Privacy

INTRODUCTION

The Institution of Fire Engineers (IFE) takes your privacy seriously and will only use your personal information to provide the products and services you have requested from us. This policy sets out the way in which the IFE collects, uses and protects personal data.

1. COLLECTION OF DATA

During the course of its work the IFE collects personal data which identifies individuals. This personal data may include information such as name, age, gender, home address, organisation name, job title, business address, telephone number, email address, membership number and grade, examination records, bank and payment details, education and training details, CPD information, application forms and assessment records.

This personal data is collected by a variety of means, including via paper or electronic forms, face-to-face, by telephone, post, internet and email and at events. Data is retained by the IFE only for as long as it has legitimate reason to do so.

2. USE OF DATA

Personal data held by the IFE may be accessed, retrieved and used by the IFE, trusted associates and suppliers in order to fulfil the IFE’s role.

(i) Members of the IFE

If you are a member of the IFE we will use your personal data to administer and manage your membership of the IFE. For example, for the purposes of assessing membership applications, allocating a membership grade, providing member benefits, internal administration of your membership, taking payments for fees related to your membership and for analytical purposes.

The IFE will share part or all of your personal data with IFE volunteers for the purpose of assessing an application. The IFE will also share all or part of your personal data with IFE branch committee members for the purposes of contacting you about professional developments and opportunities such as IFE membership, qualification, volunteering or CPD events.

The IFE awards professional registrations under licence for the Engineering Council. If an individual applies and is awarded Engineering Council registration under the IFE, the IFE will retain associated data that will also be shared with the Engineering Council.

The IFE’s membership benefits include the quarterly International Fire Professional and the e-newsletter which are used to keep members up to date with the latest news and events from the IFE and fire sector, as well as developments and professional opportunities that are relevant to your IFE membership. Member benefits also include occasional communications from the IFE and its representatives (volunteers and branches) about IFE products and services, including membership, qualifications, volunteering opportunities and CPD events. You can manage your communication preferences at any time and choose to stop receiving these benefits by logging into your MyIFE portal account and visiting the ‘My Preferences’ page.

(ii) Candidates of the IFE

If you have applied to sit the IFE’s qualifications we will use your personal data to administer and manage your exam entry. For example, for the purposes of assessing applications, taking payments for examination fees and for analytical purposes.

The IFE will share part or all of your personal data with your selected examination centre. The IFE will not share your personal data with third parties unless the third party is acting on your behalf, you have provided authorisation in writing, there is a legal imperative to do so or there is a need to share this information with third parties the IFE works with, for example qualification regulators.

Please read the IFE’s Awarding Organisation Privacy Policy for further information.

(iii) Customers of the IFE

If you have registered for any IFE products or services including events, e-alerts or have purchased items from our Online Shop, you will receive essential communications relating to the fulfilment of those products and services. When registering for these services, the IFE requests only the minimum information necessary to fulfil the service required. The IFE does not collate or hold financial information beyond the point where any fees due are processed and will not share your personal details with any third parties.

3. DATA SHARING

The owner of personal data held by the IFE will at all times be the IFE. As the data controller, the IFE takes all reasonable steps to ensure that personal data remains in a secure environment and will never sell personal data to third parties. The IFE works closely with other organisations to perform functions on our behalf in order to administer and manage our services. They are provided with the personal information that is necessary to perform the task and may not use it for any other purpose.

The IFE may only share personal data if it is required to do so by law.

 4. DATA PROCESSING

Personal data held by the IFE may be managed by trusted third party processors. This includes the personal data that relates to members, customers and contacts on our database, which is provided by a UK-based third-party provider called Silverbear. Personal data is securely stored on a server hosted by Rackspace. To read Rackspace’s Privacy Policy click here and to read Silverbear’s Privacy Policy click here.

We also use Pavilion Publishing to send the International Fire Professional and the e-newsletter to members, and Forfront to send email campaigns to the IFE membership. Both providers are UK-based. View Pavilion Publishing’s Privacy Policy and Forfront’s Privacy Policy here.

For payments of the IFE’s products and services, the IFE uses Worldpay. View Worldpay’s Privacy Policy here.

5. OUR WEBSITE

The IFE website uses Google Analytics cookies to track user interaction. We use this data to determine the number of people using our website and to understand how they find and use our web pages and to see their journey through the website. Google Analytics records data such as your geographical location, device, internet browser and operating system but none of this information personally identifies you to the IFE. Google are a third-party data processor – please read their Privacy Policy here.

The IFE website also uses cookies to keep track of a visitor that has logged into the website so that they don’t have to log into subsequent pages they visit. Another cookie is collected that looks after data that is entered during sessions on the websites i.e. data that is entered into online forms. For further information about cookies please visit the ICO website here.

(i) Online application forms

Application forms for all memberships, registrations, examinations, events and grants are available on the IFE website. The IFE takes your privacy seriously and treats all personal information in accordance with EU/UK data protection legislation. When completing the application form, the IFE requests the minimum information necessary to process your application. The information you provide in the application form will be used by the IFE and its representatives for administrative and membership purposes or as required by law. All forms are available to download, complete and return to the IFE with the exception of applications for IFE Affiliate Individuals, Affiliate Organisations and Students which can be completed and paid for online. On completing the application, payment for the associated fee will be required via Worldpay. No financial information is passed to the IFE. To view Worldpay’s Privacy Policy click here.

(ii) News story comments

Should you choose to add a comment to any IFE news stories that we have published in the News section of the website, the name you enter with your comment will be published on the website underneath that particular news story. This information is only used to identify you as a contributor under the comments sections and is not passed on to any third-party data processors. Your comment and its associated personal data will remain on the IFE website unless we see fit to either remove the comment or remove the news post. Should you wish to have the comment and its associated personal data deleted, please email us with your name and the respective article you would like your comment to be removed from.

(iii) Contact us

Should you choose to contact us using the form on our Contact page, a copy of the content will automatically be emailed to the IFE’s main email account (info@ife.org.uk). The IFE does not retain this email unless it is required to do so in order to complete a requested action or it is required by law. When submitting this form, the system also automatically collates its content and stores it in the website database which is deleted every four weeks.

(iv) E-alerts

If you choose to sign up to the IFE’s e-alerts via the website your name and email address will be required along with the frequency preference and email format. Once signed up to receive these alerts, these details will be stored in the IFE’s website database which is then retained for the duration of this subscription. Should you wish to unsubscribe from the alerts you can click the unsubscribe link at the bottom of any IFE e-alert received. Once unsubscribed your information will be removed from the website database.

The IFE website may contain links to other websites of interest. Please note, these websites are not controlled or monitored by the IFE. These sites may independently send you cookies and collect data and information. The IFE is not responsible for and does not accept any liability for their actions or the content of their sites.

 6. DATA BREACHES

We will report any unlawful data breach of this website’s database or the IFE’s database to any and all relevant persons and authorities within 72 hours of the breach if it is apparent that personal data stored in an identifiable manner has been stolen.

 7. DATA CONTROLLER

The data controller of this website is:
The Institution of Fire Engineers (IFE), a Scottish registered charity registered in Scotland No. 13267 (Scottish Charity Number 12694).

The registered office is:
Scottish Fire and Rescue Service, 93 McDonald Road, Edinburgh and the trading address is: IFE House, 64-66 Cygnet Court, Timothy’s Bridge Road, Stratford-upon-Avon, CV37 9NW, United Kingdom.

 8. CONTACT DETAILS

If you have any comments, questions or concerns about how the IFE handles person data, or in relation to your personal data held by the IFE, please contact the IFE’s Data Protection Officer:

Dr Graham Cory, Chief Executive, Institution of Fire Engineers (IFE). Email: dataprotection@ife.org.uk

The office is open from Monday to Friday between 8.30am – 4.30pm. Where we have to seek assistance from elsewhere in order to respond to a query, we will advise that this is the case and provide an estimate as to when a reply will be provided.

 9. ACCESSING, MODIFYING OR ERASING YOUR PERSONAL DATA

You have the right to access a copy of the personal data that we hold on you. To submit a subject access request please email the Data Protection Officer using the details in section 8. Please note, where requests require significant administrative input or where further copies of previously requested information are required, the IFE reserves a right to charge a fee.

If you believe that any information we are holding on you is incorrect or incomplete, please update your details on the MyIFE portal here. After logging in to the MyIFE portal, please navigate to the ‘My Details’ page and update your information. Alternatively, please email the IFE’s Data Protection Officer.

Individuals may also request that their personal data is erased by emailing the IFE’s Data Protection Officer.

In the case of lapsed or cancelled membership and/or registrations, the IFE will continue to hold information for a limited amount of time. This enables us to reinstate your lapsed membership and/or registration and also provide evidence of your membership and/or registration should this be required in the future. Your transaction history which will simply outline your paid fees will also be stored. We will not store your financial information. Should you wish to erase this information, the IFE will continue to hold your basic data including your name, date of birth, membership grade and dates of active membership or registration. Should you wish for the IFE to delete the basic information we hold on you, individuals should be aware that this action will mean that the IFE erases all electronic and hardcopy information and therefore will not be able to provide information or evidence on your past membership or registration status. Exam candidates should refer to the IFE’s Awarding Organisation Privacy Policy here.

 10. CHANGES TO OUR PRIVACY POLICY

From time to time this privacy policy may change in line with legislation or industry developments. We will not explicitly inform you of these changes and instead recommend that you check this page occasionally for any policy changes.