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Privacy Policy

The Chartered Institution of Building Services Engineers ('CIBSE') and CIBSE Services Ltd is committed to protecting your privacy, and takes its responsibilities regarding the security of members' and customers' information very seriously.

This policy explains how CIBSE uses any personal information that we collect about you, how you can instruct us to set your preferences to receive marketing communications and procedures that we have in place to safeguard your privacy.
 
CIBSE seeks to improve the performance of all concerned with building services in the built environment. To enable us to achieve this, we hold information about members, customers and others and the products and services in which they have expressed interest. This information is used to keep you informed about CIBSE and new developments in the industry. To amend your communication preferences please see the section ‘Managing your Communication Preferences’ below.
 
Our Privacy Policy explains:

  • What information we collect and why we collect it.
  • How we use that information.
  • The choices we offer, including how to access and update information.

The information we collect and how we use it

You can access the CIBSE website ('the Website') without giving any personal information except for the MyCIBSE area.  We gather information via our website and offline application forms to allow us to confirm your identity, protect your security and process any transactions related to the services we provide.

Website Registration

Anyone registering on the website will need to give their name, email address and agree to the Website's Terms and Conditions and this Privacy Policy.

Information required for online sales

CIBSE requires anyone purchasing from the website to register and provide billing and shipping details (where applicable) and credit/debit card details. This information allows us to process and despatch your order. 

Use of Personal Data

We process your Personal Data only for specific and limited purposes. We ask only for data that is adequate, relevant and not excessive for those purposes. We use your personal data for the purposes registered in our notification at the Data Protection Register. Some of these purposes include the following:-

  • to process membership applications and renewals and for all other membership administration;
  • to carry out our obligations arising from any contracts or transactions entered into between you and CIBSE
  • to notify you about changes to CIBSE services.
  • to help us improve our products and services and resolve any problems.
  • where we have a legitimate interest, to provide you with beneficial information about products or services that either you request or which CIBSE believes may be relevant to you. Our legitimate interests include;
    • the promotion of services and activities that are designed to support the science, art and practice of building services engineering.
    • the delivery of commercial objectives.

To amend your communication preferences please see the section ‘Managing your Communication Preferences’ below.
 
We may share your Personal Data with carefully selected third parties for marketing and direct selling purposes in order for you to receive offers, news and information from such third parties about their products and/or services. We will only do this with your permission.

Managing your Communication Preferences

CIBSE communicates with you for the purpose of promoting, delivering and improving your experience of CIBSE and its products and services. CIBSE is committed to protecting your privacy, and takes its responsibilities regarding the security of your information very seriously. Once registered on the website, you can manage your communication preferences (email and post) by logging into MyCIBSE and updating the My Preferences page or by emailing websupport@cibse.org.  

Our use of cookies and other information gathering technologies

In addition to the information we collect as described above, we use technology to collect anonymous information about the use of our Website. For example, we use technology to track which pages of our Website our visitors view. We also use technology to determine which Internet browsers our visitors use. This technology does not identify you personally, it simply enables us to compile statistics about our visitors and their use of our Website.
 
Our Website contains hyperlinks to other pages on our Website. We use technology to track how often these links are used and which pages on our Web Site our visitors choose to view. Again this technology does not identify you personally - it simply enables us to compile statistics about the use of these hyperlinks.
 
We use this anonymous data to improve the content and functionality of this Web Site and our e-mail updates, to better understand our customers and markets, and to improve our products and services.
 
In order to collect the anonymous data, we may use temporary "cookies" that collect the first level domain name of the user and the date and time you accessed this Website. Cookies by themselves cannot be used to discover the identity of the user. A cookie is a small piece of information which is sent to your browser and stored on your computer's hard drive. Cookies do not damage your computer. You can set your browser to notify you when you receive a cookie. This enables you to decide if you want to accept it or not.
 
We also use your IP address to help diagnose problems with our server and to administer our Website. An IP address is a numeric code that identifies your computer on a network, or in this case, the Internet. Your IP address is also used to gather broad demographic information, such as determining how many of our visitors are from outside the UK.

We may also perform IP lookups to determine which domain you are coming from (eg. aol.com, yourcompany.com) to more accurately gauge our users' demographics.

Disclosure of your Personal Data

We do not share, sell or distribute your Personal Data with unrelated third parties except as set out above under 'Use of Personal Data' or under these limited circumstances:-

  • Personal Data may occasionally be transferred to third parties who act for or on behalf of CIBSE, or in connection with the business of CIBSE for further processing in accordance with the purposes for which the data was originally collected or for purposes to which you have subsequently consented. For example, sometimes a third party may have access to your Personal Data in order to handle our mailings on our behalf.
  • For audit purposes we annually provide ABC audit with the name and address details of all active members and Journal subscribers. The privacy policy of ABC audit is available on their website here.
  • For the purposes of professional registration we share the personal data of all members who have applied to be professionally registered, with the Engineering Council. The privacy policy of the Engineering Council is available on their website here.

We may share or transfer the information in our databases to comply with a legal requirement, for the administration of justice, to protect your vital interests, to protect the security or integrity of our databases or this Website, to take precautions against legal liability, or in the event of a corporate sale, merger, reorganisation, dissolution or similar event. Where appropriate, before disclosing Personal Data to a third party, we contractually require the third party to take adequate precautions to protect that data.

Data integrity and security

We strive to maintain the reliability, accuracy, completeness and currency of Personal Data in our databases and to protect the privacy and security of our databases.
 
We keep your Personal Data only for as long as reasonably necessary for the purposes for which it was collected or to comply with any applicable legal or ethical reporting or document retention requirements. Our servers and our databases are protected by industry standard security technology, such as industry standard firewalls and password protection. The employees who have access to Personal Data shall handle such data properly and in accordance with our security protocols and strict standards of confidentiality.

Our Policy towards Children

CIBSE’s business is not focused on, nor do we knowingly collect information from children under the age of 16. If a parent or guardian becomes aware that his or her child, who is under 16, has provided us with personally identifiable information without the guardian’s consent, he or she should contact us at websupport@cibse.org. If we become aware that a child under 16 has provided us with personally identifiable information, we will remove such information from our files.

Data access and corrections

Upon receipt of your written request and enough information to permit us to identify your Personal Data, we will disclose to you the Personal Data we hold about you. We will also correct, amend or delete any Personal Data that is inaccurate and notify any third party recipients of the necessary changes. If you wish to access or correct your Personal Data, please write to the Digital Services team, 222 Balham High Road, London SW12 9BS.

Links to other websites

This Privacy Policy applies only to this Website. This Website contains hyperlinks to websites that are not operated by CIBSE. These hyperlinks are provided for your reference and convenience only and do not imply any endorsement of the activities of these third-party websites or any association with their operators. We do not control these websites and are not responsible for their data or privacy practices.
 
We urge you to review any privacy policy posted on any site you visit before using the website or providing any Personal Data about yourself. By submitting your information you consent to the use of that information as set out in this Privacy Policy. If we change our Privacy Policy we will post the change on this page, and may places notices on other pages of the Website, so that you may be aware of the information we collect and how we use it at all times. Continued use of the service will signify that you agree to any such changes.

How to contact CIBSE

We welcome your views about our Website and our Privacy Policy. If you would like to contact us with any queries or comments please send an email to websupport@cibse.org