Privacy notice

IOM3 is committed to respecting and protecting your personal data and privacy. The purpose of this Privacy Notice is to explain how and why we process personal data about people who visit and use our website, join our organisation and use our services, who we share it with and what your rights are under the General Data Protection Regulation. This notice is effective from 25 May 2018.

We will keep this Privacy Notice under regular review and may update it from time to time. We would encourage you to visit this page regularly to keep informed about the purposes for which we process your information. We will advise IOM3 members of any major changes to the Notice.

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Who are we?

The Institute of Materials, Minerals and Mining (IOM3) is a registered professional engineering institution in the UK and a Registered Charity No 269275. IOM3 is licensed to award professional qualifications by the Engineering Council, the Science Council and the Society for the Environment. Our registered address is 297 Euston Road, London NW1 3AD.

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IOM3 includes the following wholly owned trading subsidiaries which deliver activities and services on its behalf: IOM Communications Ltd, PIABC Ltd, Materials Institute Services Ltd and Signature Materials Ltd. More information about IOM3 subsidiary companies.

IOM3 is a membership organisation with over 17,000 members worldwide and includes Schools Affiliate members, Industry Affiliate members (organisations) as well as individual members at all stages of their careers and across a broad range of technical sectors within the materials cycle. More information about IOM3, its structure and governance

IOM3 is a Data Controller in respect of the personal information that we process in connection with our business and services and those of our subsidiaries. In this notice, references to “we” “us” or “our” are references to IOM3.

How do we collect information from you?

Some information will be collected automatically as you browse our website pages via cookies (see below). If you choose to become a registered user of the website or a member of IOM3 we use online forms to collect personal and contact details. The website also provides a number of online contact forms which you may use to send us your enquiries about membership of the Institute and our services. We may also from time to time conduct surveys via the website.

What personal data do we process?

We collect and process various categories of personal information depending on how you interact with us. We limit the collection of the information and processing to that necessary for us to achieve one or more legitimate purposes as identified in this notice.

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The personal data we collect may include the following:

• Basic personal information, including name, age, gender
• Contact information including home address, email address, phone number
• Employment information, including job title, place of work, professional biography, CV
• Information about education and qualifications, including level of qualification, place of study, professional qualifications
• Online profile and activity information including Internet Protocol (IP) address, location co-ordinates, social media links, website searches and visits.

We do not collect or store any financial data via our website. All financial transactions relating to membership fees or event/course registration are performed directly via a secure online payment gateway provided by SagePay. A copy of the SagePay Security Policy is available at https://www.sagepay.co.uk/policies/security-policy

How is this information used and who do we share it with?

The information collected from you may be used to personalise your use of the website, collect information about how our website is used for statistical purposes, sign you up and administer your membership of IOM3 or update your membership/registration details, register you for events, provide information in response to your submitted queries or provide survey data.

For more detailed information about how we process personal information for different types of website user, please click on the links below:

1) Website visitors

When you visit our website, we use Google Analytics to collect standard internet log information and details of behaviour patterns. The website records your IP address and is used only for statistical purposes and to monitor trends in website use.

Use of cookies

Details of how we use cookies on our website and how you can control cookie settings are on our Cookies page.

2) People who use our contact forms to request information

We provide contact forms on the website to allow website visitors and IOM3 members to make enquiries, request information and provide updated contact information. The information provided will be passed on to the appropriate IOM3 department and processed solely in performance of a contract to provide the requested service or information. You will be asked for consent for IOM3 to send you information about other services not related to your original enquiry.

Contact form personal information will be retained on the website for a maximum of 3 months.

3) Registered users of the website

Non-members of IOM3 can register to become “free website users” and benefit from services such as content and job alerts and event promotion. Registered user personal data is used to administer the online account under performance of a contract and is saved to the IOM3 CRM system. Registered users may be contacted from time to time by IOM3 with information about services relevant to their technical interests or membership offers but have the option to unsubscribe from communications. Registered users who have not used their website account for more than 18 months will have their personal details deleted from the website and anonymised on the CRM system.

4) IOM3 members

All current members of IOM3 have a personal website account through which they can administer and update their contact details, technical and communications preferences which are stored on the IOM3 CRM (customer relationship management) system. The legal basis for processing is performance of a contract entered into by joining IOM3 as a member.

The personal data will be used to administer the member’s account, advise members about developments at the Institute and allow them to exercise their voting rights. As part of their membership, current members will receive regular information from IOM3 about IOM3 activities and services relevant to their grade, preferences and career progression, including the activities of their selected technical communities and local societies. Members can unsubscribe from communications about activities if they wish. Specific personal data of members who are or become registrants of the Engineering Council, Science Council or Society for the Environment will be shared with those bodies, who act as Joint Data Controllers with IOM3 for the purposes of professional registration.

Lapsed or resigned IOM3 members will continue to have access to limited online services available to non-members via the IOM3 website (as for Registered Users) via a personal online account. Member data will continue to be held on the CRM database in line with the IOM3 data retention policy for members and any statutory and legal data retention requirements. Lapsed and resigned members may be contacted from time to time with membership offers, under Legitimate Interests.

5) Delegates for conferences and events organised by IOM Communications Ltd, applicants for awards and award schemes, scholarships and bursaries

Registrations for the above are fulfilled through a separate online registration system provided by Eventsforce Solutions Ltd, which has its own Privacy Notice. The Eventsforce Privacy Policy can be viewed at https://www.eventsforce.com/privacy-policy/

Your personal data will be shared with third party service providers including but not limited to those listed below who perform services for us and help to manage your accounts or operate our business:

Hosting and maintenance of the website
CRM database for members and registered website users
Secure online payment gateway for online payments
Magazines mailing house
Events and awards management system
Online CPD recording system
Survey management system

Please contact us if you would like details of our third party providers.

Security

We use organisational, administrative, technical and physical security measures to safeguard your personal information and help ensure that it is processed promptly, accurately and completely. We require Service Providers who act as Data Processors on our behalf to safeguard your personal information and only use it for the purposes we specify.

Your rights

Under the General Data Protection Regulation you have the right to access, update, erase, change or correct your personal information.

You can also:

• Withdraw your consent for our use of your information, where our processing is based on your consent
• Restrict and/or object to the use of your personal information

You have the right to request a copy of the information we hold about you. Please use the form provided for this purpose at www.iom3archive.org.uk/sar or contact us at the address given at the end of this policy.

Learn more

Full explanations of your rights are available on the ICO website at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

Please note that in some cases, if you do not agree to the way we process your information, it may not be possible for us to continue to maintain your membership of IOM3 or professional registration or provide services to you.

Please contact us if you have any questions about how we use your information. If you are unhappy with how we have handled your information you should let us know so that we can investigate your complaint or you can contact the Information Commissioner’s Office at www.ico.org.uk

Keep us informed

We want to make sure any information we hold on you is up to date, so please ask us to correct it if it needs updating. If you are a current or recently lapsed member of IOM3 or a registered IOM3 website user, you have a website account at www.iom3archive.org.uk/user (login required) where you can view and directly amend the details we hold for you on our CRM database. If you prefer you can contact us using our online contact form or the details provided below.

Contact us

If you have any questions regarding this policy or our data protection practices, you can email IOM3dataprivacy@iom3.org or write to Nuna Staniaszek, Director of Communications, IOM3, 297 Euston Road, London NW1 3AD, Email nuna.staniaszek@iom3.org

This Privacy Notice was last updated on: 24 May 2018