THE INSTITUTE OF RESIDENTIAL PROPERTY MANAGEMENT LIMITED:
The Institute of Residential Property Management Limited recognises that data protection is the cornerstone of its operations, and is committed to processing information about individuals in ways that comply with its obligations under the General Data Protection Regulation (GDPR).
As a membership organisation, it is necessary for us to process information relating to individuals, including our individual members. Whenever we process the personal data of individuals, we will ensure that we are clear with those individuals about what we do (or may do) with their information.
This privacy policy explains what personal data (information) we hold about individuals and contains important information on who we are, how and why we collect, store, use and share personal information, individuals’ rights in relation to their personal information and on how to contact us and supervisory authorities in the event you have a complaint.
Who we are
The Institute of Residential Property Management Limited collects, uses and is responsible for certain personal information about individuals. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
In this privacy policy, references to “we” or “us” mean The Institute of Residential Property Management Limited.
DATA PROTECTION PRINCIPLES
We will comply with the data protection principles set down by the GDPR when gathering and using personal information.
The personal information we collect and use
In the performance of our role, we collect and process information relating to individuals.
The information we collect (and how we handle that information) differs depending on who the individual is, and why we are collecting their information.
THE PERSONAL INFORMATION WE COLLECT AND USE RELATING TO OUR MEMBERS
The IRPM will collect and use personal information relating to its members. Members in this context includes all levels of hierarchy of membership, and those undertaking professional qualification via our training programmes and apprenticeships. It also includes any applicants for membership and/or training and apprenticeships.
Our collection and use of this information is necessary for us to meet our key objectives, which include:
The information we collect
We may collect the following types of information:
In addition to receiving information directly from our members, from time to time we also receive information about our members from third parties, for example their employers.
Why we collect it
The collection of this information is required from our members so that we can:
Who we share it with
From time to time, we may share your personal information with the following categories of recipients:
Some of those third party recipients may be based outside the European Economic Area — for further information including on how we safeguard your personal data when this occurs, see ‘Transfer of your information out of the EEA’.
We will share personal information with law enforcement or other authorities if required by applicable law.
We will not share your personal information with any other third party.
Where your personal information may be held
Information may be held at our offices, and third party agencies, service providers, representatives and agents as described above.
We have security measures in place to seek to ensure that there is appropriate security for information we hold.
How long your personal information will be kept
We will retain your personal information for no longer than is necessary. Where the personal information is required for regulatory purposes, we will retain it permanently.
Our lawful basis
Our use of your personal data is necessary for us to carry out a contract that we have with you, as our member.
THE PERSONAL INFORMATION WE COLLECT AND USE RELATING TO ATTENDEES AT OUR EVENTS
The IRPM will collect personal information from individuals who attend IRPM hosted events, including our annual seminar and regional roadshows.
The information we collect
We may collect the following types of information:
Why we collect it
The collection of this information is required so that we can host the events, and it helps us to:
We also collect personal information about individuals from their company directly.
Who we share it with
From time to time, the IRPM may share your personal information with the following categories of recipients:
Some of those third party recipients may be based outside the European Economic Area — for further information including on how we safeguard your personal data when this occurs, see ‘Transfer of your information out of the EEA’.
We will share personal information with law enforcement or other authorities if required by applicable law.
We will not share your personal information with any other third party.
Where your personal information may be held
Information may be held at our offices, and third party agencies, service providers, representatives and agents as described above.
We have security measures in place to seek to ensure that there is appropriate security for information we hold.
How long your personal information will be kept
We will retain your personal information for no longer than is necessary. Where the personal information is required for regulatory purposes, we will retain it permanently.
Our lawful basis
We rely on legitimate interests as our lawful basis for processing the personal information relating to individuals who attend our events.
It is necessary for us to process the personal information so that we can host those events. Our processing activities are a targeted and proportionate way of achieving this. Attendees reasonably expect that we will process their personal information in this manner.
THE PERSONAL INFORMATION WE COLLECT AND USE RELATING TO THIRD PARTIES
The IRPM will collect personal information from third parties, including members of the general public who contact us.
The information we collect
We may collect the following types of information:
Why we collect it
The collection of this information helps us to:
Who we share it with
From time to time, we may share your personal information with the following categories of recipients:
We will share personal information with law enforcement or other authorities if required by applicable law.
We will not share your personal information with any other third party.
Where your personal information may be held
Information may be held at our offices, and third party agencies, service providers, representatives and agents as described above.
We have security measures in place to seek to ensure that there is appropriate security for information we hold.
How long your personal information will be kept
We will retain your personal information for a period of 12 months.
Our lawful basis
We rely on legitimate interests as our lawful basis for processing the personal information third parties and members of the public may provide.
It is necessary for us to process the personal information we have described so that we can perform our role as a member organisation. Our processing activities are a targeted and proportionate way of achieving this.
Transfer of your information out of the EEA
We may transfer your personal information to the following countries which are located outside the European Economic Area (EEA):
The IRPM is satisfied that any transfer of your personal data to platforms outside of the EEA has appropriate safeguards and adequate levels of data protection for your personal data, through those platforms confirming their compliance with safeguards such as Privacy Shield.
Your rights
Under the General Data Protection Regulation you have a number of important rights free of charge.
In summary, those include rights to:
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
We hope that we can resolve any query or concern you raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.
Changes to this privacy notice
This privacy notice was published on 25 May 2018 and last updated on 25 May 2018.
We may change this privacy notice from time to time, and when we do we will inform you.