1. Background

We are committed to safeguarding the privacy of our website visitors and customers; this Privacy Policy sets out how we will treat your personal information “data”.   The data controller responsible for our website is the Institute of Brewing & Distilling. 

Our data protection registration number is Z669419X

Your acceptance of this Privacy Policy is deemed to occur upon your first use of our websites, www.ibd.org.uk and https://learn.ibd.org.uk (“Our Site”). You will be required to read and accept this Privacy Policy when signing up for an Account. If you do not accept and agree with this Privacy Policy, you must stop using Our Site immediately.

2. What does this policy cover?

This Privacy Policy applies only to your use of Our Site. Our Site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

3. What are my rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

a) The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 13.

b) The right to access the personal data we hold about you. Part 11 will tell you how to do this.

c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 13  to find out more.

d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 13 to find out more.

e) The right to restrict (i.e. prevent) the processing of your personal data.

f) The right to object to us using your personal data for a particular purpose or purposes.

g) The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.

h) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.

i) Rights relating to automated decision-making and profiling. [We do not use your personal data in this way.]

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 13.

It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves however, so please contact us first, using the details in Part 13.

4. What personal data do we collect and how?

Depending on how you are using Our Site, we may collect, store and use some, or all, of the personal data set out in the table below, using the methods described.  

Please also see Part 12 for more information about our use of Cookies and similar technologies.

Data collected

How we collect the data

Technical information, including your IP address, geographical location, browser type, referral source, length of visit, number of page views 

When you visit, register or log-in to Our Site

Identity information, including name, title, date of birth, gender 

Through Our Site registration forms; our membership,  revision course/examination application; fellowship nomination forms; your job application; event registration forms or if you email us

Contact information, including email address, postal address, telephone number

Through Our Site registration forms; our membership,  revision course/examination application; fellowship nomination forms; your job application; event registration forms; or if you email us

Business information, including business name, job title, profession 

Through Our Site registration forms; our membership,  revision course/examination application; fellowship nomination forms; your job application; event registration forms

Work experience information, including employment history, education history, qualifications, awards, CV  

Through Our Site registration forms; our membership,  revision course/examination application; fellowship nomination forms; your job application

Profile information, including preferences, login details, transaction /purchase history, membership / candidate number, results / awards

Through Our Site registration forms; your account marketing preferences; our membership,  revision course/examination application; fellowship nomination forms; event registration forms 

Payment information, including card details

Through our membership,  course/examination application; fellowship nomination forms; event registration forms or contact us by telephone 

Photographic information, including filmed and still materials from events and courses we run

During courses or events; or as part of the application process for some examinations

Special category health & disability information, relating to any condition which requires consideration in relation to sitting an exam or dietary requirements for an event

From you before the examination or event as part of the registration process

5. How do we use your personal data?

Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we may use your personal data, and our lawful basis for doing so:

What we do (purpose)

What data we use

Our lawful basis

Administer Our Site

Technical information

Legitimate Interest and please see our cookie policy

Providing and managing your access to Our Site

Technical information

Legitimate Interest and please see our cookie policy

Registering you on Our Site

Contact information, Identity information

Profile information

Technical information

Consent

Managing your Account on Our Site

Profile information

Technical information

Consent

Administering our business

Identity information, Contact information, Payment information

Legal obligation

To supply our membership services to you

Identity information, Contact information, 

Profile information

Work experience information

Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract   

To supply our events, courses or examinations services to you

Identity information, Contact information, 

Profile information

Work experience information


Health & disability information

Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract  


Consent 

To manage payments /refunds for our services 

Contact information

Identify information

Payment information

Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract   

To communicate with you about the product / service you have purchased

Identity information, Contact information, 

Profile information

Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract   

To supply newsletters/journals to customers as part of their package

Contact information

Profile information

Identity information

Legitimate Interest – these provide information on the latest techniques, news related to the brewing and distilling industry and the IBD

To supply communications to registered users of Our Website related to the Marketing Preferences they have opted in to 

Contact information

Identity information

Consent

To administer fellowship nominations

Identity information, Contact information, 

Work experience information

Consent

To develop learning materials and publicise courses and events

Photographic information

Legitimate Interest / 

Consent (in some circumstances)

To publish journal content (including name/photo of content author, successful exam candidates, new members, new fellows)

Identity information

Photographic information

Business information

Contact information

Contract or Legitimate Interest (depending on the circumstances) 

To process your application for a role at IBD

Identity information, 

Contact information

Work experience information

Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract   

 

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone, text message or post with information, news, and offers on our services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.  We will always obtain your express opt-in consent before sharing your personal data with third parties for marketing purposes and you will be able to opt-out at any time.

Third Parties advertisers whose content appears on Our Site may use third-party Cookies, as detailed below in Part 14. Please refer to Part 14 for more information on controlling cookies. Please note that we do not control the activities of such third parties, nor the data that they collect and use themselves, and we advise you to check the privacy policies of any such third parties.

We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 13.

If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.

In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.

6. How long will you keep my personal data?

 

Purpose

How long we keep it

Administer Our Site 


TBC

Providing and managing your access to Our Site

TBC

Registering you on Our Site

TBC

Managing your Account on Our Site

TBC

Administering our business

7 years

To supply our membership services to you

7 years after membership ceases

To supply our revision courses or examinations services to you

Revision Courses - Individual records – end of relationship plus 7 years

Examinations – Individual records - Date of Examination + 50 years

Examinations - Results and Awards – Date of Examination + 50 years.

Health & disability information relating to accessibility or dietary requirements will be destroyed immediately after the event.

To supply our events services to you

3 years post event

To manage payments /refunds for our services

7 years after Membership ceases

To communicate with you about the product / service you have purchased

7 years after Membership ceases

To supply newsletters/journals to customers as part of their package

7 years after Membership ceases

To supply communications to registered users of Our Site related to the Marketing Preferences they have opted in to

We retain suppression list records indefinitely to support your data privacy rights

To administer fellowship nominations

7 years after Membership ceases

To develop learning materials and publicise revision courses and events

Indefinitely – published material

To publish journal content (including name/photo of content author, successful exam candidates, new members, new fellows)

Indefinitely – published material

To process your application for a role at IBD

Successful candidates data will be kept for 7 years after employment terminates

Unsuccessful candidates data will be destroyed 1 year post end of recruitment process

   

7. How and where do you store or transfer my personal data?

We may store or transfer some or all of your personal data in countries that are not part of the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). These are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA. This means that we will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation as follows.

We share your data with external third parties, as detailed below in Part 8, which are based outside of the EEA. The following safeguards are applied to such transfers:

  • We use specific contracts with external third parties that are approved by the European Commission for the transfer of personal data to third countries. These contracts require the same levels of personal data protection that would apply under the Data Protection Legislation. More information is available from the European Commission.

OR

  • Where we transfer your data to a third party based in the US, the data may be protected if they are part of the EU-US Privacy Shield. This requires that third party to provide data protection to standards similar to those in Europe. More information is available from the European Commission.

Please contact us using the details below in Part 13 for further information about the particular data protection mechanisms used by us when transferring your personal data to a third country.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

  • limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;
  • procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so

8. Do you share my personal data?

We may sometimes contract with the following third parties to supply certain products or services.

Purpose

Third Parties

Location 

Administer Our Site 

Protech (CRM/Web)

UK

Providing and managing your access to Our Site

Protech (CRM/Web)

UK

Registering you on Our Site

Protech

UK

Managing your Account on Our Site

Protech (CRM/Web)

UK

Administering our business

Auditors

UK

To supply our membership services to you

Protech (CRM/Web) 

UK

To supply our revision courses/ examinations services to you

Protech (CRM/Web)

Examination centres 



Board of Examiners 


Course Tutor

Award Printer 

Award Sponsor 

Questionmark (Assessment Software)

Calibrand (Online marking system)

Moodle (LMS)

Dropbox

Employer (if paid for revision course/examination)

UK

EEA for EEA Candidates/ Outside of EEA for non EEA Candidates


EEA/Outside of EEA

UK

UK

UK

US (Privacy Shield)


UK

UK

US (Privacy Shield)


EEA/outside of EEA

To manage payments /refunds for our services

Worldpay (payment gateway) 

Xero (finance system)

UK

New Zealand/US (Privacy Sheild)

To supply events

Protech (CRM/web)

Events Organisers/IBD Local Section

UK

EEA/Outside of EEA (depending on event location)

To communicate with you about the product / service you have purchased

Protech (CRM/web) 

Sign up to??

IBD Local Section 

UK

UK

EEA/Outside of EEA 

To supply newsletters/journals to customers as part of their package

Sign up to

 Wiley

Protech (CRM/Web)

UK

UK

UK

To supply communications to registered users of Our Website related to the Marketing Preferences they have opted in to

Protech (CRM/Web) 

Sign up to

IBD Local Section 

UK

UK

EEA/Outside of EEA 

To administer fellowship nominations

IBD Local Section

EEA/Outside EEA

To develop learning materials and publicise courses and events

Moodle (LMS)

Protech (CRM/Web) 

UK

UK



To publish journal content (including name/photo of content author, successful exam candidates, new members, new fellows)

Wiley (publishing house)

UK

To process your application for a role at IBD

N/A

 

 

9. How Can I Control My Personal Data?

9.1 In addition to your rights under the Data Protection Legislation, set out in Part 3, when you submit personal data via Our Site, you may be given options to restrict our use of your personal data. In particular, we aim to give you strong controls on our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails and by managing your marketing preferences on your Account).

9.2 You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.

10. Can I Withhold Information?

You may access certain areas of Our Site without providing any personal data at all. However, to use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data.

11. How Can I Access My Personal Data?

If you want to know what personal data we hold about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 13. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible. Please contact us by using the details in Part 13 if you would like us to send you the form to complete. 

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request without undue delay and within a maximum of one month from the receipt of the request. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

12. How Do You use Cookies?

A cookie is a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of our Site. Details of the Cookies used by Our Site are set out below.  

All Cookies used by and on Our Site are used in accordance with current Cookie Law (relevant parts of the Privacy and Electronic and communications regulations 2003).

Certain features of Our Site depend on Cookies to function. Cookie Law deems these Cookies to be “strictly necessary”. These Cookies are shown in the table below. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them. You may still block these Cookies by changing your internet browser’s settings as detailed below, but please be aware that Our Site may not work properly if you do so. We have taken great care to ensure that your privacy is not at risk by allowing them.

The following strictly necessary first-party Cookies may be placed on your computer or device:

  • RequestVerificationToken - This is an anti forgery token (prevent CSRF attack). It guarantees that the poster is the one who gets the form. It prevents from anybody to forge a link and have it activated by a powered user.
  • yourAuthCookie - This cookie keeps you logged into the login sections of our website so that you do not need to re-enter your login details more than once during your visit to the site. It expires when your browser closes.
  • UMB_UPDCHK - Backend specific cookie. They are only seen by site administrators accessing the back end of the website. They are used in maintaining the session state of the logged in user.
  • UMB-XSRF-V - Backend specific cookie. They are only seen by site administrators accessing the back end of the website. They are used in maintaining the session state of the logged in user.
  • UMB_UCONTEXT_C - Backend specific cookie. They are only seen by site administrators accessing the back end of the website. They are used in maintaining the session state of the logged in user.
  • UMB-XSRF-TOKEN - Backend specific cookie. They are only seen by site administrators accessing the back end of the website. They are used in maintaining the session state of the logged in user. 
  • ASP.NET_SessionId - A cookie which is used to identify the users session on the server. The session being an area on the server which can be used to store data in between http requests.

13. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Francesca Williams):

Email address: dataprivacy@ibd.org.uk

Telephone number: +44 (0) 207 499 8144

Postal Address: 44A Curlew Street, London SE1 2ND

 

14. Changes to this Privacy Policy

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date. This Privacy Policy was last updated on 22/07/2019