, to develop them, to grow the Society and to inform our marketing strategy)|
|To use data analytics to improve our website, products/services, marketing, member relationships and experiences||(a) Technical (b) Usage||Necessary for our legitimate interests (to define types of members for our products and services, to keep our website updated and relevant, to develop the Society and to inform our marketing strategy)|
|To make suggestions and recommendations to you about goods or services that may be of interest to you||(a) Identity (b) Contact (c) Technical (d) Usage (e) Profile||Necessary for our legitimate interests (to develop our products/services and grow the Society)|
|To collate and analyse feedback on our events and services.||(a)Identity(b)Contact(c)Marketing and Communications||Necessary for our legitimate interests (to study how members use our products/services, what types of event/service they prefer, to develop them, to grow the Society and to inform our marketing strategy)|
|To comply with legal requirements (e.g. if required to disclose your information by law, or if the information is needed in connection with any legal proceedings or to secure our legal rights).||All types of data||Necessary to comply with a legal obligation.|
In addition, Oxford University Press (OUP) who publish the Industrial Law Journal (ILJ) on the Society’s behalf, will be sent members’ details for the purpose of sending the said publication by post to our members. Members’ email addresses will also be sent to OUP where provided to the Society, so that OUP can inform subscribers how to register directly with them for online access to ILJs.
PROMOTIONAL OFFERS FROM US
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or purchased goods or services from us or if you provided us with your details when you registered as a member and, in each case, you have not opted out of receiving that marketing. These communications will principally consist of information about the Society’s services, events and activities.
We will get your express opt-in consent before we share your personal data with any company outside the Society for marketing purposes.
You can ask us or third parties to stop sending you marketing messages at any time by logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences or by following the opt-out links on any marketing message sent to you or by contacting us at any time.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, product/service experience or other transactions.
A cookie is a small text file that is placed on your computer, mobile phone or other device by a website that you visit. Your web browser will access the cookie file as you navigate or when you return to the website that created it. The information in the cookie is typically used to:
– provide interactive and personalised features such as polls, surveys and links to
social networking site
– help the site owner to gather anonymous website statistics
– improve accessibility and usability by allowing you to change contrast and font size
when you navigate through the site without having to do it on every page site
– keep track of your shopping basket on an e-commerce website
– provide ease of login to your account if the site uses registration or subscription
The cookie is only useful in the context of the website that created it. It cannot be used by other websites. Websites that set cookies do not have access to other information on your computer – they can only access the cookie(s) they create. Cookies on their own cannot be used to identify you personally.
The table below lists the cookies used on our website (1st Party)
|If you choose to resize the text or enhance the colour contrast on our website, these cookies are used to remember your preferred settings. They allow you to look around our website without having to reset the text size or contrast on each new page you visit.|
They are session cookies, which means they are removed from your device when you close your browser window.
|-[number]||Sometimes we may draw your attention to important information on our website using a pop-up newsflash. If you select ‘do not show again’, this cookie simply stores your preference to prevent the pop-up newsflash from reappearing.|
|Ident||If you decide to register or login on our website, we will issue this cookie to keep you logged in as you navigate from page to page.|
|Identu||This cookie makes it easier for you to login on return visits to our website. Your username will automatically appear in the login box and you just need to enter your password to login.|
|JSESSIONID||Stores a random string as a session id that is used in the ordering process and is needed for the 3D security check with Verified by Visa service.|
Expires at the end of the session (ie. when you close your browser). There are two of these created, one on the http site and the other when you enter checkout at the secure https site.
|UID||This cookie is allocated when you add a product to basket. It stores a random number to identify your shopping basket. Expires within three days from the last time you visited the site.|
|SID||This is used to indicate whether we should fetch your address details from your previous orders if you have opted in for ‘Remember me’ service. For this site, this cookie will always show a status of opt-out, and your address details will not be stored. Expires at the end of the session (ie. when you close your browser).|
3rd Party Cookies
|We use Google Analytics on our websites to collect information about how our visitors use our site. These cookies do not store personal information about you, but are used to anonymously track the number of visitors, where they come from and the pages they visit on websites. This information helps us to improve the online service we provide.|
To opt out of being tracked by Google Analytics across all websites visithttp://tools.google.com/dlpage/gaoptout.
To improve user experience, we allow you to share pages of our website via social networking sites, such as Facebook. We may also display content from other websites, such as YouTube or Google maps, on our web pages. Please note that you may be sent cookies from these other websites. We do not control these cookies and advise you to check the relevant third-party privacy policies to find out more about the cookies they use and how to manage them.
Please visit – http://www.aboutcookies.org/ to find out more about managing cookies.
CHANGE OF PURPOSE
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. DISCLOSURES OF YOUR PERSONAL DATA
We may have to share your personal data with third parties. At present, the third parties with whom your data may be shared are:
OUP (see above)
MailChimp (in relation to which see further below)
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6. INTERNATIONAL TRANSFERS
Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.
Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US. For further details, see European Commission: EU-US Privacy Shield.
For the purposes of sending electronic email alerts in relation to our events, there is a transfer of information overseas to MailChimp, although member information is recorded and maintained by the Society. MailChimp participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework. They are committed to subjecting all Personal Information received from European Union (EU) member countries, in reliance on the Privacy Shield Framework, to the Framework’s applicable Principles.
MailChimp is responsible for the processing of Personal Information it receives under the Privacy Shield Framework and subsequently transfers to a third party acting as an agent on its behalf. They comply with the Privacy Shield Principles for all onward transfers of personal data from the EU, including the onward transfer liability provisions.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
7. DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Your personal information is stored on a computer system with limited access that is located in controlled facilities. We limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. DATA RETENTION
HOW LONG WILL YOU USE MY PERSONAL DATA FOR?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
For SRA/BSB accreditation purposes, we are required to keep records for five years of signing in sheets and any feedback forms from our evening meetings and conferences.
In some circumstances you can ask us to delete your data: see below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
9. YOUR LEGAL RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal data, and in particular to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us.
NO FEE USUALLY REQUIRED
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
WHAT WE MAY NEED FROM YOU
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
TIME LIMIT TO RESPOND
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
10. GENERAL STATEMENTS AS TO THE WEBSITE AND ITS CONTENT
The Society has made all reasonable efforts to ensure that all information provided throughout the website is accurate, however, there may be inadvertent and occasional errors for the Society apologises.
The Society makes no representations or warranties about the information provided through this website, including hypertext links or any other items used either directly or indirectly from the website, and reserves the right to make changes and corrections at any time, without notice.
The Society accepts no liability for any inaccuracies or omissions in its website and any decisions based on information contained in this website are the sole responsibility of the visitor.
The Society accepts no liability for any direct, special, indirect or consequential damages, or any other damages of whatsoever kind, resulting from whatever cause through the use of any information obtained either directly or indirectly from its website.
We reserve the right, at any time, to modify, alter or update this Privacy Notice