Privacy Policy
Background
The Fire Industry Association Limited (FIA) understands that your privacy
is important to you and that you care about how your personal data is used. We respect and value the
privacy of all of our customers and will only collect and use personal data in ways that are described
here, and in a way that is consistent with our obligations and your rights under the law.
The
FIA uses a third-party provider 'Microsoft Dynamics' to record all information regarding members and
users of our training courses, FIM-Expo's delegates and delegates at our AGM Annual Lunch, however we do
not sell or share any registered data to third parties except as explained for specific purposes
including our members that exhibit at FIM Expo.
1. Definitions and Interpretation
In this Policy the following
terms shall have the following meanings:
"Account" means an
account required to access and/or use certain areas and features of our Web
Site;
"Cookie" means a small text file placed on your computer or
device by our Site when you visit certain parts of our Site and/or when you use certain features of our
Site. Details of the Cookies used by our Site are set out in Part 14, below;
"Cookie
Law" means the relevant parts of the Privacy and Electronic Communications (EC
Directive) Regulations 2003;
2. Information about us
Our
Site is owned and operated by the FIA, a limited company registered in England under company number
05989140.
Registered address: Tudor House, Kingsway Business Park, Oldfield Road, Hampton,
Middlesex, TW12 2HD, VAT number: 397984759.
3. What Does This Policy
Cover?
This Privacy Policy applies only to your use of our Site. Our Site may
contain links to other websites. Please note that we have no control over how your data is collected,
stored, or used by other websites and we advise you to check the privacy policies of any such websites
before providing any data to them.
4. What is Personal
Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation
2016/679) (the “GDPR”) as 'any information relating to an identifiable person who can be directly or
indirectly identified in particular by reference to an identifier'.
Personal data is, in
simpler terms, any information about you that enables you to be identified. Personal data covers obvious
information such as your name and contact details, but it also covers less obvious information such as
identification numbers, electronic location data, and other online
identifiers.
5. What Are My Rights?
Under the GDPR, you
have the following rights, which we will always work to uphold:
a. The right
to be informed about our collection and use of your personal data. This Privacy Notice should tell you
everything you need to know, but you can always Contact Us to find out more or to ask any questions
using the details in Part 15.
b. The right to access the personal data we hold
about you. Part 13 will tell you how to do this.
c. The right to have your
personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please
contact us using the details in Part 15 to find out more.
d. The right to be
forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we
have. Please contact us using the details in Part 15 to find out more.
e. The
right to restrict (i.e. prevent) the processing of your personal data.
f. The
right to object to us using your personal data for a particular purpose or purposes.
g.
The right to data portability. This means that, if you have provided personal data to us directly,
we aim using it with your consent or for the performance of a contract, and that data is processed using
automated means, you can ask us for a copy of that personal data to re-use with another service or
business in many cases.
h. Rights relating to automated decision-making and
profiling. We do not use your personal data in this way. For more information about our use of your
personal data or exercising your rights as outlined above, please contact Us using the details provided
in Part 15.
Further information about your rights can also be obtained from the Information
Commissioner's Office or your local Citizens Advice Bureau.
If you have any cause for
complaint about our use of your personal data, you have the right to lodge a complaint with the
Information Commissioner's Office.
6. What Personal Data Do You
Collect?
We may collect some or all of the following personal data (this may vary
according to your relationship with us):
• Name;
• Date of
birth;
• National Insurance number;
• Gender;
• Address;
• Email address;
• Telephone
number;
• Business name;
• Job title;
•
Profession;
• Payment information;
• Information about
your preferences and interests;
• IP address;
• Web browser
type and version;
• Operating system;
• A list of URLs
starting with a referring site, your activity on our site, and the site you exit
to;
7. How Do You Use My Personal Data?
Under the
GDPR, we must always have a lawful basis for using personal data. This may be because the data is
necessary for our performance or a contract with you, because you have consented to our use of your
personal data, or because it is in our legitimate business interests to use it. Your personal data may
be used for one of the following purposes:
• Providing and managing your
Account.
• Providing and managing your access to our Site;
•
Personalising and tailoring your experience on our Site;
• Supplying our
products and services to you. Your personal details are required in order for us to enter into a
contract with you.
• Personalising and tailoring our products and services for
you.
• Communicating with you. This may include responding to emails or calls from
you.
• Supplying you with information by email and post that you have opted-in to
(you may unsubscribe or opt-out at any time by clicking the unsubscribe link at the bottom of our emails
or changing your preferences within your online account).
• Analysing your use of
our Site and gathering feedback to enable us to continually improve our Site and your user
experience.
With your permission and/or where permitted by law, we may also use your personal
data for marketing purposes, which may include contacting you by email and/or telephone and/or text
message and/or post with information, news, and offers on our products and/or services. You will not be
sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with
our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations
2003, and you will always have the opportunity to opt-out.
Third Parties whose content appears
on our Site may use third-party Cookies, as detailed below in Part
14. Please refer to Part
16 for more information on controlling cookies. Please note that we do not control the activities
of such third parties, nor the data that they collect and use themselves, and we advise you to check the
privacy policies of any such third parties.
8. How Long Will You Keep
My Personal Data?
We will not keep your personal data for any longer than is
necessary in light of the reason(s) for which it was first collected. Your personal data will therefore
be kept for the following periods (or, where there is no fixed period, the following factors will be
used to determine how long it is kept):
• We retain your account information until
you tell us you want your account deleted unless the information is required to comply with our legal
obligations.
9. How and Where Do You Store or Transfer My Personal
Data?
We may store or transfer some or all of your personal data in countries
that are not part of the European Economic Area (the “EEA” consists of all EU member states, plus
Norway, Iceland, and Liechtenstein). These are known as “third countries” and may not have data
protection laws that are as strong as those in the UK and/or the EEA. This means that We will take
additional steps in order to ensure that your personal data is treated just as safely and securely as it
would be within the UK and under the GDPR as follows.
We will not share your data with others,
unless there is a specific need to, an example would be a joint hosted seminar with another trade body
and where this involves the transfer of personal data outside the EEA, we will ensures that personal
data is protected by requiring all users within the arrangement to follow the same rules with respect to
personal data usage. These are known as “binding corporate rules”. More information on binding corporate
rules is available from the European Commission.
We may share your data with external third
parties, as detailed below in Part 10, that are based outside of the EEA. The following safeguards are
applied to such transfers:
We use specific contracts with external third parties that are
approved by the European Commission for the transfer of personal data to third countries. These
contracts ensure the same levels of personal data protection that would apply under the GDPR. More
information is available from the European Commission.
Where We transfer your data to a third
party based in the US, this may be protected if they are part of the EU-US Privacy Shield. This requires
that third party to provide data protection to standards similar to those in Europe. More information is
available from the European Commission.
Please contact us using the details below in Part
17 for further information about the particular data protection mechanism used by us when
transferring your personal data to a third country.
The security of your personal data is essential
to us, and to protect your data, we take a number of important measures, including the
following:
• Various physical, electronic and managerial procedures to
safeguard and secure the information we collect.
• We will ensure there is a Data
Processing Agreement in place with any third party processors.
10. Do
You Share My Personal Data?
We may share your personal data with others to
provide products and/or services and to communicate with you. This includes partners that provide
exhibition services for example UBM as well as BSI (Standards). We may sometimes contract with the
following third parties to supply products and/or services to you on our behalf. These may include
payment processing, delivery, and marketing. In some cases, those third parties may require access to
some or all of your personal data that we hold.
If any of your personal data is required by a third
party, as described above, We will take steps to ensure that your personal data is handled safely,
securely, and in accordance with your rights, our obligations, and the third party's obligations under
the law, as described above in Part 9.
If any personal data is transferred outside of the EEA,
We will take suitable steps in order to ensure that your personal data is treated just as safely and
securely as it would be within the UK and under the GDPR, as explained above in Part 9.
In some
limited circumstances, We may be legally required to share certain personal data, which might include
yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or
the instructions of a government authority.
11. Analytics/Data
Recording
Google Analytics is used to collect standard internet log information and
details of visitor behaviour patterns for the FIA website https://www.fia.uk.com ;
https://www.fiaao.com/
and https://www.fiatraining.com ; https://www.fim-expo.com FIA
does this to find out things such as the number of visitors to the various pages of the site. This
information is only processed in a way which does not identify anyone. FIA does not make, and do not
allow Google to make, any attempt to find out the identities of those visiting our website. FIATraining
is a website used by us linked to Google Ad-words to market and promote our training courses, click
throughs direct candidates to specific courses.
12. Social Media/News
Media
FIA uses third party providers, Twitter, Facebook, LinkedIn, Youtube, Google+
and Sprout Social to manage our social media interactions. If you send any FIA social media
account a private or direct message via social media the message will be stored in accordance with their
retention policies. If this is not a predetermined time, this will be retained indefinitely for our
records.
13. How Can I Control My Personal Data?
In
addition to your rights under the GDPR, set out in Part 5, when you submit personal data via our Site,
you may be given options to restrict our use of your personal data. In particular, we aim to give you
strong controls on our use of your data for direct marketing purposes (including the ability to opt-out
of receiving emails from us which you may do by unsubscribing using the links provided in our emails and
at the point of providing your details and by managing your Account).
You may also wish to sign
up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the
TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the
MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these
services will not prevent you from receiving marketing communications that you have consented to
receive.
14. Can I Withhold Information?
You may
access certain areas of our Site without providing any personal data at all. However, to use all
features and functions available on our Site you may be required to submit or allow for the collection
of certain data.
You may restrict our use of Cookies. For more information, see Part 16 and our
Cookie Policy.
15. How Can I Access My Personal
Data?
If you want to know what personal data we have about you, you can ask us
for details of that personal data and for a copy of it (where any such personal data is held). This is
known as a “subject access request”.
All subject access requests should be made in writing and
sent to the email or postal addresses shown in Part 17.
There is not normally any charge for a
subject access request. If your request is 'manifestly unfounded or excessive' (for example, if you make
repetitive requests) a fee may be charged to cover our administrative costs in responding.
We
will respond to your subject access request within 21 days and, in any case, not more than one month of
receiving it. Normally, we aim to provide a complete response, including a copy of your personal data
within that time. In some cases, however, particularly if your request is more complex, more time may be
required up to a maximum of three months from the date we receive your request.
You will be kept
fully informed of our progress.
16. How Do We Use
Cookies?
Our Site may place and access certain first-party Cookies on your
computer or device. First-party Cookies are those placed directly by us and are used only by us. We use
Cookies to facilitate and improve your experience of our Site and to provide and improve our products
and services. By using our Site, you may also receive certain third-party Cookies on your computer or
device. Third-party Cookies are those placed by websites, services, and/or parties other than us.
Third-party Cookies are used on our Site for providing live chat, marketing and feedback submission. In
addition, our Site uses analytics services provided by Google Analytics, which also use Cookies. Website
analytics refers to a set of tools used to collect and analyse usage statistics, enabling us to better
understand how people use our Site. For more details, please refer to our Cookie
Policy.
17. How Do I Contact You?
To contact us
about anything to do with your personal data and data protection, including to make a subject access
request, please forward to the following: Martin Duggan:
Email address: info@fia.uk.com
Telephone number: 020 3166 5002
Postal Address: Tudor House,
Kingsway Business Park, Oldfield Road
Hampton, Middlesex, TW12 2HD
18.
Changes to this Privacy Notice
We may change this Privacy Notice from time
to time. This may be necessary, for example, if the law changes, or if we change our business in a way
that affects personal data protection.
Any changes will be immediately posted on our Site and
you will be deemed to have accepted the terms of the Privacy Policy on your first use of our Site
following the alterations. We recommend that you check this page regularly to keep up-to-date.
This policy was last amended in May 2018