This privacy notice (the "Privacy Notice") tells you what to expect when the Independent Publishers Guild (IPG) collects personal information. It applies to information we collect about:
- visitors to our Websites;
- members using our services, e.g. subscribing to our e-bulletins, requesting rights or general advice, using IPG’s Discussion Zone forum or taking part in IPG’s Mentoring Programme;
- former and prospective members;
- event speakers, delegates, sponsors, exhibitors, industry suppliers and experts; and
- unsuccessful job applicants. All defined terms contained within the Privacy Notice are defined in our Terms and Conditions.
- What information do we collect about you?
- How do we keep information about you?
- How will we use information about you?
- Use of data processors
- Access to, correction or erasure of your information
- Other websites
- Changes to the Privacy Notice
- How to contact us
1. What information do we collect about you?
The personal information we collect from you will vary depending on the context of your interactions with us and the service we are providing you. It may include, but is not limited to:
- information about you (such as your name, job title, physical and/or postal address, email address, telephone numbers and basic demographic information) obtained directly from you when you apply for membership, voluntarily complete surveys or provide feedback;
- any additional information you choose to provide, such as a profile photograph or biography, when you set up your Profile;
- photographs, video or auditory recordings of speakers, delegates and IPG team members may be taken at IPG events;
- monitoring event attendance, e-bulletin opening and advertisement click-throughs; and
2. How do we keep information about you?
We endeavour to take all reasonable steps to safeguard your personal information, for example:
- access to your Profile is controlled by a username and password which are unique to you;
- all data is stored on secure servers located in the United Kingdom;
- access to your personal information is restricted to only those employees who require it in order to perform their roles.
In addition, the appointed Group Member Administrator (“GMA”) for your company does have the ability to view and edit your Profile information as part of the enhanced site privileges required for the GMA to properly administer the company’s profile.
It should be noted that sending information over the internet is generally not completely secure, and we cannot guarantee the security of your data while it is in transit; any data you send is at your own risk. We have procedures and security features in place to keep your data secure once we receive it.
We will retain your personal data for the length of time required for the purpose or purposes for which it was collected, and which are set out in this Privacy Notice.
3. How will we use information about you?
We will only use your personal data in the following ways:
- to manage your membership, including confirming registration and user details, facilitating membership renewals and collection of subscriptions;
- to send you industry-related marketing communications contained within IPG’s member e-bulletin (you must opt in to receive this, and can opt out at any time – see E-bulletins for further information);
- to notify you of any changes to our policies, the Website and/or Terms of the Website and for general administration of the Website, such as system management;
- to invite you to participate in market research activities such as responding to interview questions or completing online surveys;
- to prepare anonymised information about the demographics of independent publishing businesses to the industry, government and other interested parties for such purposes as developing industry diversity policies and initiatives;
- to provide information which may be of interest to you as an IPG member (such as participation in the IPG Mentoring Programme, blog and training course contributions, speaking and event sponsorship opportunities) and/or user of the Website;
- to alert you by email to member reaction to any postings you may make on the IPG Discussion Zone;
- to alert you to messages left for you at IPG-attended events;
- to promote IPG events using event photography, videography, audiology and/or speaker and delegate names via our social media channels, Website and in event brochures and literature;
- to prevent and detect fraud and other criminal offences.
Other than as descrived above, we will not share your information with third parties, other than our data processors (see Use of data processors for details) without your explicit consent. Third parties advertising on our Website will not have direct access to your name or personal contact information.
4. Use of data processors
Data processors are third parties who provide elements of our member services for us and may include, but are not limited to, organisations such as regulators, law enforcement agencies, social media platforms and website hosts. We have contracts in place with our data processors which prevent them from doing anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
If you have elected to receive our e-bulletins, we will email you on an approximately weekly basis to update you with industry news, events and member offers and other industry-relevant content. If you have consented to receive the e-bulletin, you may opt out at any time by clicking the link at the bottom of any such communication, or by changing your mailing preferences in “My Account” under the Preferences tab.
6. Access to, correction or erasure of your information
Subject to applicable law, you may have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at PO Box 12, Llain, Whitland SA34 0WU. In accordance with our Data Subject Access Request (DSAR) policy, we may ask for further information and/or proof of your identity and will respond to your request within one month of receipt of those. This information will normally be provided free of charge, though we may make a small charge if the request is judged to be manifestly unfounded or excessive.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate; if we agree it is inaccurate we will correct it and, where practicable, destroy the inaccurate information. If we do not agree, we will explain our reasoning and provide details of the supervisory authority (the Information Commissioner’s Office) to which you may complain.
A cookie is a small text file stored on your computer or mobile device by websites you visit. There are two main types of cookie. A session cookie is used in order to allow the services that you request during a session to be provided; once the browser is closed, session cookies terminate. A persistent cookie is stored on your hard drive and does not terminate when the browser is closed, meaning the website that created them will remember your information and settings when you revisit, making access faster and more convenient. In addition, some persistent cookies are used for marketing analytics, such as Google Analytics, to track the number of individual unique users and how they use the website concerned.
In addition to refusing to accept the Website’s cookies, you may choose to reject all or some types of cookies from all websites by managing your browser or mobile device’s settings. You may also delete cookies from your browser or mobile device at your discretion. You can find out more about cookies, including the prevention of their use, at www.allaboutcookies.org/manage-cookies.
8. Other websites
The Website contains links to other websites. The Privacy Notice only applies to this Website, so when you link to other websites you should read their own privacy policies.
9. Changes to the Privacy Notice
We keep the Privacy Notice under regular review and we will place any updates on this web page. You will be alerted to any material changes to the Privacy Notice by email and/or by means of a notice on our home page. The Privacy Notice was last updated on 21 November 2019.
10. How to contact us
Please contact us if you have any questions about the Privacy Notice or information we hold about you:
- write to us at PO Box 12, Llain, Whitland SA34 0WU.