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PRIVACY NOTICE AND POLICY

 

The Institute of Tourist Guiding (the Institute) believes in being transparent and open with all those whose personal details we receive and hold.  This privacy notice and policy provides details on how we manage, share and look after your information.

 

This policy will comply with the General Data Protection Regulations (GDPR) and will therefore include information on:

 

WHO WE ARE, WHO IS RESPONSIBLE FOR YOUR DATA AND OUR CONTACT INFORMATION

 

The Institute is a professional membership organisation, Company Registration No: 4391794, which is committed to developing, maintaining and promoting professional standards in tourist guiding.

 

The Institute does not run tourist guide training courses.

 

We are a non-profit-making organisation, generating income through examination and external course fees and subscription fees from our members.

 

The Institute's role includes the following:

  • To accredit tourist guide training programmes.
  • To provide examinations and/or assessments for tourist guide qualifications at all our levels – (Blue Badge, Green Badge and White Badge).
  • To award our Blue, Green and White Badge to successful candidates in our examinations.
  • To test language proficiency.
  • To train and accredit examiners, trainers and examination compilers and moderators.
  • To provide career development opportunities within the guiding profession.
  • To maintain the record of qualified tourist guides in England, Northern Ireland and Jersey.
  • To replace lost or stolen badges.
  • To seek, on behalf of the profession, to influence government, tourism bodies and the public

The data controller contacted directly here:

The Institute of Tourist Guiding

Coppergate House,

16 Brune Street,

London E1 7NJ

Our nominated data protection officer is:

Nick Baker

Institute of Tourist Guiding,

Coppergate House,

16 Brune Street,

London E1 7NJ

 

Email: dataprotection@itg.org.uk

 

PERSONAL DATA WE COLLECT ABOUT YOU

How we collect your information

We may collect your personal information in a few limited ways:

  • Directly from you, when you enroll as an examination candidate, fill in an application for membership, when make enquires on our website or when you interact with us during your time as a member in various other ways (for example as part of your membership with the Institute, when to act as a Director, or committee member, in a specific role within the Institute such as an examiner, trainer exam complier/moderator or Institute course visitor, when you attend our AGM or an event organised by us).
  • When you make a complaint, examination appeal or seek membership revalidation.

 

The types of information we collect

We may collect the following types of personal data about you.

  • Contact and communication information, including your contact details (postal address, e-mail address(es), telephone numbers and records of communications and interaction we had had with you.
  • Financial information, including Direct Debit detail (but not) your payment card details), which we never collect or store ourselves since we always use a third party ‘payment gateway’ to process card payments).
  • Qualification details, information relating to any examinations you have undertaken with the Institute.

 

How we use your personal information

  • To administer your membership of the Institute, including subscriptions, issuing of photo ID cards, to support our online guide qualification checker and where you have agreed periodical information about the Institution.
  • To administer you as an examination candidate.
  • To administer any examination appeal.
  • In the appointment of roles to support our examinations (chief examinations, examiners, compliers, trainers, invigilators and Institute visitors) and with consent hold details of these appointments.
  • To administer the accreditation process of courses.
  • To administer the Training the Trainers process and on qualification and with consent to hold details of qualified trainers.
  • To respond to your complaints or administer requests you have made, either to us or another regulatory body such as the Department for Digital, Culture, Media and Sport (DCMS).
  • To process payments, including card, on-line banking or web transactions.
  • To comply with requests from the police or other law enforcement agencies for the purpose of crime prevention or detection.  These are dealt with on a case-by-case basis, to ensure any disclosure is lawful.
  • Managing a job application.
  • To comply with legal obligations for example, relating to crime and taxation purposes or regulatory activity.
  • To protect or legitimate business interest, for example, for fraud prevention or revenue protection.
  • Where as a result of the sale, merger, or acquisition of business assets.
  • If you have agreed to receive information for survey or research purposes – we may share your contact details with a limited number of parties, but only for the reasons you have agreed to in the survey or research return.

 

Your marketing preferences

The Institute will always act upon your wishes in respect of what type of communications you want to receive and how to receive them.  There are some communications, however, that we need to send you regardless of your marketing preferences.  These are what would describe as essential communications to fulfil our membership obligations to you. Examples of these types of communications would be:

 

  • Transaction notifications, such subscription notifications, payment receipts or Direct Debit confirmations.
  • Examination related communications such as details of examinations dates, fee and results, examination appeal outcomes and outcomes of any examination special considerations.
  • Membership related mailing such as renewal reminder, membership communication and AGM notices.

 

You are always in control of how we communicate with you.  You can update your choices and contact details through your membership profile page online or by contacting us using the details below.

 

Email

Whilst we will take all reasonable steps to protect and secure your personal data, we cannot guarantee confidentiality of a message transmitted between you and us via email as these are potentially accessible by the public.  We will not be liable to you or anyone else for any loss relating to any email message sent by you to us or by us to you.

 

OUR LEGAL BASIS FOR PROCESSING FOR THE PERSONAL DATA

  • To provide you with details of our services, information, newsletters and details of events and matters relating to your membership of the Institute.
  • To provide you with details of any examinations you may be undertaking.
  • To make and receive any payments necessary between us.
  • To carry out our obligations arising from any contracts entered into between you and us.
  • For customer service, administration and customer research.
  • For fraud and crime prevention.
  • To enhance your experience of our website, as described in our cookie policy.

 

WHETHER THE COLLECTED PERSONAL DATA WILL BE DISCLOSED TO/SHARED WITH ANY THIRD PARTIES.

The Institute will not pass on your personal data to third parties without first obtaining you consent.

We do not sell or rent your information to third parties and we do not share your information with third parties for marketing purposes.

The following third parties will receive your personal data for the following purpose(s) as part of the processing activities:

 

  • Course or examination providers – in facilitating and administering accredited Institute examinations or examination being undertaken on behalf of the Institute.  We may also share your information with potential course providers seeking Institute qualified trainers.
  • Other partner/guiding organisations – Specifically, the British Guild of Tourist Guides, Association of Professional Tour Guides and Windsor Castle, in order for them to contact to offer services, such as membership or insurance cover or information about themselves.
  • Suppliers providing services through us to help run our business and improve our services and you customer/membership experience – We may provide your personal details with companies or organisations that provide us with services associated with our membership or examinations such as the production of qualification or membership badges.
  • Credit/debit card companies, direct debit processors, website transactions and banks – the Institute shares some information about your method of payment for membership subscriptions, examinations fees or an appeal, appointments to conduct or support the examination process, and goods or services relating your membership (including badges/photocard), to credit/debit card companies, our direct debit processor through any web transactions and banks.  This is to ensure the security of your transaction and prevent or detect fraudulent transaction, we may also share your information with our fraud screening partner.  We may also provide your personal details in relation to any on-line payment provider.

 

We do not directly store or collect your payment card information on our IT systems. We use a trusted third party – World Pay – to process payments online. This company has an active PCI-DSS compliance programme in place. This is the international standard for safe card payment processes and is designed to keep your personal information secure.

 

SEEKING YOUR CONSENT TO PROCESS YOUR PERSONAL DATA AND THE RIGHT TO WITHDRAW CONSENT

By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified.  Consent is required for Institute to process both types of personal data, but it must be explicitly given.

 

Where we are asking you for sensitive personal data we will always tell you why and how the information will be used.   The special categories of personal data are: racial; ethnic origin; political opinions; religious beliefs; philosophical beliefs; trade union membership; genetic data; Biometric data; health data; data concerning a natural person's sex life; and sexual orientation.

 

You may withdraw consent at any time in line with the Institutes ‘Withdrawal of Consent Procedure (https://www.itg.org.uk/about/policies-procedures-and-documents/ ) or you can review and amend your preferences at any time by logging into your member web profile or emailing us at data.protection@itg.org.uk.

 

Keeping you details up to date

If the information we hold on you is wrong or you wish to update your personal information you can either log in to you member profile or email us at office@itg.org.uk

 

SECURITY OF YOUR PERSONAL DATA, INCLUDING HOW LONG PERSONAL DATA WILL BE STORED

 

Retention period

The Institute only hold and process personal data for as long as necessary for each purpose we use it and will store the personal data for the retention period referred to and established in the Retention Period Procedure.

 

REQUESTING ACCESS TO YOUR PERSONAL DATA.

 

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to request erasure – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
  • Right to judicial review: in the event that the Institute refuses your request under rights of access, we will provide you with a reason as to why.  You have the right to complain as outlined in below.

 

All of the above requests will be forwarded on should there be a third party involved in the processing of your personal data.

To make a subject access request please fill in our Subject Access Request form.  Once completed, please ensure that a signed copy is sent either:

In a sealed envelope (marked private and confidential) to the Data Protection Officer (at the address below or, by email to dataprotection@itg.org.uk  (for the attention of the Data Protection Officer).

Please remember to include all required documentation (including copies of identification) -failure to do so may delay our response.  The Institute accepts the following form of ID when information on your personal data is requested:

 

            A valid passport                                              A valid diving licence

            Birth certificate                                               Utility bill (from the last 3 months)

            Rent book (from the last 3 months)              Bank statement (from the last 3 months)

 

COOKIES AND OTHER TRACKING TECHNOLOGIES

Cookies are small data files that are placed onto hardware devices which you use to browse the internet (e.g. computer, smartphones or tablet you ‘device’) by websites that you visit.  Cookies contain information about your visits to that website and the purpose of cookies is to enable our website to remember you, and your browsing habits, when you visit it again in the future.

 

Cookies help us plan the content and layout of our site and recognise returning visitors that have been to our site before.  They therefore play an important role in helping us enhance the usability and performance of our site to improve your visits.

 

If you wish to opt out of cookies, there are a number of options.  You can control the use of cookies on your device by using the setting in your web browser (e.g. Chrome, Internet Explorer, Firefox).  You should not that by opting out of cookies this may restrict you access to some areas of our site.

 

For more information on how we use cookies and how you can remove them, read our Cookie Policy.

 

QUESTIONS, COMMENTS OR COMPLAINTS

 

Questions, comments and complaints regarding this privacy policy or how your personal data is being processed by Institute of Tourist Guiding (or any third parties) should be sent to supervisory authority and Institute of Tourist Guiding’s data protection representatives Data Protection Officer.

 

The details for each of these contacts are:

Data Protection Officer

Institute of Tourist Guiding

Coppergate House

16 Brune Street

London E1 7NJ

 

Or, by email to dataprotection@itg.org.uk  (for the attention of the Data Protection Officer)

 

A copy of the procedure for complaints from data subject(s) related to the processing of their personal data can be found here https://www.itg.org.uk/about/policies-procedures-and-documents/

 

Alternatively, you may wish to contact the Information Commissioner’s Office: https://ico.org.uk/concerns/handling/

 

UPDATES TO OUR PRIVACY POLICY

 

We may make changes to this Privacy Policy from time to time. This policy is published on our website and we advise you to check it from time to time.

 

This policy was last revised on 9 May 2018.