How do we use your information?
CILIP recognises that your privacy is important to you and is committed to protecting your privacy online. This privacy notice sets out what information we collect and why and how we use that information.
It applies to personal information we collect about:
Visitors to our website (members or non-members)
Members (anyone who has full membership with a login for CILIP)
We use a third party service, Your Membership (owned by Community Brands), to publish and host the main CILIP website. When someone visits cilip.org.uk, a third 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.
Your Membership’s Privacy Notice is here.
Filling in forms: Most forms on www.cilip.org.uk (for example the Contact Us form, event registrations, training queries, applying for professional registration), are managed through Your Membership, our website third party service above. However, some forms still link to a different third party service, Formsite. We will only request the information needed to provide the service the form is being filled in for and CILIP deletes the Formsite forms after 6 months.
Formsite’s Privacy Notice is here.
Social buttons. Visitors may use these to bookmark or share our web pages. There are buttons for: Twitter Share, Facebook Share, Instagram, Flickr, and LinkedIn Share. 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.
Social Media Contact with CILIP: CILIP uses Twitter. If you intend to post a comment on our 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 CILIP’s 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. As with social buttons we cannot prevent these sites, or external domains, from collecting information on your usage of this embedded content. 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.
Other CILIP Websites: CILIP is responsible for several other websites that you can link to from our main website:
https://archive.cilip.org.uk/ We are currently transitioning from our old website to our new website.
http://cilipconference.org.uk/ CILIP’s annual conference.
http://www.facetpublishing.co.uk/ The commercial publishing and bookselling arm of CILIP
http://www.carnegiegreenaway.org.uk/ The CILIP Carnegie and Kate Greenaway Medals are the UK's oldest and most prestigious children's book awards.
http://www.librariesweek.org.uk/ Libraries week is an annual event showcasing UK libraries.
http://www.lisjobnet.com/ The CILIP listing of the latest Library & Information jobs.
Links to other websites: Our 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 keeping our website and services relevant so that we can develop and grow our organisation; 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.
Registrations for events or training (members or non-members)
Members (anyone who has a membership login to CILIP)
CILIP is the data controller for the information you provide during the membership unless otherwise stated. If you have any queries about membership or how we handle your information, please contact us.
Our legal basis for processing the data described below is the performance of a contract to manage and administer your membership of CILIP and to deliver member benefits to you; as well as a legitimate interest in keeping an appropriate record of any communications entered into with members and in keeping up to date member records.
What will we do with the information you provide to us?
Data we hold will be used confidentially, and to help us run our services and keep you informed - for example, to collect subscriptions, mail out publications and let you know about conferences and events; or to fulfil legal or regulatory requirements if necessary.
We will use the other information you provide to represent the sector, e.g. to compile sector demographics – you would never be identifiable individually, but such information enables us to more effectively advocate for the sector. We may also use relevant information (e.g. sector or level of membership) to advise you of products and services that may be of interest.
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 and/or our data processors, 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.
Joining as a member
If you use our online registration system, this will be collected by a data processor on our behalf (please see Your Membership below).
We ask you for your personal details including name and contact details. We will also ask you about your professional details and questions relevant to the sector. Our administration and management teams will have access to all of this information.
You will also be asked to provide equalities and demographic information. This is not mandatory information – if you don’t provide it, it will not affect your membership. This information will not be made available to any staff outside of our administration and management teams, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equalities statistics and demographics for the sector.
Member login information, comprising of name or username, email address, and password is collected/created. There is also the option to sign in using your social profile on Facebook (YM SocialLink will receive your public profile, friends list and email address from Facebook) or LinkedIn (YM SocialLink will receive your name, photo, headline, current positions and primary email from LinkedIn). 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.
Further details are then collected in the member profile. The information is used to provide access to the member-only areas of the website and other member-only benefits. The services and information available to you will be governed by the type of membership that you have with us.
Your personal information is also used to track your website preferences and keep you informed, unless you have opted not to receive such communications. In some instances, when a purchase is initiated by a member, billing information, that may include credit card information, is captured.
Membership database: Your membership information is held by a third party processor Your Membership (YM, owned by Community Brands) who provide this online service for us.
Here is a link to their Privacy Notice: https://www.yourmembership.com/legal/
YM complies with the EU-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information transferred from the European Union to the United States. YM has certified to the Department of Commerce that it adheres to the Privacy Shield Principles.
CILIP Devolved Nation or Regional Member Networks, or Special Interest Groups: If members have joined CILIP Devolved Nation or Regional Member Networks, or Special Interest Groups, their contact data (email and postal), may be shared with those local committees (taking into account any communication preferences stated by that member), so that they can send newsletters and information about their activities. CILIP volunteers who will be in receipt of personal information are asked to read and sign a Data Protection Agreement first – for example if they are on a group committee, they are sending out email communications or organising events.
SocialLink: As well as a member profile, you will have access to a private, member-facing online community called SocialLink where you will be able to network with other CILIP members. You can post to your own feed; connect with other members; and can join regional and special interest groups. Participation in Social Link is entirely optional, but by default your name and profile picture (if you choose to upload one) are visible to other CILIP members on SocialLink. If you’d like other members on SocialLink to know more about you – such as your Twitter name and employer’s name – you need to change your privacy settings in your profile and also make a connection to that person. Instructions on changing your privacy settings and making connections are here.
Register of Practitioners: As a CILIP member and as stated in our membership terms and conditions, the Institute will publish a Register of Members containing the names of all members and identifying their category of membership and identifying those who are Registered Practitioners.
Virtual Learning Environment (VLE): Particular member types (member, registered professional, leaders network, student, honorary fellow or life member) have access to CILIP’s VLE where you can access online courses and other member resources to develop your career. This is provided through Moodle software hosted by CILIP. If you log in as a member to the CILIP website and use a single sign on to access the VLE, your first name, last name and email address are transferred to the VLE. However, once you are in the VLE, you can create a VLE profile that is separate to your member Profile above and can control separate privacy settings within the VLE – please see the instructions available on the VLE when you are logged in to it.
The VLE software, hosted on a CILIP server, also collects information about users (including name and IP address), and their activity on the site, for example the number of users viewing pages or completing courses on the site, to monitor and report on the effectiveness of the site and help us improve it. CILIP sometimes use third parties to deliver training courses in the VLE. Those trainers/facilitators are under contract to CILIP and can see the personal details of people attending their courses and can run reports. They will only use those personal details to deliver a course in the VLE in the strictest of confidence and will not use those details outside of the VLE in any context.
Professional Registration and FEDIP Registration (Federation of Health & Care Informatics Professionals): If you apply for certification, chartership, fellowship, revalidation, or FEDIP with CILIP then, as well as having access to the VLE, you will create a portfolio for assessment. This is provided through Mahara software hosted on CILIP’s server. To access your portfolio, you will log in as a member to the CILIP website and use a single sign on to access the VLE and from there access your portfolio in Mahara. As well as a portfolio, you can create a Mahara profile that is separate to your member and VLE profiles above and can control separate privacy settings within Mahara – please see the instructions available on Mahara when you are logged in to it.
Whilst an applicant for professional registration is compiling their profile, it would only be accessed by CILIP staff if there is a technical problem to be resolved or if assistance has been requested by that individual. The individual may also share their profile with their mentor or candidate support officer (trained CILIP volunteers) or anyone else with a VLE profile, at their discretion.
When individuals submit their profile, they will also make it accessible to The Professional Registration and Accreditation Board (PRAB) who are responsible for assessing all submissions made at Certification, Chartership and Fellowship level as well as all Revalidation portfolios. Applicants should be aware that as part of the portfolio submission, they will need to include an up to date CV and Job Description. If the applicant decides to share their portfolio with anyone other than the PRAB, their CV and job description would also be shared.
Any personal information that is provided to CILIP and the PRAB who volunteer as assessors on CILIP’s behalf, are used only for the purpose of reviewing the professional registration submission. Once a member leaves CILIP, the portfolio will be kept on Mahara for one year in case an individual rejoins and wishes to revalidate to maintain the use of their CILIP postnominals. After one year, the portfolio will be deleted.
LMS (Learning Management System) –including PLSS (Public Library & Skills Strategy) Modules – this additional learning area is also provided by Your Membership (YM, owned by Community Brands) – see “membership database” above. If you enrol in or complete courses, a record will be kept in the “My Learning” area.
Voting on official CILIP matters: as a CILIP member you are entitled to vote in our annual elections for new trustees and for CILIP’s next Vice-President. CILIP use Mi-Voice who act as returning officer, officially validating the result and answering any queries. In order to do this they are sent the name, membership number and address (email or postal) of current members.
Here is a link to their privacy notice:
Any other voting (such as proxy voting for the AGM) is done using formsite – see section on “Visitors to our website”.
Leaders Network: One of the benefits of joining the Leaders Network is access to the resources on the CMI portal. As the CMI portal is accessed after a member has logged in to the CILIP website, the member’s name, username and email address are extracted via the SSO (single sign on) process, to verify and administer the ManagementDirect services only. Once a CILIP member is signed up as a CMI affiliate member they can also create a profile on the CMI portal – please see their T&C’s here:
However, once you have used the SSO 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 the CMI website - please check their privacy notice.
CILIP Magazine App: Once downloaded, the CILIP magazine app will give you online access to content, by logging in with the email and username of your Member Profile.
Access to Online Journals: One of the benefits of joining CILIP is access to Library and Information Science Abstracts (LISA), Proquest Library Science and SAGE journals (Journal of Information Science (JIS), Journal of Librarianship and Information Science (JOLIS), Health Informatics Journal and IFLA Journal). As these are accessed after a member has logged in to the CILIP website, the member’s name, username and email address are extracted via the SSO (single sign on) process, to verify and administer access to these journals only.
However, once you have used the SSO 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 journals - please check their privacy notice.
CILIP Benevolent Fund: The Benevolent Fund is an independent charity (Registered charity number 237352) with its own Trustees. However, CILIP has webpages for the fund on its main website and take donations on their behalf. When you make a donation to the fund through the CILIP website, your contact details (name, address or email) and the amount of the donation, will be shared with the Chair of the fund so that they can process and acknowledge the donation. If you are applying to the fund for help (it is a requirement that the applicant is a current member) and submit the contact form online, that form can be accessed by CILIP administrators and management, however they are unlikely to do so and the form details will be forwarded to the fund chairman and trustees to process and if successful, provide help to the applicant in the strictest confidence.
Volunteers: As a member you may either be a CILIP volunteer, or interact with CILIP volunteers (who may or may not be CILIP members themselves). If CILIP volunteers will have access to personal information, it will be appropriate to their role and they will have been asked to sign a data protection agreement. This list is not exhaustive, but volunteers include CILIP Board members; Member Network Committee members; the PRAB; Mentors; Mentor Support Officers; Candidate Support Officers for Professional Registration; and Assessors for Course Accreditation.
Auditors: CILIP may share your personal data with our external auditor, haysmacintyre, who conduct an independent examination of CILIP’s financial statements in order to provide an audit opinion about whether they give a ‘true and fair’ view of the state of affairs of the organisation and operations for the period. It is a statutory requirement that CILIP’s accounts are audited. Their privacy statement can be found here.
Paying for your membership: If you use a credit or debit card to pay, you will be redirected to a third party service, PaySafe, who collect payment on CILIP’s behalf. They will request card number, expiry date and the contact details of the person and address that the card is registered to.
Their privacy notice is here:
If you pay by direct debit, (in monthly or annual instalments), your instalments will be processed and collected on our behalf by GoCardless. Your bank details (bank address, sort code and account number) are stored by CILIP and GoCardless.
Here is a link to their Privacy Notice:
How long is the information retained for?
Once you cease to be a member, your membership profile and details of financial transactions made with CILIP, will be retained for 7 years. If you decide to rejoin, your original profile will be made active again, if still on record. We will stop all communications with you after one year, or as soon as you unsubscribe, whichever is sooner.
People who pay for CILIP products or services using credit or debit cards (members or non-members)
If registering for an event or training, additional information such as dietary or access requirements may be collected, but will only be used for that particular event. If a member is signed in, relevant contact information from their member profile may be pre-filled to speed up the registration process for them.
We use a third party service, Your Membership (owned by Community Brands), to publish and host event details and tickets on the main CILIP website. When someone visits www.cilip.org.uk, a third 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.
Your Membership’s Privacy Notice is here.
Some event details may be published and hosted using an alternative to Your Membership, for example CILIP Member Network events using EventBrite. Please note that 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 to register for events - such sites are not governed by this privacy statement. Again, please check the respective policies of any such sites that you choose to visit.
Training: CILIP uses third parties to deliver training courses for organisations and CILIP members. Those trainers are under contract to CILIP and may be given the names and emails of the individuals attending the course they are delivering, so that they can create attendance registers, to facilitate learning and to gather feedback. Those personal details will only ever be used for the course being delivered and once the course has ended, trainers are instructed not to retain those details for any purpose.
Our legal basis for processing the data described above is our legitimate interest in facilitating the event or training for the attendees; as well as a legitimate interest in keeping an appropriate record of any communications entered into with those attendees.
People who complete polls and surveys (members or non-members)
If a visitor to our website decides to use a credit or debit card to pay for products or services or donations, you will be redirected to a third party service, PaySafe, who collect payment on CILIP’s behalf.
They will request card number, expiry date and the contact details of the person and address that the card is registered to.
Their privacy notice is here:
This could include payment for items like event tickets, membership, professional registration fees, donations, products such as books, but this list is not exhaustive.
Sometimes, payments are taken by the CILIP finance department, directly into our bank account using a PDQ machine. They will request card number, expiry date and the security code. They will also ask for a name and telephone number in case of any query.
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 and improve them.
People applying or nominating for CILIP awards or bursaries (members or non-members)
We will periodically carry out anonymous polls and surveys on our website. However, we regularly conduct sector research through the use of online surveys. For sector research surveys, the identities of respondents and their answers will be treated as confidential and will only be used for research purposes, unless the correspondent expressly requests or permits otherwise. For surveys that are not anonymous we may cross-reference your responses with information that we already hold about you. This would be for research purposes only.
We may occasionally carry out market research with our members and non-members regarding the member services and benefits we currently offer or may wish to offer in future.
For mixed purpose projects, the purpose(s) will be stated on the questionnaire. For all online surveys participation is voluntary at all times. The information you provide will be processed at all times by CILIP in accordance with the Data Protection Act 1998 and from 25th May 2018, in accordance with the General Data Protection Regulation which will supersede it.
We will use either the survey functionality of Your Membership (see the section on Visitors to our website) or Survey Monkey. If Survey Monkey is used, this will be made clear to you and in setting up the survey we might include optional boxes for your name and email. However, it is likely the site will collect their own information e.g. anonymous usage information about what you are doing. Survey Monkey’s privacy notice is here.
Our legal basis for processing the data described above is legitimate interest in understanding and advocating for our sector and customers and so we can develop and improve our services.
Emails that we send (to members and non-members)
Nominations or applications for awards or bursaries may require additional information about both the nominator and/or possible recipient.
Any personal information that is provided in the nomination, is used only for the purpose of reviewing the nomination and for the ongoing administration and management of any bursaries that are awarded. We may also publish information about awards or bursaries on our own website, including the recipient of the award or bursary and the amount of bursary awarded.
Our legal basis for processing the data described above is our legitimate interest in managing and administering the award or bursary; as well as a legitimate interest in keeping an appropriate record of any communications entered into with those recipients.
Emails that we send to members and non-members:
CILIP uses a third party provider, Informz, to deliver the majority of our emails, although some standard notifications will come from Your Membership. Informz is also used to manage your email preferences, if you have stated on your member profile that you are happy for CILIP to contact you by email. You will see an option to manage your email preferences at the end of every email sent from Informz where you can subscribe/unsubscribe. This list is not exhaustive, but such emails may be about membership administration and benefits, newsletters, communications from member network groups that you have joined, events, sector & policy research, job alerts or products such as books.
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.
Informz is a U.S. company and model EC approved contract clauses regarding privacy are in their contract with CILIP.
Here is a link to their Privacy Notice.
Our legal basis for sending emails is legitimate interest where it concerns the administration of correspondence or a financial or membership transaction. For marketing emails our basis is consent.
CILIP complies with its obligations under the Data Protection Act 1998 (the DPA), which will be superseded from 25 May 2018 by the General Data Protection Regulation 2016/679 (the GDPR), 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. Devolved Nations, Member Networks, Mentors, Assessors, Facet Publishing, to deliver our products and 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.
Controlling your personal information
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:
|Universal Analytics (Google)
|These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website, where visitors have come to the website from and the pages they visited. You can find out more at www.google.co.uk/intl/en/analytics/privacyoverview.html
|We embed videos from our official YouTube channel using YouTube’s privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode.
Read more at YouTube’s embedding videos information page.
PREF - * Expires after eight months
VSC - * expires at the end of your session
VISITOR_INFO1_LIVE - *expires after eight months
remote_sid - * expires at the end of your session
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 Data Protection Act 1998 (the DPA) which will be superseded from 25 May 2018 by the General Data Protection Regulation 2016/679 (the GDPR).
You have rights as an individual which you can exercise in relation to the information CILIP holds about you – read more here: 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 using this contact form.
If any of your personal details are incorrect, please write to us or use the contact form, so that we can make any corrections promptly. Members are asked to review their data at least once a year on renewal.
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
Members have an online login that will allow them to update their membership profile online at anytime – login or reset your password here
You can review the email preferences that we hold for CILIP communications here and for Devolved Nations, Regional Member Networks and Special Interest Groups here and you can change them at any time.
If you are a member you can change your communication preferences for Social Link at any time – please see the instructions here and see the section on “Information and Settings”.
Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. 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 our Membership Administration department, at 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 the DPA 1988 and GDPR. Nick Poole, Chief Executive Officer, is the Data Protection Officer registered with the Information Commissioner’s Office.
CILIP may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy was last updated 17th August, 2018.