Privacy policy

Contents

Registering for membership
Membership directory
Registration for events
Payments to NetIKX
Surveys
Emails that we send (to members and non-members)
Cookies
Links to other websites
Security and sharing of data
How long is information retained?
Access to your information, corrections and complaints
   Access to personal information
   Corrections
   Complaints
Changes to our privacy policy
How to contact us

This privacy policy relates to the activities of NetIKX, the Network for Information and Knowledge Management. It explains how we use the personal information we collect about you.

Please note, we are in the process of introducing a new website and membership management system, and will publish an update to this policy soon.

Registering for membership

On joining NetIKX, we will collect your name, organisation, postal address, telephone number and email.

Member login information, comprising of username and password is created. This is to provide access to the member-only areas of the website.

Data we hold will be used confidentially, to process and manage your membership application, generate invoices, help us run our services, keep you informed, or to fulfil legal or regulatory requirements if necessary.

Our legal basis for processing this data is in the performance of a contract to manage and administer your membership of NetIKX 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.

Membership directory

You also have the option to provide additional information on your work experience and expertise for the membership directory. 

This information is used to populate the membership directory and is viewable by other NetIKX members when they log into the NetIKX website.

Registration for events

When booking an event with NetIKX, we will collect your name, organisation, postal address, telephone number and email.

We use this information to process and manage event bookings, generate attendance lists, and to send you follow up email messages about the event attended where applicable.

Our legal basis for processing the data described above is our legitimate interest in facilitating the event for the attendees.

Payments to NetIKX

Payments are made by BACs transfer or cheque. We do not maintain any records of member’s banking details. 

Surveys

We will carry out occasional surveys with our members and non-members regarding the services we currently offer or may wish to offer in future.

For all surveys, participation is voluntary at all times.

We will use the survey functionality of Survey Monkey. 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 can be found at www.surveymonkey.com

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.

Our legal basis for processing the data described above is legitimate interest in understanding the sector and customers and so we can develop and improve our services.

Emails that we send (to members and non-members)

NETIKX uses Outlook.com to deliver the majority of our emails, although some standard notifications will come from our website.

You will see an option to be removed from the mailing list at the end of every email sent from NetIKX@outlook.com

The privacy policy for Outlook can be found at www.outlook.com.

Emails you receive from us may be about membership administration, events, sector & policy research, or follow up material relating to an event you attended.

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.

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, some website functionality may be lost 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

Links to other websites

Our website contains links to other websites. This privacy policy only applies to this website, so when you link to other websites, you should read their privacy policy.

Security and sharing of data

Data collected from the NetIKX website will be used for providing the services relating to NetIKX membership and events only.

Only members of the NetIKX committee 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.

NetIKX 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.

Personal data will not be disclosed outside of NetIKX unless such disclosure is required by law.

How long is information retained?

We are currently reviewing our membership processes and how long we need to keep membership information for. We are in the process of introducing a new website and membership management system, and will publish an update to our policy on retaining membership information soon.

Access to your information, corrections and complaints

Access to personal information

You have the right to request a copy of the information we hold about you. If you would like a copy of the personal information we hold about you, please contact membership@NetIKX.org We may make a small charge for this service.

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.

Corrections

Members have an online login that will allow them to update their membership profile online at any time.

You can also contact membership@NetIKX.org to ask us to correct or remove information you think is inaccurate.

Complaints

If you want to make a complaint about the way NetIKX 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.

Changes to our privacy policy

Please note, we are in the process of introducing a new website and membership management system, and will publish an update to this policy soon.

This privacy policy was last updated on 18/07/2018

How to contact us

Please contact us if you have any questions about our privacy policy or the information we hold about you:

Contact: membership@NetIKX.org