Privacy notice

Privacy Notice of the International Practice Group (IPG) a company limited by guarantee incorporated in England and Wales under no 02315032 whose registered office is at Leytonstone House, Leytonstone, London E11 1GA.

Following new data privacy law introduced in the UK in May 2018, we have published a formal Privacy Notice to explain how we use and protect your personal information at IPG , in accordance with the provisions of all relevant data protection legislation, including the new General Data Protection Regulation (GDPR).

IPG takes the protection of your privacy very seriously.

We will only use your personal information to work with our members and assist them
with their requirements as well as send out information and newsletters to our members and anyone who has registered with us to receive publications from us and to meet our legal responsibilities.

How do we collect information from you?

We obtain information about you when you become a member of IPG or enquire about applying for membership or register to receive our newsletters and/or when you contact us through our website or by email, via social media, telephone or post. We may also obtain information about you from third parties and/or publicly available resources such as Companies House.

What type of information do we collect from you?

The personal information we collect from you will vary depending on why you have contacted us. The personal information we collect might include your name, address, telephone number, email address, your photo, your VAT number, fiscal code, bank account details, your IP address, which pages you may have visited on our website and when you accessed them.

How is your information used?

In general terms, and depending on which services you engage us to deliver, as part of providing our agreed services we may use your information to:

• contact you by post, email or telephone
• verify your identity where this is required
• understand your needs and how they may be met
• maintain our records in accordance with applicable legal and regulatory obligations
• process financial transactions
• prevent and detect crime, fraud or corruption

Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes for which it is collected.

When assessing what retention period is appropriate for your personal data, we take into consideration:

• the requirements of our organisation and the services provided
• any statutory or legal obligations
• the purposes for which we originally collected the personal data
• the lawful grounds on which we based our processing
• the types of personal data we have collected
• the amount and categories of your personal data

What is the lawful basis for our processing your information?

We rely on the following legal bases to use your personal data:

• on a contractual basis where it is needed by us to perform our contractual obligations to our clients, third party/data sharers, suppliers and employees.
• Where it is in our legitimate interests to do so to make and/or to maintain contact with our corporate contacts to provide them with various information and communications.
• With your consent for our non-corporate contacts to maintain contact with various information including direct marketing communications.

Who has access to your information?

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes.

Any staff with access to your information have a duty of confidentiality under the ethical standards that this firm is required to follow.

Third Party Service Providers working on our behalf.

We may pass your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf, for example to process payroll, basic bookkeeping or to provide your details to potential referrers.

However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.

Please be assured that we will not release your information to third parties unless you have requested that we do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention and detection of crime, fraud or corruption

Updating your information

Keeping your information up to date and accurate is important to us. We commit to regularly review and correct where necessary, the information that we hold about you. If any of your information changes, please email or write to us, or call us using the ‘Contact information’ noted below.

Security precautions in place to protect the loss, misuse or alteration of your information

We have put in place commercially reasonable and appropriate security measures to prevent 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 data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Your rights in connection with personal data

Under certain circumstances, by law you have the right to:

• Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.
• Request correction of the personal data that we hold about you.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this basis. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.

If you want to exercise any of the above rights, please let us know by contacting us as indicated under ‘Contact information’ below.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive.

Alternatively, we may refuse to comply with the request in such circumstances.

Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose (for example, in relation to direct marketing that you have indicated you would like to receive from us), you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent please let us know by contacting us as indicated under ‘Contact information’ below.

Once we have received notification that you have withdrawn your consent, we will no longer process your personal information (personal data) for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Changes to our privacy notice

We keep this privacy notice under regular review and will place any updates on our website at https://www.ipg-online.org

This privacy notice will be effective from 31 March 2019.