Privacy Policy

1. Introduction and General Terms

The Institute of Environmental Management & Assessment (IEMA) is committed to protecting your personal information when you are using IEMA’s services. This Privacy Policy relates to our use of any personal information you provide to us online, via phone or text, by email, in letters or correspondence.

In order to provide you with the full range of IEMA services, we sometimes need to collect information about you. This Privacy Policy explains the following:

  • what information IEMA may collect about you;
  • how IEMA will use information we collect about you;
  • when IEMA may use your details to contact you;
  • whether IEMA will disclose your details to anyone else;
  •  your choices regarding the personal information you provide to us;
  •  the use of cookies on the IEMA website and how you can reject these cookies.

IEMA is fully committed to safeguarding your personal and sensitive information, as outlined in IEMA’s Data Protection Policy and Data Protection and Record Keeping procedure (available to view on request), both of which are fully embedded into IEMA’s Business Management System Whenever you provide details of a personal or sensitive nature we are legally obliged to use your information in line with all laws concerning the protection of personal information, including the Data Protection Act 1998 (these laws are referred to collectively in this Privacy Policy as the "data protection laws").As part of their induction with IEMA, all employees undertake an introduction to these data protection laws and the controls IEMA has in place to adhere to them.

The IEMA website(s) may contain hyperlinks to websites owned and operated by third parties. These third party websites have their own privacy policies, including cookies, and we urge you to review them. They will govern the use of personal information you submit or is collected by cookies whilst visiting these websites. We do not accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk.

2. What information will IEMA collect about me?

When you join, participate in, access or sign up to any of IEMA's services, activities or online content, such as The Environmentalist, IEMA Jobs, newsletters, competitions, live chats and webinars, message and discussion boards, telephone or text IEMA, vote, book onto IEMA events or register to use IEMA’s website we receive personal information about you. This can consist of information such as your name, email address(es), postal address(es), telephone and mobile number, date of birth, employment and employer details, professional interests and areas of work. By submitting your details, you enable IEMA (and where applicable its contractors) to provide you with the services, activities or online content you select.

Please note that sometimes we will require you to provide additional personal information, and sometimes sensitive personal information (e.g. if you are sending in an application to be a member of a committee, steering group, Council or Board, assessor or examiner). When we do this we will provide further information as to why we are collecting your information and how we will use it.

IEMA also uses cookies (see paragraph 12 below for details) and collects IP addresses (an IP address is a number that can uniquely identify a specific computer or other network device on the internet) from visitors of IEMA websites.

3. How will IEMA use the information they collect about me?

IEMA will use your personal information for a number of purposes including the following:

  • to provide our services, activities or online content and to deal with your requests and enquiries;
  • for "service administration purposes", which means that IEMA may contact you for reasons related to the service, activity or online content you have signed up for, as set out in paragraph 4 below (e.g. to provide you with password reminders or to notify you that a particular service, activity or online content has been suspended for maintenance);
  • to contact you about your membership, events and conference bookings, online payments and other online transactions;
  • to provide you with information about our services, activities or online content;
  • to personalise the way IEMA content is presented to you (we may present this information or a link to it on your member details page or homepage);
  • to use IP addresses to identify the location of users, to block disruptive use, to establish the number of visits from different countries and to determine whether you are accessing the services from the UK or not;
  • to monitor and analyse IEMA website usage; and
  • to analyse and improve the services offered on IEMA websites.

4. When will IEMA contact me?

IEMA may contact you:

  • in relation to your membership, any service, activity, event, conference or online activity you have signed up for in order to ensure that IEMA can deliver the services to you;
  • where you have opted to receive further correspondence;
  • in relation to any contribution you have submitted to IEMA, e.g. on IEMA message boards or via text or voicemail message;
  • to invite you to participate in surveys about IEMA services (participation is always voluntary); and
  • for IEMA marketing purposes (see paragraph 5 below).

5. Will I be contacted for marketing purposes?

IEMA focuses on providing you with the knowledge, skills and tools for your professional development and we will contact you for IEMA specific marketing purposes that fulfil this objective. These include the promotion of new services, activities or online content, and invitations to events and conferences. You may opt-out of receiving IEMA marketing by contacting us.


6. Will IEMA share my personal information with anyone else?

We will keep your information secure and confidential except where disclosure is required or permitted by law (for example to government bodies and law enforcement agencies) or as described in paragraph 7 below. Generally, we will only use your information within IEMA.

IEMA employs some third parties to deliver online and offline services (e.g. publishing The Environmentalist, managing the IEMA website(s), monitoring and analysing website statistics) and requires third parties to comply strictly with its instructions that they do not use your personal information for their own business purposes.


7. Offensive or inappropriate content on the IEMA website

If you post or send offensive, inappropriate or objectionable content anywhere on or to the IEMA websites or otherwise engage in any disruptive behaviour on any IEMA service, IEMA may use your personal information to stop such behaviour.
Where IEMA reasonably believes that you are or may be in breach of any of the laws of England and Wales (or the law of Scotland if you live there) (e.g. because content you have posted may be defamatory), IEMA may use your personal information to inform relevant third parties such as your employer, school/college/university, email/internet provider or law enforcement agencies about the content and your behaviour.

8. What if I am a user aged 16 or under?

If you are aged 16 or under, please get your parent/guardian's permission before you provide any personal information to IEMA. Users without this consent are not allowed to provide us with personal information.

9. How long will IEMA keep my personal information?

We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with IEMA or IEMA's retention schedule. If you cancel your membership with IEMA, your personal information is securely retained for an undetermined period and may be used for analytical purposes.

Where you contribute material to IEMA we will generally only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted. Some content submitted to, or shared with, IEMA may be retained for prolonged periods of time or potentially indefinitely in an archive, to document the development and history of the profession. There may also be rare instances where we will share your contribution with third parties in the interests of IEMA and the environmental profession.

10. Can I find out what personal information IEMA holds about me?

Under the Data Protection Act you have the right to request a copy of the personal information that IEMA holds about you and to have any inaccuracies corrected. (We charge £10 for information requests and require you to prove your identity with 2 pieces of approved identification). We will use reasonable efforts to supply, correct or delete personal information about you on our files.

Please address requests and questions about this or any other question about this Privacy Policy to:
Support Services

Institute of Environmental Management and Assessment

City Office Park

Tritton Road

Lincoln

LN6 7AS UK

info@iema.net

11. Cookies Policy - Information IEMA collects from you

a. What is a cookie?
A cookie is a small amount of data, which often includes a unique identifier that is sent to your computer or mobile phone (referred to here as a "device") browser from a website's computer and is stored on your device's hard drive. Each website can send its own cookie to your browser if your browser's preferences allow it, but (to protect your privacy) your browser only permits a website to access the cookies it has already sent to you, not the cookies sent to you by other websites. Many websites do this whenever a user visits their website in order to track online traffic flows.
On IEMA's websites, cookies record information about your online preferences and allow us to tailor the websites to your interests. Users have the opportunity to set their devices to accept all cookies, to notify them when a cookie is issued, or not to receive cookies at any time. The last of these means that certain personalised features cannot then be provided to that user and accordingly they may not be able to take full advantage of all of the website's features. Each browser is different, so check the "Help" menu of your browser to learn how to change your cookie preferences.
During the course of any visit to an IEMA website, the pages you see, along with a cookie, are downloaded to your device. Many websites do this, because cookies enable website publishers to do useful things like find out whether the device (and probably its user) has visited the website before.
This is done on a repeat visit by checking to see, and finding, the cookie left there on the last visit.
b. How does IEMA use cookies?
Information supplied by cookies can help us to analyse the profile of our visitors and help us to provide you with a better user experience.
Certain other areas of the IEMA website use cookies for a specific reason - for example, to help an online webinar work effectively on your device.
c. Third Party Cookies on IEMA pages
Please note that during your visits to IEMA websites you may notice some cookies that are not related to IEMA or IEMA’s contractors. When you visit a page with content embedded from, for example, YouTube or Flickr, you may be presented with cookies from these websites. IEMA does not control the dissemination of these cookies. You should check the third party websites for more information about these.

12. Changes to IEMA's Privacy Policy

This Privacy Policy may be updated from time to time so you may wish to check it each time you submit personal information to IEMA. The date of the most recent revisions will appear on this page. If you do not agree to these changes, please do not continue to use IEMA websites to submit personal information to IEMA. If material changes are made to the Privacy Policy we will notify you by placing a prominent notice on the website.

13. Affiliate Schemes

a. Amazon Affiliate Scheme. IEMA is a participant in the Amazon EU Associates Programme, an affiliate advertising programme designed to provide a means for sites to earn advertising fees by advertising and linking to Amazon.co.uk.
If you have any questions or comments about this Privacy Policy please contact:

Institute of Environmental Management and Assessment

City Office Park

Tritton Road

Lincoln

LN6 7AS UK

info@iema.net

Last updated: May 2012

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