Privacy Notice

Privacy Notice
 
The CIOB process personal information in order to facilitate a request that has been made by the person. This may be from your attendance at a previous CIOB event or course, entering a competition, previous enquiries in relation to membership or generally, or any other introduction to the Institute where personal details have been collected. Your personal details have been included in the CIOB database and you have been receiving information from CIOB. 
 
Your information will be stored securely on either the Institute’s systems, or on Microsoft Office 365 and Azure platforms which adheres to the EU-U.S. Privacy Shield and EU Model Clauses, with data stored in the UK and Europe.  This storage will include the use of our Customer Relationship Management (CRM) databases, file stores, finance systems and email accounts.  Additional security measures the CIOB has in place include our adherence to PCI-DSS standards, password policies and laptop encryption.  We also provide all staff with training on the principles of data protection and security.
 
We may also share your data with companies who help us provide our services, including our IT service providers who store backup data, companies who assist with our marketing and subscriptions, our magazine publishers and companies who run our governance elections.  Additionally, we may receive qualification information about you from other companies who verify qualifications.  We are satisfied that all our providers are complying with their data protection obligations.
 
Your Rights
 
Where the processing of your personal data is based on consent, you can withdraw that consent at any time.
 
You have the following rights.  You can exercise these rights at any time by contacting us at mydata@ciob.org.uk.  You have the right:
 
•To ask us not to process your personal data for marketing purposes. We will inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes;
•To ask us not to process your personal data where it is processed on the basis of legitimate interests provided that there are no compelling reasons for that processing;
•To ask us not to process your personal data for scientific or historical research purposes, where relevant, unless the processing is necessary in the public interest.
•To request from us access to personal information held about you;
•To ask for the information we hold about you to be rectified if it is inaccurate or incomplete;
•To ask for data to be erased provided that the personal data is no longer necessary for the purposes for which it was collected, you withdraw consent (if the legal basis for processing is consent), you exercise your right to object, set out below, and there are no overriding legitimate ground for processing, the data is unlawfully processed or the data needs to be erased to comply with a legal obligation;
•To ask for the processing of that information to be restricted if the accuracy of that data is contested, the processing is unlawful, the personal data is no longer necessary for the purposes for which it was collected or you exercise your right to object (pending verification of whether there are legitimate grounds for processing);
•To ask for data portability if the processing is carried out by automated means and the legal basis for processing is consent or contract.
 
If data has been collected as a result of attendance and/or completion of a CIOB regulated OFQUAL qualification, the Institute has a statutory right to retain indefinitely this information against a limited set of personal data. Where at certification has been granted another qualification linked to professional membership, this information is stored indefinitely as a record of qualification. 
 
If data has been collected as a result of booking attendance at a CIOB event,  your information will be stored for the purposes of that event only including feedback and evaluation only. It is for you to consent should you wish to receive further information. 
 
If data has been collected as a result of an enquiry through our database, it is collected for the purpose of the enquiry only and all data, unless this has progressed to a membership application, will be erased within 3 months of the completion of that enquiry. 
 
Should you have any issues, concerns or problems in relation to your data, or wish to notify us of data which is inaccurate, please let us know by contacting us using the contact details above. In the event that you are not satisfied with our processing of your personal data, you have the right to lodge a complaint with the relevant supervisory authority, which is the Information Commissioner’s Office (ICO) in the UK, at any time.  The ICO’s contact details are available here: https://ico.org.uk/concerns/.
 
For the purposes of data protection legislation, the data controller is The Chartered Institute of Building (CIOB), 1 Arlington Square, Downshire Way, Bracknell, RG12 1WA.
 
 
Art of Building
 
Your data has been collected as a result of your entry to the competition and will be stored for the purpose of the competition only. 
 
For judging and the public vote, the photographer’s name and description only will be attached to the image. All data is stored for the period of the competition and then deleted prior to the start of the next year’s competition. The only historical information retained is a record of entry to the competition being the name of the image and photographer and email address. 
 
No information shall be used outside of the competition unless individual permission is requested. For further information on the use of data in connection with the competition, please contact Saul Townsend at stownsend@ciob.org.uk.