Privacy Policy

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:

• Raising standards in the residential property management sector
• Providing individuals with independent accreditation of their professional skills
• Providing a career development path for individuals
• Aiding in the process of recruiting new entrants to the sector
• Assisting practitioners in assessing job applicant capabilities
• Providing opportunities for Continuing Professional Development
• Improving the standing of the sector in the eyes of the public

The information we collect

We may collect the following types of information:

• Name, date of birth, address(es) – work and home, email address(es), telephone number(s), employer (if provided), and other contact details
• If provided: other qualifications, experience, number of units managed, how referred to IRPM
• Details of your payments to/from the IRPM for courses, training, exams, events, and other products/services
• Details of any enquiry you have made, or any report you have submitted to us
• Exam results, CPD activities, notes of important communications between you and us

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:

• Provide our members with services they expect to receive from us, including newsletters, technical updates, details of our training and events
• Improve and develop our services and performance as an organisation
• Develop and provide products and services, including training and events
• Meet our regulatory obligations. 

Who we share it with

From time to time, we may share your personal information with the following categories of recipients:

• Communication platforms and services
• Survey platforms and services
• IT and software support
• Financial services, including Accountants
• Member's employer (where the employer is paying the Member's fees and the Member is linked to the employer's account) in connection with the payment of the Member's membership or services fees, or to pass on details of a Member's CPD history, exam results, training attendances or details of a Member's membership status. 

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:

• Name, address, email address, telephone number(s) and other contact details
• Your company’s name, your position in the company, the company’s address and your company email address and telephone number
• Information required to provide you with a service and details of our services that you have used (for example, attendance at our event)

Why we collect it

The collection of this information is required so that we can host the events, and it helps us to:

• Provide our members with services
• Improve and develop our services and performance
• Develop and provide products and services, either on our own or in conjunction with third parties
• Meet our regulatory obligations

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:

• Website and IT support
• Marketing platforms and services
• Survey platforms and services
• Event sponsors

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:

• Name, address, email address, telephone number(s) and other contact details
• Your company’s name, your position in the company, the company’s address and your company email address and telephone number
• Details of any enquiry you have made to the IRPM (for example, complaints raised)

Why we collect it

The collection of this information helps us to:

• Provide our members with services they expect to receive from us
• Improve and develop our services and performance
• Meet our key objectives
• Meet our regulatory obligations

Who we share it with

From time to time, we may share your personal information with the following categories of recipients:

• Website and IT support

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):

• United States of America

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:

• fair processing of information and transparency over how we use your use personal information
• access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
• require us to correct any mistakes in your information which we hold. Our members are encouraged and invited to log into their online account and amend their contact information and update it where necessary.
• require the erasure of personal information concerning you in certain situations
• receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
• object at any time to processing of personal information concerning you for direct marketing
• object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
• object in certain other situations to our continued processing of your personal information
• otherwise restrict our processing of your personal information in certain circumstances
• claim compensation for damages caused by our breach of any data protection laws

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:

• Email us at data@irpm.org.uk
• let us have enough information to identify you (for example your full name and email address)
• let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
• let us know the information to which your request relates, including any membership number or reference number, if you have them

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.