IPS is committed to protecting the privacy of individuals and to the responsible use of email marketing.
This policy explains how and why we use personal information.
We are the Infection Prevention Society. We are registered in England as a limited liability company. Our registered number is 0627384 and our registered office is at c/o Saffery Champness, 71 Queen Victoria Street, London, EC4V 4BE.
Because we are an organisation located in the United Kingdom the personal information that you give us or that we collect from you will be held under UK data protection legislation (but we’ll just refer to this as “the legislation”). The legislation requires that we tell you that we are a data controller for your personal information or, in other words, we determine the purposes for which and the manner in which any of your personal information are, or are to be, processed by us.
What information do we collect?
If you register with us, purchase services, communicate with us, or do business with us, this will result in us collecting personal data about you (for example, we collect the name, address, email, fax and telephone number of business contacts).
We also collect information if you fill in a form, complete a survey, etc., which may include contact information that we decide to use for marketing purposes (please see ‘Marketing’ below). We do not normally collect sensitive personal data. In the event you provide us with any sensitive personal data, we will take extra care to ensure your rights are protected.
Third party sources. We sometimes collect additional information about actual or prospective customers from third party sources. Most of the time this won’t be personal data (for example, we might obtain information about a company’s business and performance), though on occasion we may receive personal data (such as a person’s work email or telephone number, or details of their role within a business).
How we use your information
Depending on how you interact with us we may seek to obtain your consent in a number of different ways. We will determine which method is more appropriate but, in any event, we will always ask your express consent before collecting your personal information.
We only ever use your personal data with your consent, or to the extent necessary to:
- enter into, or perform, a contract with you:
- comply with a legal duty;
- remember your preferences e.g. if you ask not to receive marketing material, we will keep a record of this, or for our own (or a third party’s) lawful interests (such as marketing, internal record keeping, market research or to improve our products) provided your rights don’t override these;
- we will only use your information for the purpose it was collected (or for similar/related purposes). For our clients, this includes using personal data to the extent necessary to perform our contractual obligations (such as administering their accounts and providing them with services):
- we will never sell your personal data or share it with third parties who might use it for their own purposes;
If you do not click or select the “I accept” button that appears in the overlay at the bottom of your screen then we will not collect your personal information – this is subject to the caveat below.
There is still some information that we may automatically collect about your computing device when you visit our site. This normally isn’t personal information but rather technical information sent by your device and used to connect your computer, tablet, or mobile device to the Internet, including your browser type and version, the time when you visit our site, your time zone setting, certain browser plug-in types and versions, operating system and platform. This type of information is sent by you to our site automatically and it isn’t something that we can prevent. We only use this information to administer our site including troubleshooting, load testing, traffic throughput, data analysis, performance testing, and for anonymised research and statistics purposes that we only use internally.
Information you give to us:
You may give us personal information about you by filling in forms on our site or by corresponding with us by phone, e-mail or otherwise. This includes information you may provide to us when you register to use our site, subscribe to our services, search our site, attend our events, participate in any discussion boards or other social media functions on our site, enter a competition, promotion or survey, and when you report a problem with our site.
The information you give us may include:
- Your name;
- E-mail address;
- Phone number;
- IP address;
- Dietary requirements
- Access requirement
- Personal description; and
- Photographs and/or videos
How we may use your personal information.
When you give us your personal information then we may use it to:
- Manage, maintain, and monitor your registration to the learning platform
- Carry out our obligations from any contracts entered into between you and us and to provide you with information that you request from us;
- Provide you with information about our news, industry news, events from head office and your chosen branch; and
- Ensure that content from our site is presented in the most effective manner for you and for your computer.
If you provide us with your e-mail then we may contact you by these electronic means (e-mail). We would use this information in order to keep you up to date about our events or to send you notifications about an event you may have registered or have expressed an interest in attending or provide you with general information about the goings-on within our society and wider industry
If you do not wish to receive any information by electronic means then please get in touch with our Data Privacy Officers (details below).
We do not engage in profiling and automated decision-making with respect to your personal information. For example we will not analyse or predict aspects concerning your economic situation, health, personal preferences, interests, reliability, behaviour, location or movements without your express consent.
We may use personal information (such as email addresses) to market and promote our services. To ‘opt out’ of communications or amend your contact details or preferences, please email us at
Information for email recipients
This policy primarily covers how we use data relating to our customers, prospects, website visitors and people who interact with or do business with us. In these cases, we will be the “data controller” for the purposes of data protection law.
We are required by law to hold your information for as long as is necessary to comply with our statutory and contractual obligations and in accordance with our legitimate interests as data controller.
Your company will only share data with other entities when legally obligated for example, Medical records/workplace pension schemes, if applicable. In addition to this we also have legal and regulatory obligations to share your data with government bodies (HMRC) or relevant Regulators and we may also disclose your information for fraud prevention purposes.
Please note: We will not under any circumstances share or process your data for any marketing purposes unless you have opted-in for us to do so.
We provide web-based contact form (and application forms) which help us manage and execute permission-based, multi-channel marketing campaigns. Our terms and conditions prevent us from sending unsolicited ‘spam’ emails as it has a negative impact on the Internet and its users. It squanders resources and wastes the time and money of recipients.
If you have a received an email or other communication sent by us that you believe is spam or in violation of our acceptable use policies, please contact our team at firstname.lastname@example.org
If you are not satisfied with the way that we have handled any of your requests or queries relating to our use of your personal data then you can contact the Information Commissioner’s Office at www.ico.org.uk. The Information Commissioner’s Office is the statutory body responsible for overseeing data protection legislation and law in the United Kingdom.
We employ a variety of technical and organizational measures to keep personal data safe and to prevent unauthorized access to or use or disclosure of it. We take our position seriously and believe part of being a leading company involves upholding security practices.
We normally only store data within the European Economic Area (EEA). If one of our subcontractors (such as a payment processor) needs to transfer it outside of the EEA then we will take steps to make sure adequate levels of privacy protection, in line with UK data protection law, are in place. These safeguards will usually be contractual and/or the result of a European Union decision which allows the transfer (such as a US organization that is certified under the EU-US Privacy Shield Framework).
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which (for individuals) are as follows:
- the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of it (this is known as a subject access request);
- the right to have inaccurate data rectified; and
- the right to object to your data being used for marketing or profiling.
If you would like further information on your rights or wish to exercise them, please write to: The Data Protection Officer,
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so. If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you should contact the UK Information Commissioner’s Office, which oversees data protection compliance in the UK. Details of how to do this can be found at www.ico.org.uk.
Changes to this statement
This website, including logos and trademarks, is copyright protected, except where it is specifically stated to the contrary. If you have any questions about copyright, please contact us.