The Institute of Quarrying Data Protection Policy
The Institute of Quarrying need to collect and use certain types of information about the Individuals or Service Users who come into contact with The Institute of Quarrying in order to carry on our work. This personal information must be collected and dealt with appropriately whether is collected on paper, stored in a computer database, or recorded on other material and there are safeguards to ensure this under the Data Protection Act 1998. The Institute of Quarrying are registered with the Data Commissioners Office.
- Data Controller
The Institute of Quarrying is the Data Controller under the Act, which means that it determines what purposes personal information held, will be used for. It is also responsible for notifying the Information Commissioner of the data it holds or is likely to hold, and the general purposes that this data will be used for.
The Institute of Quarrying may share data with other agencies such as the local authority, funding bodies and other voluntary agencies.
The Individual/Service User will be made aware in most circumstances how and with whom their information will be shared. There are circumstances where the law allows The Institute of Quarrying to disclose data (including sensitive data) without the data subject’s consent.
- Carrying out a legal duty or as authorised by the Secretary of State
- Protecting vital interests of an Individual/Service User or other person
- The Individual/Service User has already made the information public
- Conducting any legal proceedings, obtaining legal advice or defending any legal rights
- Monitoring for equal opportunities purposes – i.e. race, disability or religion
- Providing a confidential service where the Individual/Service User’s consent cannot be obtained or where it is reasonable to proceed without consent: e.g. where we would wish to avoid forcing stressed or ill Individuals/Service Users to provide consent signatures.
The Institute of Quarrying regards the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal.
The Institute of Quarrying intends to ensure that personal information is treated lawfully and correctly.
To this end, The Institute of Quarrying will adhere to the Principles of Data Protection, as detailed in the Data Protection Act 1998.
Specifically, the Principles require that personal information:
- Shall be processed fairly and lawfully and, in particular, shall not be processed unless specific conditions are met,
- Shall be obtained only for one or more of the purposes specified in the Act, and shall not be processed in any manner incompatible with that purpose or those purposes,
- Shall be adequate, relevant and not excessive in relation to those purpose(s)
- Shall be accurate and, where necessary, kept up to date,
- Shall not be kept for longer than is necessary
- Shall be processed in accordance with the rights of data subjects under the Act,
- Shall be kept secure by the Data Controller who takes appropriate technical and other measures to prevent unauthorised or unlawful processing or accidental loss or destruction of, or damage to, personal information,
- Shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of Individuals/Service Users in relation to the processing of personal information.
The Institute of Quarrying will, through appropriate management and strict application of criteria and controls:
- Observe fully conditions regarding the fair collection and use of information
- Meet its legal obligations to specify the purposes for which information is used
- Collect and process appropriate information, and only to the extent that it is needed to fulfill its operational needs or to comply with any legal requirements
- Ensure the quality of information used
- Ensure that the rights of people about whom information is held, can be fully exercised under the Act. These include:
- The right to be informed that processing is being undertaken,
- The right of access to one’s personal information
- The right to prevent processing in certain circumstances and
- The right to correct, rectify, block or erase information which is regarded as wrong information)
- Take appropriate technical and organisational security measures to safeguard personal information
- Ensure that personal information is not transferred abroad without suitable safeguards
- Treat people justly and fairly whatever their age, religion, disability, gender, sexual orientation or ethnicity when dealing with requests for information
- Set out clear procedures for responding to requests for information
- Data collection
Informed consent is when
- An Individual/Service User clearly understands why their information is needed, who it will be shared with, the possible consequences of them agreeing or refusing the proposed use of the data
- And then gives their consent.
The Institute of Quarrying will ensure that data is collected within the boundaries defined in this policy. This applies to data that is collected in person, or by completing a form.
When collecting data, The Institute of Quarrying will ensure that the Individual/Service User:
- Clearly understands why the information is needed
- Understands what it will be used for and what the consequences are should the Individual/Service User decide not to give consent to processing
- As far as reasonably possible, grants explicit consent, either written or verbal for data to be processed
- Is, as far as reasonably practicable, competent enough to give consent and has given so freely without any duress
- Has received sufficient information on why their data is needed and how it will be used
- Data Storage
Information and records relating to service users will be stored securely and will only be accessible to authorised staff.
Information will be stored for only as long as it is needed or required statute and will be disposed of appropriately.
It is The Institute of Quarrying’s responsibility to ensure all personal and company data is non-recoverable from any computer system previously used within the organisation, which has been passed on/sold to a third party.
6. Data access and accuracy
All Individuals/Service Users have the right to access the information The Institute of Quarrying holds about them. The Institute of Quarrying will also take reasonable steps ensure that this information is kept up to date by asking data subjects whether there have been any changes.
In addition, The Institute of Quarrying will ensure that:
- It has a Data Protection Officer with specific responsibility for ensuring compliance with Data Protection
- Everyone processing personal information understands that they are contractually responsible for following good data protection practice
- Everyone processing personal information is appropriately trained to do so
- Everyone processing personal information is appropriately supervised
- Anybody wanting to make enquiries about handling personal information knows what to do
- It deals promptly and courteously with any enquiries about handling personal information
- It describes clearly how it handles personal information
- It will regularly review and audit the ways it hold, manage and use personal information
- It regularly assesses and evaluates its methods and performance in relation to handling personal information
- All staff are aware that a breach of the rules and procedures identified in this policy may lead to disciplinary action being taken against them
This policy will be updated as necessary to reflect best practice in data management, security and control and to ensure compliance with any changes or amendments made to the Data Protection Act 1998.
In case of any queries or questions in relation to this policy please contact The Institute of Quarrying Chief Executive Officer.
The Institute of Quarrying Privacy Statement
- Introduction and General Terms
In order to provide you with the full range of IQ services, we sometimes need to collect information about you. This Privacy Statement explains the following:
- what information IQ may collect about you;
- how IQ will use information we collect about you;
- when IQ may use your details to contact you;
- whether IQ will disclose your details to anyone else;
- your choices regarding the personal information you provide to us;
The IQ website(s) may contain hyperlinks to websites owned and operated by third parties. These third party websites have their own privacy policies, including cookies, and we urge you to review them. They will govern the use of personal information you submit or is collected by cookies whilst visiting these websites. We do not accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk.
- What information will IQ collect about me?
When you join, participate in, access or sign up to any of the IQ's services, activities or online content, such as newsletters, competitions, live chats and webinars, message and discussion boards, telephone or text IQ, vote, book onto IQ events or register to use IQ’s website we receive personal information about you. This can consist of information such as your name, email address(es), postal address(es), telephone and mobile number, date of birth, employment and employer details, professional interests and areas of work. By submitting your details, you enable IQ (and where applicable its contractors) to provide you with the services, activities or online content you select.
Please note that sometimes we will require you to provide additional personal information, and sometimes sensitive personal information (e.g. if you are sending in an application to be a member of a committee, steering group, Council or Board, assessor or examiner). When we do this we will provide further information as to why we are collecting your information and how we will use it.
- How will IQ use the information they collect about me?
IQ will use your personal information for a number of purposes including the following:
- to provide our services, activities or online content and to deal with your requests and enquiries;
- for "service administration purposes", which means that IQ may contact you for reasons related to the service, activity or online content you have signed up for, as set out in paragraph 4 below (e.g. to provide you with password reminders or to notify you that a particular service, activity or online content has been suspended for maintenance);
- to contact you about your membership, events and conference bookings, online payments and other online transactions;
- to provide you with information about our services, activities or online content;
- to personalise the way IQ content is presented to you (we may present this information or a link to it on your member details page or homepage);
- to use IP addresses to identify the location of users, to block disruptive use, to establish the number of visits from different countries and to determine whether you are accessing the services from the UK or not;
- to monitor and analyse IQ website usage; and
- to analyse and improve the services offered on IQ websites.
- When will IQ contact me?
IQ may contact you:
- in relation to your membership, any service, activity, event, conference or online activity you have signed up for in order to ensure that IQ can deliver the services to you;
- where you have opted to receive further correspondence;
- in relation to any contribution you have submitted to IQ, e.g. on IQ message boards or via text or voicemail message;
- to invite you to participate in surveys about IQ services (participation is always voluntary); and
- for IQ marketing purposes (see paragraph 5 below).
- Will I be contacted for marketing purposes?
IQ focuses on providing you with the knowledge, skills and tools for your professional development and we will contact you for IQ specific marketing purposes that fulfil this objective. These include the promotion of new services, activities or online content, and invitations to events and conferences. You may opt-out of receiving IQ marketing by contacting us.
- Will IQ share my personal information with anyone else?
We will keep your information secure and confidential except where disclosure is required or permitted by law (for example to government bodies and law enforcement agencies) or as described in paragraph 7 below. Generally, we will only use your information within IQ.
IQ employs some third parties to deliver online and offline services (e.g. publishing Quarry Management magazine, managing the IQ website(s), monitoring and analysing website statistics) and requires third parties to comply strictly with its instructions that they do not use your personal information for their own business purposes.
- Offensive or inappropriate content on the IQ website
If you post or send offensive, inappropriate or objectionable content anywhere on or to the IQ websites or otherwise engage in any disruptive behaviour on any IQ service, IQ may use your personal information to stop such behaviour.
Where IQ reasonably believes that you are or may be in breach of any of the laws of England and Wales (or the law of Scotland if you live there) (e.g. because content you have posted may be defamatory), IQ may use your personal information to inform relevant third parties such as your employer, school/college/university, email/internet provider or law enforcement agencies about the content and your behaviour.
- What if I am a user aged 16 or under?
If you are aged 16 or under, please get your parent/guardian's permission before you provide any personal information to IQ. Users without this consent are not allowed to provide us with personal information.
- How long will IQ keep my personal information?
We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with IQ or IQ's retention schedule. If you cancel your membership with IQ, your personal information is securely retained for an undetermined period and may be used for analytical purposes.
Where you contribute material to IQ we will generally only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted. Some content submitted to, or shared with, IQ may be retained for prolonged periods of time or potentially indefinitely in an archive, to document the development and history of the profession. There may also be rare instances where we will share your contribution with third parties in the interests of IQ and the quarrying profession.
- Can I find out what personal information IQ holds about me?
Under the Data Protection Act you have the right to request a copy of the personal information that IQ holds about you and to have any inaccuracies corrected. (We require you to prove your identity with 2 pieces of approved identification). We will use reasonable efforts to supply, correct or delete personal information about you on our files.
8a Regan Way,
Chetwynd Business Park,
- Cookies Policy - Information IQ collects from you
- What is a cookie?
A cookie is a small amount of data, which often includes a unique identifier that is sent to your computer or mobile phone (referred to here as a "device") browser from a website's computer and is stored on your device's hard drive. Each website can send its own cookie to your browser if your browser's preferences allow it, but (to protect your privacy) your browser only permits a website to access the cookies it has already sent to you, not the cookies sent to you by other websites. Many websites do this whenever a user visits their website in order to track online traffic flows.
On IQ's websites, cookies record information about your online preferences and allow us to tailor the websites to your interests. Users have the opportunity to set their devices to accept all cookies, to notify them when a cookie is issued, or not to receive cookies at any time. The last of these means that certain personalised features cannot then be provided to that user and accordingly they may not be able to take full advantage of all of the website's features. Each browser is different, so check the "Help" menu of your browser to learn how to change your cookie preferences.
This is done on a repeat visit by checking to see, and finding, the cookie left there on the last visit.
Information supplied by cookies can help us to analyse the profile of our visitors and help us to provide you with a better user experience.
- Third Party Cookies on IQ pages
If you have any questions or comments about this Privacy Statement please contact:
8a Regan Way,
Chetwynd Business Park,
15th June 2017