EEMUA is committed to ensuring that your privacy is protected. Should EEMUA ask you to provide certain information by which you can be identified when using the EEMUA Website, then you can be assured that it will only be used in accordance with this privacy notice. EEMUA may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 15th May 2018.

What data EEMUA collects

EEMUA is the controller and responsible for your personal data. Personal data, or personal information, means any information about an individual from which that person can be identified. 

EEMUA may collect the following information:

  • Identity data including name and job title;
  • Contact information including e-mail address and telephone numbers;
  • Demographic information such as postcode, preferences and interests;
  • Financial data including bank account and payment card details;
  • Transaction data including details about payments to and from you and other details of products and services you have purchased from us;
  • Technical data including internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating systems and platform and other technology on the devices you use to access this website;
  • Profile data including your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses;
  • Usage data including information about how you use our website, products and services;
  • Marketing and communications data including your preferences in receiving marketing from us and our third parties, and your communication preferences;
  • Other information relevant to your enquiry or request.

How personal data is collected

We use different methods to collect data from and about you, including through:

  • Direct interactions. You may give us your identity, contact and financial data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

    • Apply for our products or services
    • Create an account on our website
    • Subscribe to our service, newsletters or publications
    • Request marketing to be sent to you
    • Enter a promotion or survey
    • Give us some feedback

  • Automated technologies or interactions. As you interact with our website, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our cookie policy for further details.
  • Third parties or publicly available sources. We may receive personal data about you from various third parties (and public sources) as set out below: 

    • Technical data from the following parties:

      • Analytics providers (such as Facebook, Google (Analytics and YouTube), LinkedIn, Twitter and Vimeo, all based outside the EU)
      • Advertising networks (such as Google AdWords based outside the EU)
      • Search information providers (such as Google based outside the EU)

    • Contact, financial and transaction data from providers of technical, payment and delivery services such as Monek, based inside the EU, and Worldpay, based both inside and outside the EU
    • Identity and contact data from publicly availably sources (such as Companies House, Royal Mail and the Electoral Register, all based inside the EU).and third parties (such as Proctorio based outside the EU)

What EEMUA does with the information it gathers

Further information EEMUA's use of information can be found here. EEMUA requires this information to understand your needs and provide you with a better service, and in particular for the following reasons:

  • Internal record keeping.
  • To provide you with products and services, for example via EEMUA publications. 
  • EEMUA may use the information to improve its products and services.
  • EEMUA may periodically send promotional e-mail about new products, special offers or other information which it thinks you may find interesting using the e-mail address which you have provided.
  • From time to time, EEMUA may also use your information to contact you for market research purposes.
  • EEMUA may use the information to customise the EEMUA Website according to your interests.
  • If you do not register on the EEMUA Website, your IP address will be deleted after six days. EEMUA retains your IP address for this period for cyber security reasons.
  • Personal data that is required for EEMUA training and events purposes is deleted 36 hours after the end of the course or event unless that individual has already booked on another course or event in the future where that information is also required. It is kept on the EEMUA Website for this period in case EEMUA needs to make emergency contact on a delegate’s return home.
  • EEMUA will use learner information for recordings/reviews of remote assessments in order to provide a remote proctoring solution for assessments. This data is held securely in the United Kingdom and is deleted six months after the exam or other assessment has taken place.

The legal bases for EEMUA processing personal data are as follows:

  • Performance of a contract whether finalised via the EEMUA e-shop or other purchase method.
  • Legitimate interest as a not-for-profit trade association promoting safety, integrity and compliance for corporates, limited companies, LLPs, partnerships in Scotland and government departments. In such circumstances, we have taken into consideration your interests and fundamental rights and balanced those against our interests.  
  • Where we need to comply with a legal or regulatory obligation.    

EEMUA regularly reviews and deletes personal data from the EEMUA Website that it cannot reasonably process under its legal bases. 

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing. We have created an expanded My EEMUA section, which brings together your EEMUA marketing consents and preferences in one place.

We may use your identity, contact, technical, usage and profile data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us or purchased products or services from us and you have not opted out of receiving that marketing. You can ask us to stop sending you marketing messages at any time. 

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy. 

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us at ask@eemua.org.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Disclosures of your personal data

We may have to share your personal data with the parties set out below for the purposes set out above. These may comprise the following: 

  • Service providers acting as processors who provide IT and system administration services including:

    • Spindogs – our design/web agency;
    • Microsoft – our website hosting services provider;
    • Intuition and Instructure – our e-learning providers;
    • Accredible – our certification provider;
    • Monek – our payment gateway provider for our e-shop; 
    • Worldpay – our merchant services provider; and
    • Centium Software - provider of our online event management software platform.
    • Proctorio - provider of online proctoring and identity verification services.

  • Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom and/or the European Economic Area (EEA) who provide consultancy, banking, legal, insurance and accounting services.
  • HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. 

International transfers 

We generally do not transfer your personal data outside the EEA. Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA. 

Security

EEMUA is committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure EEMUA has put in place suitable physical, electronic and managerial procedures to safeguard and secure the information collected online. This includes agreements with partners that help us provide online services.

EEMUA and its personnel undertake to comply with our obligations under Data Protection Legislation. We limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.  

Data retention 

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us by contacting us.

In some circumstances you can ask us to delete your data: see Request erasure below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Links to other websites

The EEMUA Website may contain links to enable you to visit other websites of interest easily. However, once you have used these links to leave EEMUA's site, you should note that EEMUA does not have any control over that other website. Therefore, EEMUA cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Your legal rights 

Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. 

Controlling your personal information

You may choose to restrict the collection or use of your personal information at any time. If you have previously agreed to us using your personal information for marketing purposes, you may change this by writing to EEMUA or e-mailing your request to ask@eemua.org. Alternatively, you can update your preferences in the My EEMUA section of the EEMUA website, including opting in and opting out from all marketing emails. 

EEMUA will not sell, distribute or lease your personal information to third parties unless you have given your permission or EEMUA is required by law to do so.

Where we need to collect personal data by law or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with products or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time. 

Requesting access to your personal data 

You may request details of personal information which EEMUA holds about you under Data Protection Legislation. If you would like a copy of the information held on you, please write to the Data Protection Officer, EEMUA, Leytonstone House, 3 Hanbury Drive, London, E11 1GA. 

If you believe that any information EEMUA is holding on you is incorrect or incomplete, please write or e-mail EEMUA as soon as possible, at the above address. Any information found to be incorrect will be corrected promptly.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated

Glossary 

Data Protection Legislation

Means (i) unless and until the General Data Protection Regulation (EU) 2016/679 ("GDPR") is no longer directly applicable in the UK, the GDPR and any national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK and then (ii) any successor legislation to the GDPR or the Data Protection Act 1998. 

Lawful basis 

Legitimate interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Your legal rights 

You have the right to:

  • Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.