Privacy Notice

How do we use your information?

The Chartered Institute of Library and Information Professionals (CILIP) is a Royal Chartered Institute and Charity registered in England and Wales (Charity No, 313014) and as a cross-border Charity with the Office of the Scottish Charity Regulator (OSCR No. SC049474).

CILIP recognises that your privacy is important and is committed to protecting your privacy online.

This privacy notice sets out what information we collect on the CILIP website and why we use that information.

This notice applies to personal information we collect about:

CILIP may change this policy from time to time by updating this page.  You should check this page periodically to ensure that you are happy with any changes.  This policy was last updated 1^st March 2023.

Visitors to the CILIP website

CILIP uses a 3^rd party service, Your Membership, to publish and host our main website. Your Membership is a service owned and maintained by Community Brands HoldCo LLC, registered in the USA.

Information about site usage by registered users is held within the Your Membership platform. This includes:

Registered users of the site are associated with a membership record in Your Membership, which we maintain for the purposes of delivering membership services.

A 3^rd party service, Google Analytics, is used to collect internet log information and to follow visitor patterns. By knowing the number of visitors to the various pages, we can improve the website and identify areas of particular interest.

The information is processed in a way which does not identify individuals. If we are collecting personally identifiable information through our website, we will do so using forms that clearly explain what we intend to do with it.

Social Media Contact: CILIP has its own Twitter feed @CILIPinfo.  If you intend to post a comment on this Twitter feed, Twitter will require you to set up your own account.  Please review the Twitter privacy notice to see how it uses your information and to find out how to opt out, or delete, such information.  Direct messages sent to the @CILIPinfo Twitter account will be deleted after 1 year.

External web services: We use a number of external web services, mainly related to displaying content e.g. to display slideshows we sometimes use SlideShare; to show videos we use YouTube and Vimeo. This is not an exhaustive or complete list of the services we use, or might use in the future, when embedding content, but these are the ones we use most.

We cannot prevent these sites, or external domains, from collecting information on your usage of this embedded content using scripts from domains outside of CILIP. If you are not logged in to these external services then they will not know who you are, but are likely to gather anonymous usage information e.g. number of views, plays, loads etc.  You should review the policies of each of these sites to see how they use your information and to find out how to opt out, or delete, such information.

Social buttons: Visitors may use these to bookmark or share our web pages. There are buttons for: Twitter Share, Facebook Share, LinkedIn Share and Instagram Share and our Flickr feed. These work using scripts from domains outside of CILIP and it is likely those sites will collect their own information about what you are doing. You should review the policies of each of these sites to see how they use your information and to find out how to opt out, or delete, such information.

People who contact us via social media: We use a third party provider, Hootsuite, to manage our social media interactions. This allows us to schedule posts which are then sent automatically to our social media feeds. To find out more, please see Hootsuite’s privacy statement.

If you send us a private or direct message via social media the message will be stored by Hootsuite for three months. It will not be shared with any other organisations.

Links to other websites: This website also contains links to other websites that may be of interest to our visitors. However, once you have used these links to leave our site, this privacy statement no longer applies and we cannot be responsible for the protection and privacy of any information which you provide whilst visiting those sites - such sites are not governed by this privacy statement. Again, please check the respective policies of any such sites that you chose to visit.

Our legal basis for processing the data described above is our legitimate interest in improving our website and services so that we can develop and grow our business; as well as a legitimate interest in keeping an appropriate record of any communications entered into with those visiting our website and social media platforms.

People who pay for CILIP products or services using credit or debit cards

When you book and event or purchase a product or service using a credit card on this website, CILIP collects personally identifiable information which includes details such as your name, address, job title and function, organization, e-mail address and other information that you may provide.

For your convenience, CILIP operates a customer registration process. This is quick and simple and only needs to be completed once for your very first order. On subsequent visits, you will be able to use your unique email address and password to log in and retrieve your personal and delivery details.  Passwords are encrypted.

If you use a credit or debit card to pay for your purchases, the transaction and payment will be collected by Community Brands using their payment gateway. They will request card number, expiry date and the contact details of the person and address that the card is registered to.

CILIP will under no circumstances provide your information to third parties, other than for the purpose for which you provided it (e.g. responding to your enquiry or order request).

Our legal basis for processing the data described above is Contractual in terms of completing the financial transaction with our customer; as well as a legitimate interest in the administration of that service e.g. to recover a debt due to us or to study how our customers use our products and services, so we can develop them and improve our business.

Registered Users

For your convenience, we operate a customer registration process on this website, which provides registered users with access to enhanced features and services, including a profile on the SocialLink platform.

What will we do with the information you provide to us?

Data we hold will be used confidentially, to assist in the provision of services via this website.

CILIP will never sell, trade, rent, exchange or otherwise share your personal information with any other person, company or organisation without gaining consent to do so. The information you provide will be held securely by us, whether the information is in electronic or physical format.

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

Our legal basis for processing the data described above is our legitimate interest in providing enhanced site features for registered users. 

CILIP members

For your convenience, we operate a specific customer registration process on this website for CILIP members, which provides registered users with access to enhanced features and services.

What will we do with the information you provide to us?

Data we hold will be used confidentially, to assist in the provision of services via this website.

CILIP will never sell, trade, rent, exchange or otherwise share your personal information with any other person, company or organisation without gaining consent to do so. The information you provide will be held securely by us, whether the information is in electronic or physical format.

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

Our legal basis for processing the data described above is our legitimate interest in providing membership and other professional services for registered users.

Emails that we send

CILIP uses a third party provider, Dot Digital, to deliver the majority of our emails.  Both Your Membership and Dot Digital are also used to manage your email preferences for receiving CILIP updates. 

You will see an option to manage your email preferences at the end of every email sent from Dot Digital where you can subscribe/unsubscribe.  Emails will only be about CILIP products, services, events and activities that may be of interest to our customers.

Email tracking. Some emails that we send you have no tracking in at all, for example personal correspondence. Other emails we send are tracked so that we can tell if those emails send traffic to our website or we can tell, at an individual level, whether the user has opened and clicked on the email, to understand open and click rates to try and improve our emails.

Sometimes we do use the personal information e.g. to re-email people who haven’t opened emails. If you want to be sure that none of your email activity is tracked, then you should unsubscribe from all CILIP email correspondence.

Dot Digital is a product of dotdigital EMEA Ltd (Company no. 03762341). A copy of their privacy policy is available here https://dotdigital.com/terms/privacy-policy/

Our legal basis sending emails is legitimate interest where it concerns the administration of correspondence or a financial or publishing transaction.  For marketing emails our basis is consent and mailing preferences can be updated at any time here.

Security

CILIP complies with its obligations under the General Data Protection Regulations, by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Only authorised employees and data processors (software suppliers and those working on behalf of CILIP e.g. to deliver our services) will have access to your data. All parties who have access to your data are required to process/use that data in accordance with the provisions of current data protection legislation and CILIP’s Data Protection Policy. 

CILIP uses data processors who are third parties to provide elements of our services for us. We have contracts in place with our data processors. This means that they cannot do 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.  We have identified these data processors where relevant in the body of this privacy notice. 

CILIP will never sell trade, rent, exchange or otherwise share your personal information with any other person, company or organization without gaining consent to do so.

The CILIP website uses sophisticated security and safeguard measures to protect users' information (e.g. Secure Sockets Layer (SSL) encryption) to ensure that your data, debit/credit card will be protected against fraudulent use on our site.

Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They allow the website to remember who you are. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. 

You have the ability to accept or decline cookies by modifying the settings in your browser. However, you will not be able to login to the website if cookies are disabled. You can also manually remove cookies from your system. For more information on disabling and enabling cookies you should search for or lookup 'Cookies' in your Operating System Documentation or visit www.aboutcookies.org

Cookies set by CILIP:

CILIP.org.uk uses cookies. Some of them are essentials while others help us improve your experience. Depending on how you use the site you might not receive all cookies listed.

Strictly Necessary Cookies

These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms.

Performance Cookies

These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous.

Targeting Cookies

These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal information, but are based on uniquely identifying your browser and internet device.

Controlling your personal information

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the Genera Data Protection Regulations.

You have rights as an individual which you can exercise in relation to the information CILIP holds about you – read more here: https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of CILIP’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below or to info@cilip.org.uk

If you want to make a complaint about the way CILIP has processed your personal information, you can contact the ICO in the UK as the statutory body which oversees data protection law – www.ico.org.uk/concerns.

Access to personal information

If any of your contact or personal details are incorrect, please write to us or email info@cilip.org.uk, so that we can make any corrections promptly.  

Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act. If we do hold information about you, we will:

• give you a description of it;
• tell you why we are holding it;
• tell you who it could be disclosed to; and
• let you have a copy of the information in an intelligible form.

To make a request to CILIP for any personal information we may hold you need to put the request in writing addressing it to CILIP, 7 Ridgmount Street, London. WC1E 7AE.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

Identity and contact details of controller and data protection officer: CILIP is the controller and processor of data for the purposes of GDPR compliance.  Nick Poole, Chief Executive Officer, is the Data Protection Officer registered with the Information Commissioner’s Office.