Privacy Policy

The International Institute of Risk and Safety Management (IIRSM) is committed to protecting your personal information. We also want to maintain the trust and confidence of every one of our members and stakeholders, as well as each visitor who uses the IIRSM website.

Our Privacy Policy gives you detailed information on when and why we collect your personal information, how we use it and how we keep it secure.

Aside from helping us deliver membership services and events, the information you share with us means you’ll receive a more personalised and rewarding experience e.g. information about IIRSM, offers, resources and information that may interest you.

IIRSM is a charitable company limited by guarantee incorporated in England and Wales (Company number 5310696) and a registered Charity (Number 1107666). IIRSM is the data controller of your personal information.

Contact details for IIRSM:

IIRSM

Suite 107-108, 150 Minories

London, EC3N 1LS

United Kingdom

Registered in England and Wales

Charity Number: 1107666

Enquiries: +44 (0)20 8741 9100

Fax: +44 (0)20 8741 1349

Email: info@iirsm.org

If you have questions regarding your information or its use, please contact the Data Protection Officer.

Generally, we collect your information when you decide to interact with us. This could include taking out membership, registering for a course or event or booking a branch meeting online, by phone or in person or if you sign up to receive emails and newsletters from us. We also look at how our members use our website, so that we can offer the best possible experience whether you’re contacting us or just trying to find out more about the Institute.

2.1  We collect information in a number of ways which are listed below:

• Join as a member

• Register for a training course, event, webinar or branch meeting

• Subscribe to the e-newsletter

• Buy merchandise or publications

• Use the IIRSM website or our app to find out more about our services.

2.2  Contact us by phone for anything listed under Section 2.1.

2.3 Contact us by post, e.g. application forms for membership. 

2.4  Visit our website: we use cookies to help make the experience of using our website better and to personalise the service you receive from us – this means we will remember your previous visits and track the pages on our website that you visit. For more information please see our Cookie Policy. When you visit www.iirsm.org IIRSM’s web server automatically records your public internet protocol ('IP') address and generates a log file.

We only collect the information that’s necessary to carry out our business, provide the particular service you’ve requested and to keep you informed. There are occasions when you can choose not to give us certain information, but this may limit the level of personalisation we offer, eg you may not receive information about an event or training course that would be of interest.

The type of information we collect depends on where and when it is gathered:

3.1  Information we obtain directly from you

When you create an account with us, to either apply for membership, register to attend an event or course or book a branch meeting either online, by post or phone we need to collect information from you in order to provide the service you are requesting.

We may collect:

• Prefix and name

• Gender

• Email address

• Date of Birth

• Membership number

• Contact phone number(s)

• Payment card details. Please note, we will not hold payment information for any longer than it takes to process your transaction.

• Country of residence

• Delivery address(s)

• Billing address

• Job title

• Company name

• Sector in which you work

• If you are a student, we may also collect:

• Name of college/university

• Area of college/university

• Course name

• Course faculty

• Course level

• Course end date

 When you visit our website, we may collect the following information:

• Automatically populated IP address: a public IP address is a unique number which allows a computer, group of computers or another internet connected device to browse the internet. The log file records the time and date of your visit, the pages that were requested, the referring website (if provided) and your internet browser version. This information is collected to help diagnose and manage the website, to audit the geographical make-up of users, and to establish how they have arrived at the website.

• Cookies: for further information about Cookies and how IIRSM uses them, please read our Cookie Policy.

3.2  Information we obtain independently from you

Your information may be shared with us by independent organisations, for example training venues that IIRSM has worked with. These independent organisations will only do so when it is required to complete a contract and/or when you have given your consent. You should check their Privacy Policy when you provide your information to understand fully how they will process and safeguard your data.

3.2.1  Third Party Organisations

 We may combine information you have given to us with this additional information available from external sources. This will only be done when you give permission to the relevant third-party organisations to share the data they hold on you, or if the data is already publicly available.

3.2.2  Social Media

Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you may give us permission to access information from those accounts or services.

3.2.3  Information Available Publicly

We may include information found in places such as Companies House and information that has been published in articles/ newspapers.

The information we hold on you will be used in a number of ways, including to provide a service you have requested, to offer you a personalised experience and understand our membership needs better, to inform you of training courses and events or updates as part of our member services, if you have requested to be kept updated, or if we need to obtain or provide additional information, such as changes to an event or course you are attending.

Specifically, we use the information we collect in the following ways:

• To carry out our business and to provide a service or carry out a contract with you.

• To provide membership benefits.

• Process payments. Please note that IIRSM does not store any Credit Card or other payment information once the transaction has been completed.

• Provide the best possible customer services and to help us with internal administration.

• Contact you with important information relating to your course booking or purchase, such as confirming your order, reminding you of an upcoming course you’ve booked for or letting you know about changes that may affect your visit.

• Send you updates via email about what’s on, offers and news or about supporting us.

• Email you about a specific topic you’ve requested to hear more on such as general membership, our events and training or other news.

• Where we have justifiable reason (including legal obligations and legitimate interest).

• Learn about your interests and preferences so that we can contact you with information that is relevant to you.

• For classifying our memberships into groups or segments, using membership and course booking and publicly available information. These segments help us to understand our membership better and ensure we’re sending relevant messages to each group.

• Measure and understand how our membership respond to a variety of marketing activity so we can ensure our activity is well targeted, relevant and effective.

• Undertake consumer research: we may contact you to ask you to participate in consumer research either via an online or telephone survey or in person. You are under no obligation to participate in research and, should you provide any further information, IIRSM will inform you how any further information will be used.

• Analyse and continually improve the services we offer including our training output, our website and our other products.

• To help us run the test version of our website that we use internally to pilot new features and ensure the smooth running of our web services.

• To keep our database accurate and relevant.

• Detect and reduce fraud and credit risk.

• We use a number of different third party service providers to aid us in our membership mailings, membership renewals and the provision of membership services.  We may also provide your information to official registers such as OSHCR. In addition to general use of the internet we also make use of company, director and shareholder information from publicly available, officially registered information providers.

IIRSM will never share, sell, rent or trade your personal information to any third parties for marketing purposes without your prior consent. We will ask for your consent to share personal information with like-minded organisations whose courses you may have attended through IIRSM or in collaboration with us at another venue.

We may share your details with:

• Service providers who work on behalf of IIRSM for the performance of any contract we enter into with them or you, for example payment processing, printers and mailing houses, marketing agencies, database services, website hosting or email delivery service.

• Named third party organisations if you ticked the relevant opt-in box when you signed up for membership or courses. In these instances, we may supply your personal information to that specific organisation only.

• Other organisations such as sites of learning if you choose to take part in such activities that need administration by third parties and you choose to opt in for contact from those organisations.

• Where required to do so or when requested by the police or a regulatory or government authority investigating illegal activities.

• Third party database support providers particularly for the membership database and Gift Aid declarations.

IIRSM is not responsible for the privacy notices and practices of other websites even if accessed using links from www.iirsm.org and recommends that you check the policy of each website you visit and contact its owner or Data Protection Officer if you have any concerns or questions.

Despite all our precautions, no data transmission over the internet is 100% secure. So, we cannot guarantee the security of any information which you disclose to us and so wish to draw your attention to the fact that you do so at your own risk.

Some of our service providers may have access to your data in order to perform services on our behalf – eg newsletters or payment processing. We make sure anyone who provides a service for IIRSM enters into an agreement with us and meets our standards for data security. They will not use your data for anything other than the clearly defined purpose relating to the service that they are providing.

IIRSM is committed to protecting the personal information you entrust to us. We adopt robust and appropriate technologies and policies, so the information we have about you is protected from unauthorised access and improper use.

 We will keep your information only for as long as is reasonably necessary for the purposes set out in this privacy notice and to fulfil our legal obligations. We will not keep more information than we need. The retention period will vary according to the purpose. For further information about how long we will keep your data, please contact the Data Protection Officer using the contact details outlined in this notice.

 If you ask us to stop sending direct marketing communications to you, we will keep the minimum amount of information (e.g. name, address or email address) in order to suppress your details from such a mailing, to ensure we adhere with such requests.

You should find it easy to access and amend the personal information that we hold on you, by going into MyIIRSM or request that we stop contacting you. It’s your data and we want to make sure you feel in control of it.

If you have an online account with us, you can amend your personal details and email contact preferences at any time. Simply sign in to MyIIRSM on the website and access your account with your password.

Or, if you prefer, you can contact us by phone, email, or in writing using our contact details below.

We will include details on how to change your communications preferences or unsubscribe from future communications, unless these are directly associated with your membership of the Institute.

If you would like to see what information we hold about you, you can sign into your online account and make any changes required. You can also request full details of personal information we hold about you under the Data Protection Act 1998, or after 25 May 2018, The General Data Protection Regulation, by contacting the Data Protection Officer. Please download this form and send, together with proof of your identity, to Info@iirsm.org.

At any time, you have the right to ask IIRSM to amend or stop using your personal information including for marketing purposes.

You have the right to get information we hold about you corrected. If you have any concerns about the accuracy of your personal data, please let us know using the contact details below.

If you would like us to remove the personal information we hold about you, please contact us using the contact details below.

If you are a member of IIRSM, we will write to you each year when your renewal is due.  This will include all the details we hold on you which can then be amended via MyIIRSM. 

You have the right to lodge a complaint with the supervisory authority, The Information Commissioner’s Office – www.ico.org.uk

IIRSM

Suite 107-108, 150 Minories

London, EC3N 1LSN

United Kingdom

Registered in England and Wales

Charity Number: 1107666

Enquiries: +44 (0)20 8741 9100

Fax: +44 (0)20 8741 1349

Email: info@iirsm.org

This notice was updated on 17 May 2018. It may be updated to take into account changes at IIRSM or to reflect changes to regulation or legislation.

Updates to this policy will be posted on this page – please check back from time to time. We may also inform you of any changes where we hold an appropriate email address for you.

When your data is provided to us by another person (for example a recommendation) or a publicly accessible source (such as Google) we will tell you where we obtained the information within a month of receiving it.

Further information on data protection regulations and laws can be found here.