INTRODUCTION
The Institution of Fire Engineers (IFE) takes your privacy seriously and will only use your personal information to provide the products and services you have requested from us. This policy sets out the way in which the IFE collects, uses and protects personal data.
1. COLLECTION OF DATA
During the course of its work the IFE collects personal data which identifies individuals. This personal data may include information such as name, age, gender, home address, organisation name, job title, business address, telephone number, email address, membership number and grade, examination records, bank and payment details, education and training details, CPD information, application forms and assessment records.
This personal data is collected by a variety of means, including via paper or electronic forms, face-to-face, by telephone, post, internet and email and at events. Data is retained by the IFE only for as long as it has legitimate reason to do so.
2. USE OF DATA
Personal data held by the IFE may be accessed, retrieved and used by the IFE, trusted associates and suppliers in order to fulfil the IFE’s role.
(i) Members of the IFE
If you are a member of the IFE we will use your personal data to administer and manage your membership of the IFE. For example, for the purposes of assessing membership applications, allocating a membership grade, providing member benefits, internal administration of your membership, taking payments for fees related to your membership and for analytical purposes.
The IFE will share part or all of your personal data with IFE volunteers for the purpose of assessing an application. The IFE will also share all or part of your personal data with IFE branch committee members for the purposes of contacting you about professional developments and opportunities such as IFE membership, qualification, volunteering or CPD events.
The IFE awards professional registrations under licence for the Engineering Council. If an individual applies and is awarded Engineering Council registration under the IFE, the IFE will retain associated data that will also be shared with the Engineering Council.
The IFE’s membership benefits include the quarterly International Fire Professional and the e-newsletter which are used to keep members up to date with the latest news and events from the IFE and fire sector, as well as developments and professional opportunities that are relevant to your IFE membership. Member benefits also include occasional communications from the IFE and its representatives (volunteers and branches) about IFE products and services, including membership, qualifications, volunteering opportunities and CPD events. You can manage your communication preferences at any time and choose to stop receiving these benefits by logging into your MyIFE portal account and visiting the ‘My Preferences’ page.
If the IFE is approached, by phone, email or letter, to confirm whether memberships are active it is our policy to provide this information. We do this because it is in the public interest that we confirm legitimate claims to membership and expose fraudulent claims.
(ii) Candidates of the IFE
If you have applied to sit the IFE’s qualifications we will use your personal data to administer and manage your exam entry. For example, for the purposes of assessing applications, taking payments for examination fees and for analytical purposes.
The IFE will share part or all of your personal data with your selected examination centre. The IFE will not share your personal data with third parties unless the third party is acting on your behalf, you have provided authorisation in writing, there is a legal imperative to do so or there is a need to share this information with third parties the IFE works with, for example qualification regulators.
(iii) Customers of the IFE
If you have registered for any IFE products or services including recognitions, Fire Risk Assessors or Auditors registrations, IFE events, e-alerts or have purchased items from our Online Shop, you will receive essential communications relating to the fulfilment of those products and services. When registering for these services, the IFE requests only the minimum information necessary to fulfil the service required. The IFE does not collate or hold financial information beyond the point where any fees due are processed and will not share your personal details with any third parties.
3. DATA SHARING
The owner of personal data held by the IFE will at all times be the IFE. As the data controller, the IFE takes all reasonable steps to ensure that personal data remains in a secure environment and will never sell personal data to third parties. The IFE works closely with other organisations to perform functions on our behalf in order to administer and manage our services. They are provided with the personal information that is necessary to perform the task and may not use it for any other purpose.
The IFE may only share personal data if it is required to do so by law.
4. DATA PROCESSING
Personal data held by the IFE may be managed by trusted third party processors. This includes the personal data that relates to members, customers and contacts on our database. Personal data is securely stored on a server.
We use Pavilion Publishing to send the International Fire Professional, MailChimp to send the e-newsletter and some communications to members, and Forfront to send email campaigns to the IFE membership.
5. OUR WEBSITE
The IFE website uses Google Analytics cookies to track user interaction. We use this data to determine the number of people using our website and to understand how they find and use our web pages and to see their journey through the website. Google Analytics records data such as your geographical location, device, internet browser and operating system but none of this information personally identifies you to the IFE. Google are a third-party data processor
The IFE website also uses cookies to keep track of a visitor that has logged into the website so that they don’t have to log into subsequent pages they visit. Another cookie is collected that looks after data that is entered during sessions on the websites i.e. data that is entered into online forms.
(i) Online application forms
Application forms for all memberships, registrations, examinations, events and grants are available on the IFE website. The IFE takes your privacy seriously and treats all personal information in accordance with Indian data protection legislation. When completing the application form, the IFE requests the minimum information necessary to process your application. The information you provide in the application form will be used by the IFE and its representatives for administrative and membership purposes or as required by law. On completing the application, payment for the associated fee will be required via Worldpay. No financial information is passed to the IFE.
(ii) Contact us
Should you choose to contact us using the form on our Contact page, a copy of the content will automatically be emailed to the IFE’s main email account (info@ifeindia.org). The IFE does not retain this email unless it is required to do so in order to complete a requested action or it is required by law. When submitting this form, the system also automatically collates its content and stores it in the website database which is deleted every four weeks.