ICWCI Privacy Policy

Updated: November 2021

The Institute of Clerks of Works and Construction Inspectorate of GB Inc. (ICWCI) is committed to working within the GDPR guidelines to ensure that your privacy is protected. This privacy policy explains how we use the information we collect about you, how you can instruct us if you prefer to limit the use of that information, and procedures that we have in place to safeguard your privacy.

 

About us

The ICWCI is a member-based ‘not-for-profit’ organisation which aims to support Clerks of Works Construction Inspectors and similar professionals. To enable us to achieve this, we hold information about our members, customers and other supporters who have expressed an interest.

This information is used to keep our members and customers up-to-date with new developments in the industry. By using our website or providing us with your personal information you are agreeing to this policy.

This Privacy Policy only relates to personal information collected by us:

· name
· contact information including email address
· ICWCI membership details
· ICWCI committees, panels, and groups
· purchasing goods from us
· information relevant to CPD, events, feedback
· job opportunities
· phoning us (telephone: 01733 405160)
· writing to us (at ICWCI, 28, Commerce Road, Lynch Wood, Peterborough PE2 6LR)
· sending us an email (info@icwci.org)

 

The information we collect and how we use it

When you use our services we may need to know your name, postal address, email address, telephone number, credit/debit card number and its expiry date. We gather this information to allow us to process your membership registration, or process any orders you may make. We may also wish to provide you with information about events and any updates we think may be of interest to you.

If you are aligned to an ICWCI Chapter, Committee, Panel or Board your contact details may be seen by other members in/on the same Chapter/Committee/Panel/Board. Photography may be taken at ICWCI events and you will be notified of this in advance, these photographs may be used on the ICWCI website or within ICWCI publications. If you do not wish to be photographed please notify the event organiser prior to the event. All information is held on a secure server.

 

Job applicants and current and former employees

If you apply to work at the ICWCI, we will only use the information you give us to process your application. If we want to disclose information to someone outside of the ICWCI, for example if we need a reference, we will tell you beforehand, unless we are required to disclose this information by law. If you apply for a job opportunity we will also collect information so we can assess your suitability for the role. If you are unsuccessful in your job application, we will hold your personal information for a maximum of six months after we’ve finished recruiting the post you applied for. After this date we will destroy or delete your information. If you begin employment with us, we will put together a file about your employment. We keep the information in this file secure, and will only use it for matters that apply directly to your employment. Once you stop working for us, we will keep this file according to government retention guidelines. You can contact us to find out more about this.

 

Your rights and accessing your personal data held by the ICWCI

You have a right to be ‘forgotten’ by the ICWCI. This will involve us identifying and deleting all data held about you by us and any suppliers we use to provide services to you and process our data, where this does not affect the ICWCI’s ability to comply with applicable legal, tax or accounting requirements. You have a right to ask for copies of the personal information we hold about you, and details of how we use that information. If there are any discrepancies in the information we provide, please let us know and we will correct them.

We will require proof of your identity before providing you with details of any personal information we may hold about you. We will always acknowledge your request within 30 working days and respond as fully as possible within 30 days of receipt. Contact us on 01733 405160 or info@icwci.org if you have any concerns.

 

Payment card information

The ICWCI is currently fully compliant with the Payment Card Industry Data Safety Standard. 

If you use your credit or debit card to buy something, pay your annual subscription or register your place at an event over the phone, we will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard. This is the international standard for safe card payment processes.

Following the completion of your transaction, we will not store your validation code details. All validation codes will be securely destroyed once the payment has been processed. Only staff authorised and trained to process payments will be able to see your card details. 

 

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

 

Information Security

The Internet is not a secure medium. Your user administration details are protected by your user name and password, which you should never divulge to anyone else. Please be aware that communications over the Internet, such as emails/ webmails are not secure unless they have been encrypted. Your communications may route through a number of countries before being delivered - this is the nature of the World Wide Web/ Internet. We cannot accept responsibility for any unauthorised access or loss of personal information that is beyond our control. All of our employees and data processors that have access to, and are associated with, the processing of your personal information are obliged to respect the confidentiality of our visitors' information.

 

Updating your details

If any of the information that you have provided to the ICWCI, for example if you change your email address, name or payment details, or if you wish to cancel your membership, please let us know the correct details by sending an email to info@icwci.org

 

Consent

By giving us your personal information, you consent to us collecting and using that information in the ways that we describe in this privacy policy and / or that you have specifically consented to. Where we need your consent, we will always ensure that you are as fully informed as possible at the time on what we do with your information, with whom it may be shared and how long we will keep it. This is in line with the requirements of the relevant legislation. You can alter your preferences or withdraw your consent at any time.

 

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

• whenever you are asked to fill in a form on the website, look for a box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
• if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to us or using the contact form on the website.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

You may request details of personal information which we hold about you under the Data Protection Act 1998. If you would like a copy of the information held on you please use the contact form on the website to let us know.
If you believe that any information we are holding on you is incorrect or incomplete, please write to us as soon as possible. We will promptly correct any information found to be incorrect.

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

For Further Information

For further information from us on data protection and privacy or any requests concerning your personal information please email us or write to us at the following address: ICWCI, 28 Commerce Road, Lynch Wood, Peterborough PE2 6LR; email: info@icwci.org; telephone: 01733 405160.

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