This document explains how the Institute of Concrete Technology (ICT) uses the personal data it collects for the purpose of carrying out its functions as a professional institute, sets out your rights and aims to answer any queries you may have about your personal data.
The categories of personal information that we collect, process, hold and share and retain
Why we collect and use this information
- Members – referred to in this document as membership information, including correspondence, and membership or registration applications (with career details and sponsors’ signatures), names, affiliations, telephone numbers, email and postal addresses, date and grade of membership, subscription payment records, and CPD.
- Delegates at ICT events – including names, job titles, affiliations, contact and payment details, and dietary requirements.
- Candidates for ICT examination – including names, candidate number, examination centre, course provider, contact and payment details, examination scripts, a record of marks earned and any resulting qualifications awarded.
- Suppliers, advertisers and contributors (speakers, authors etc.) – referred to as business information, including names, qualifications, affiliations, job titles, presentations or papers, payment details.
- Contacts with individuals and organisations with which we have contact as part of the work carried out by ICT as an institute, including names, contact details and details of matters of professional interest.
We use this information to enable us to offer membership and related benefits, carry out the specific functions for which we are responsible and to manage our operational, financial and contractual arrangements. Limited details of relevant contacts may be used, by consent, for marketing purposes, drawing attention to the Institute’s work (eg. specific technical events) and the benefits of membership.
The lawful basis on which we use this information
We collect and use this information as follows:
Membership information: where the data subject has given consent to the processing of his or her personal data for the purpose of identifying membership and related qualifications, collecting and recording subscription payments, communicating throughout the year and delivering the Yearbook and Newsletter. We deem the process of applying to represent an active and informed consent. In some cases (eg financial records) it is necessary to process and retain records in compliance with a legal obligation.
Delegates’, Candidates’ and Suppliers’ information: where processing is necessary for the performance of a contract. In some cases (eg financial records) it is necessary to process and retain records in compliance with a legal obligation.
Contact information: where processing is necessary for the performance of a task which is in the legitimate interests of a professional institute. This includes responding to enquiries and marketing. In some cases (eg financial records) it is necessary to process and retain records in compliance with a legal obligation.
Retaining this information
We will not keep your personal information for any purpose longer than is necessary and will only retain that which is necessary in relation to the purpose.
We hold some data for up to six years, depending on its importance and having regard to the Statute of Limitations (The Limitation Act 1980). However, minutes of our meetings contain details of attendance and matters discussed with our members will be retained in perpetuity or until it is considered that they are no longer required for record purposes on grounds of historical value. Likewise delegate lists from ICT events will be retained as part of the record of proceedings.
Membership details will be retained in full for up to three years following a lapsed subscription, to facilitate reinstatement, and thereafter reduced to a skeleton record.
Exam scripts are destroyed after a period of three years, though approved ACT Project Reports will be held in the Concrete Society’s library indefinitely. These may be marked ‘confidential’ on request.
Payment details – eg. credit card numbers – will be destroyed once the transaction is complete and accounted for.
Details of enquiries will be retained for up to three years.
Storing this information
Personal information records are stored either on paper or computer. Paper-based records are stored in a filing system at the ICT’s office and computer records on a secure server, subject to password-protection and online security arrangements. A limited number of personal details may be transferred to the laptops or PCs used by the Institute’s honorary officers for processing applications or other short-term operational tasks. An active list of members (names and numbers) will be maintained on the ICT website for all to see.
Sharing this information
The ICT will share personal data only within the membership, or – for specific purposes – with the partner organisations with which it has contractual arrangements. These include the Concrete Society (for administrative support); course providers and examination centres (for admissions and the conduct of examinations); the Society of Environmental Engineers and Engineering Council (for professional registration). The Institute’s list of members, in which members are identified by name and membership number only, is posted on the public website, but the content of membership applications remains confidential to the Admissions & Membership Committee and ICT Council.
If at any point you believe the personal information relating to you that ICT hold may be incorrect, you may request to see this information and have it corrected and deleted.
If your personal data held by ICT is based on consent only, you have the right to withdraw that consent at any time, and this will not affect the lawfulness of processing based on consent before its withdrawal. Be aware that your continued membership is dependent on us holding the relevant information.
If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer, who will investigate the matter, consult with the data controller and respond to you as expeditiously as possible. If you are not satisfied with our response, or believe we are processing your personal data in a way that is not in accordance with the law, you can complain to the Information Commissioner’s Office.
The Data Controller is the ICT, represented by its Executive Officer (currently Edwin Trout), whom you can contact by email. Or telephone: +44 (0)1276 607 140. The role of Data Protection Officer is fulfilled by the honorary chairman of the Admissions & Membership Committee (currently Richard Boult), whom you can contact via the ICT:
The Institute of Concrete Technology
4 Meadows Business Park
CAMBERLEY GU17 9AB