The new General Data Protection Regulation (GDPR) came into force on the 25th May 2018. This has changed how organisations record, store and use your personal data. Its purpose is to protect the “rights and freedoms” of natural persons (i.e. living individuals) and to ensure that personal data is not processed without their knowledge, and, wherever possible, that it is processed with their consent.
The GDPR and this policy apply to all of CIWEM’s personal data processing functions, including those performed on members’, customers’, clients’, employees’, suppliers’ and partners’ personal data, and any other personal data the organisation processes from any source.
CIWEM is a membership body and not-for-profit organisation.
CIWEM is dedicated to the water and environment sector. We represent and support a community of thousands of members and organisations in around 89 countries. All our members are dedicated to improving water and environmental management as well as associated social and cultural issues, for the benefit of the public. CIWEM provides an extensive range of services to members and non-members.
CIWEM is a registered charity in England and Wales (1043409) and Scotland (SCo38212). CIWEM, CSL Ltd and 106-109 Saffron Hill Management Ltd are part of the CIWEM Group. CSL Ltd (CIWEM Services Limited) is registered in England and Wales Company No. 3166701. 106-109 Saffron Hill Management Ltd is registered in England and Wales Company No. 08822614.
CIWEM’s registered office is 106 –109 Saffron Hill, London EC1N 8SQ.
This version was last updated on 11 May 2018. Historic versions may be obtained by contacting us. Please contact firstname.lastname@example.org
The data protection law in the UK changed on 25 May 2018.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
We may change this policy from time to time by updating this page so please revisit and reread it periodically.
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
Identity Data: includes first name and last name, gender;
Contact Data: includes email address and company/residential address, telephone/mobile number;
Other Identifier Data: includes date of birth, marital status, job title, employer/company details, passport details;
Profile Data: includes dietary requirements, professional areas of interest, feedback and survey responses;
Financial Data: includes bank account and/or payment card details and billing address;
Transactional Data: includes details of payments made by you or by us, attendances at our courses, events, conferences or other services we [or our partners] provide;
Communications Data: includes emails, notes of meetings, conversations or other attendance notes;
Education Data: includes educational data collected, generated or processed through the use of one of our services or a third party’s courses that we have accredited, which may include curriculum vitae (CV) and other information, assignments or course work, scores, grades, tutor or examiner comments.
Technical Data: includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our websites;
Usage Data: includes information about how you use our websites;
Marketing and Communications Data: includes your preferences in receiving marketing from us.
Generally, we do not collect special categories of personal data, which includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. However, there are occasions when you might provide information to us that falls within this category. This might be for the purposes of event and course organisation where you provide your dietary requirements and access needs which we pass to third parties (our caterers and external venue suppliers) to ensure all of your needs are met.
Where we need to collect personal data by law, or under the terms of an agreement we have with you and you fail to provide that data when requested, we may not be able to perform the agreement we have or are trying to enter into with you. In this case, we may have to cancel a service you have with us, but we will notify you if this is the case at the time.
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact email@example.com if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
|To register you as a member, and inform you via email of privileges relating to membership (if applicable)|
|To manage our relationship with you which will include:|
4. Marketing and Communications
|Necessary to comply with a legal obligation|
Necessary for our legitimate interests (to keep our records updated)
|To register you on one of our events|
|To invite you to speak at one of our events|
|Necessary for our legitimate interests to ensure that we have industry experts speaking at our events|
|To register you on one of our courses|
|To invite you to join our team of Trainers|
|Necessary for our legitimate interests to ensure that we have Subject Matter Experts updating our course materials and delivering our training|
|To invite you to contribute to our Journals/Magazines|
|Necessary for our legitimate interests to ensure that our members receive Journals/Magazines that contain relevant articles written by industry experts|
|To respond to any queries that you submit via our websites, or by corresponding with us via post, telephone, or email|
|To provide a newsletter via email containing information about, events, training, policy and other CIWEM related news|
3. Marketing and Communications
|To join our jobs board to receive updates via email containing information about jobs that might be of interest to you|
3. Marketing and Communications
|To enable you to enter a competition or award|
|To administer and protect our business and our websites (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)|
|Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)|
Necessary to comply with a legal obligation
|To use data analytics to improve our website, services, and consumer experiences|
|Necessary for our legitimate interests (to keep our website updated and relevant, to develop our business and to inform our marketing strategy).|
Data is collected from you and about you in a variety of different ways in order to process your requirements and deliver the services you have requested, including through:
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
Click here to Find out more about the types of lawful basis that we will rely on to process your personal data in the Glossary.
You have the right to withdraw consent at any time by contacting firstname.lastname@example.org.
Domain name information that we collect is not used to personally identify you and instead is aggregated to measure the number of visits, average time spent on our website site, pages viewed, etc. We use this information to measure the use of our site and to improve the content of our site for your benefit.
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
You have the right to ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting email@example.com.
A technology called cookies may be used to provide you with tailored information. A cookie is a text-only string of information that we pass to your computer’s hard disk through your web-browser so that the website can remember who you are. Cookies cannot be used by themselves to identify you.
A cookie will typically contain the name of the domain from which the cookie has come, the “lifetime” of the cookie, and a value, usually a randomly generated unique number. Cookies come in many forms, We have set out below the types of cookies we collect and how they are used:
|PHP session cookie||session cookie||PHPSESSID||The PHPSESSID cookie is native to PHP and enables websites to store serialised state data. On our websites it is used to establish a user session and to pass state data via a temporary cookie, which is commonly referred to as a session cookie. As the PHPSESSID cookie has no timed expiry, it disappears when the client is closed.|
|Ad Network, Publisher, Google map||NID|
|NID and PREF are used by Google to store user preference and information when viewing pages with Google maps.|
__utmb, __utmc, __utmz, and __utma cookies allow us to count page visits and traffic sources so we can measure and improve the performance of our site. Google stores the information collected by the cookie on servers in the United States. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google.Click here to learn how to reject or delete the Google cookies.
|www.ciwem.org contains YouTube videos. These videos do not set cookies automatically, but if you play the video then you may have cookies set by YouTube placed on your computer.|
To learn more about cookies please visit http://www.allaboutcookies.org.
To learn how to adjust your browser settings so that cookies aren’t accepted or to delete or block cookies at any time please visit http://www.aboutcookies.org/default.aspx?page=1.
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact firstname.lastname@example.org.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
We may have to share your personal data with the parties set out below for the purposes set out in the table in section 3 above.
Internal Third Parties as set out in the Glossary.
External Third Parties as set out in the Glossary.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Like a great many organisations we rely on external third parties to support our business, these include for example, Microsoft (who provide our email services), ASI (who provide our CRM platform), OVH SAS (who provide website hosting) each of whom has part of their business based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.
Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
Please contact email@example.com if you require further information on the specific mechanism used by us when transferring your personal data out of the EEA.
CIWEM maintains strict physical, electronic, and administrative safeguards to protect your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
CIWEM collects data of individuals under the age of 18 entering The Environmental photographer of the Year and UK Junior Water Prize competitions. Consent from a parent or guardian is required upon entry. CIWEM will only process children’s data for the purposes of administrating the competition entered
Our full details are:
Full name of legal entity: The Chartered Institution of Water and Environmental Management (CIWEM)
Name or title: Director of Membership and Professional Development
Email address: firstname.lastname@example.org
Postal address: 106-109, Saffron Hill, London EC1N 8QS
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:
1. if you want us to establish the data’s accuracy
2. where our use of the data is unlawful but you do not want us to erase it;
3. where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
4. you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
If you wish to exercise any of the rights set out above, please contact email@example.com for further details.
You will not have to pay a fee to access your personal data following 25 May 2018 (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us at firstname.lastname@example.org.
Consent means processing your data where we have your consent.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
Some of our service providers acting as processors who provide IT and system administration services are based outside of the European Economic Area (EEA), so their processing of your personal data will involve a transfer of data outside the EEA.
Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors, PR advisors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance, PR and accounting services.
HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
This policy was last updated on 11/05/2018.
© 2019 Chartered Institution of Water and Environmental Management. All rights reserved.