Privacy Policy

The CIEHF operates several websites including ergonomics.org.uk and individual event websites. It is our policy to respect your privacy regarding any information we may collect while operating our websites. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

Privacy Policy – Chartered Institute of Ergonomics & Human Factors (‘CIEHF’)

From 25 May 2018 new legislation designed to protect personal data requires CIEHF to be compliant and explicit about the handling of any data held or processed by our technology or held on paper by us that can be used to identify a living person (a ‘data subject’).  Individuals have rights under this legislation which can be exercised in relation to the data we hold about you. These rights are:

  • A right of access to, and a copy of, information we hold about you.
  • A right to rectify the information we hold about you.
  • A right to deletion of information we hold about you.
  • A right to withdraw your consent.
  • A right to restrict the processing of your personal data in relation to a service we provide. This may delay or prevent us from delivering a service to you available to other members
  • A right to object, which may depend on the legal basis for processing your personal data.
  • A right to complain.

CIEHF, company registration number 01923559 and charity number 1161870, acquires, processes and retains only that personal data necessary and legitimate in its role as a professional membership organisation. Data will not be shared, leased, sold or transmitted in any manner not sanctioned by the individual to whom the data relates. Individuals have access to ways in which their data and consents may be managed, defined or withdrawn at any time. Data will be held secure and confidential by CIEHF at all times.

This policy:

  • Applies from 25 May 2018 and may be revised from time to time.
  • Identifies how to contact our Data Protection Officer.
  • Outlines the purpose of the data processing we do.
  • Confirms the lawful basis we rely on to process data.
  • Defines the categories of personal data held.
  • Defines any third-party recipients of personal data.
  • Confirms that transfer of any data outside the EU.
  • Defines how long data is stored by us.
  • Explains the rights of the data subject and how to exercise these rights
  • Explains how to complain.

Additional or supporting information is available from our Data Protection Officer whose name and contact details can be found on our website at https://www.ergonomics.org.uk.

CIEHF collects and processes personal information so that we can meet the lawful and reasonable expectations of our role as a professional membership organisation. The data that you provide to us will aim to be processed in accordance with the General Data Protection Regulations 2018.

We will not make any disclosures of data to third parties for marketing purposes unless you opt in.

We will maintain records that show what each individual has consented to, including what they were informed at the time of choice and when and how they consented.

We will retain members’ personal information for six years plus the balance of the current year after termination of membership. Data will be securely disposed of by us once it is no longer required.

Your consent to the acquisition, processing and retention of personal data by CIEHF will be sought on a basis that is clear, affirmative, intelligible, accessible and non-binding. We will seek consent separate from any terms and conditions that apply to specific services. Consent is not a precondition of signature for a service. We recognise that silence or inactivity does not constitute consent.

You can instruct us to provide you with any personal information we hold about you by submitting a subject access request. Subject to the request not being unfounded or excessive no charge will be applied. Any request will also be subject to evidence of your identity in making the request. A photocopy of your passport certified by a solicitor or your bank and an original copy of a utility bill showing your address dated within three months of any request will be accepted. We may withhold personal information that you request to the extent permitted by law. Subject access requests should be emailed to dpo@ergonomics.org.uk or posted to the Data Protection Officer at the address on our website. The request will be dealt with within one month of receipt of proof of identity.

CIEHF seeks to meet the prevailing standards when acquiring, processing and retaining personal data. We encourage members to alert us if you believe our collection, processing or use of data to be unfair, misleading or inappropriate. We welcome suggestions for further improving how we act.

If you wish to complain about the way we have processed your personal information then you may contact the Information Commissioner’s Office, the statutory body that oversees data protection law, at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, email casework@ico.org.uk, or telephone 0303 123 1113.

Stephen Barraclough
Chief Executive
May 2018.


Website Privacy Policy

Thank you for visiting this site. This document outlines our policy in relation to how we collect, use and process data. It covers what you can expect from the Chartered Institute of Ergonomics & Human Factors (‘CIEHF’) when you interact with this website, what you can expect as a customer and providing data for us to process. To better protect your privacy, we have developed this policy to explain our practices and the choices that are available to you to help you understand how and why your information is collected and used by the CIEHF.

About us
Company name: Chartered Institute of Ergonomics & Human Factors
Company registration number: 01923559
Charity number: 1161870
Website: https://www.ergonomics.org.uk

How we collect your data

Data about you collected via this website or by other means is controlled by CIEHF and as such the responsibility for its ownership and control lies with CIEHF. Categories of the types of data we may collect and control include:

Website Data: The CIEHF website has been built so that members, customers, prospects, suppliers and other stakeholders can find out more about the CIEHF brand, our range of membership services and our vision of deepening member engagement. To help CIEHF keep our site relevant to you, and up to date with the latest and best content, we also use cookies and Google Analytics to collect information about your use of this website.

Contact Information: With your permission, any contact information you choose to provide may be collected when using our services.

To best attend to your request, we will, where possible, only ask for the minimal amount and type of data we need to carry out the purpose. Should we ask you to provide certain information by which you can be identified when using this website then you can be assured that it will only be used in accordance with this privacy policy.

This website contains forms which can be used to enquire about our services, to apply for membership or to download documents. In completing these forms, we may ask for information such as name, job title, address, telephone number and email address.

How we use your data

If you are interacting with this site, we may use the information you provide to respond to a direct request for more information about our services.

By interacting with us via the website, emails, events, post, telephone and social media you can engage in various activities including downloading content such as white papers or case studies, voting in polls or subscribing to our content. Your personally identifiable information may be required to engage in these activities.

We may use the information to improve our products and services by tracking page visits and evaluating the content that visitors find most interesting.

We may use personal information you have willingly provided to fulfil, by email or post, requests for communications including publications, papers, case studies, products or services information, unless otherwise requested by you.

We may use personal information you have willingly provided (depending on your selected preferences) to provide you with communications about events organised or supported by CIEHF, membership matters including benefits and opportunities, and targeted CIEHF news based on your professional profile, interests and groups, unless otherwise requested by you.

If you are a CIEHF member, we will contact you by any appropriate means (usually email) in order to communicate with you information about your personal membership account and benefits.

We will not use or transfer personally identifiable information provided to us, in ways unrelated to the ones described in this policy, without providing you with an opportunity to opt in to these unrelated uses.

Controlling your personal information

If you have previously agreed to us using your personal information for direct marketing or other purposes, you may change your mind at any time by updating your communication preferences online or by emailing us at ciehf@ergonomics.org.uk or writing to us at the address on this website.

You also have the right to erase or restrict your personal data, object to processing and withdraw your consent to prevent us processing your personal data.

If you believe that any personal or contact information we are holding about you is incorrect or incomplete, you may amend it online via your personal membership account. For any other information not accessible this way, please email us at ciehf@ergonomics.org.uk or write to us at the address on this website. We will promptly correct information substantiated to be inaccurate.

Retention of your data

We will retain your personal information for as long as we need it for the purposes for which we collected it, according to the applicable laws. After that we will either delete your personal information or de-identify it so that it is anonymous and not attributed to your identity.

Your right to request a copy of your data

You have the right to request a copy of the information that we hold about you by submitting a subject access request. Subject to the request not being unfounded or excessive no charge will be applied. Any request will also be subject to evidence of your identity in making the request. A photocopy of your passport certified by a solicitor or your bank and an original copy of a utility bill showing your address dated within three months of any request will be accepted. We may withhold personal information that you request to the extent permitted by law.

Subject access requests should be emailed to our Data Protection Officer at dpo@ergonomics.org.uk or posted to the Data Protection Officer at the address on our website. The request will be dealt with within one month of receipt of proof of identity.

How we use cookies

Cookies are text files containing small amounts of information which are downloaded to your device. They enable our systems to recognise your browser in order that we can provide you with easy use of the various services available on the website.

Cookies allow web applications to respond to you as an individual. They do not, by themselves, tell us your email address or other personal information.

Overall, cookies help us provide visitors with a better website by enabling us to monitor which pages are popular and which are not. A cookie in no way gives us access to your computer or any personal information about you.

You can choose to accept or decline cookies using the cookie notice displayed on the website from time to time. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. However, this may prevent you from taking full advantage of the website.

Google Analytics

We may also collect, via Google Analytics, certain non-personally identifiable information when you visit this site such as the type of browser and operating system you are using, your IP address, your device identifiers, your Internet service provider, and location-based information, length of time spent and pages accessed. This information is collected, among other things, to aggregate statistical information, facilitate system administration and improve this site.

Our commitment to security

We are committed to ensuring that your information is secure and to prevent unauthorised access or disclosure. We have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online, to maintain data security and correctly use the information we collect. We follow accepted standards to protect the personal information submitted to us during transmission and once we receive it.

No method of transmission over the internet, or method of electronic storage, can be 100% secure. Therefore, we cannot guarantee the absolute security of your information. The internet by its nature is a public forum, and CIEHF encourages you to use caution when disclosing information online.

Access to the information which you have provided to us will be limited to authorised persons as required for the purposes identified as well as for IT security and maintenance.

To protect your privacy and security, we will take reasonable steps to verify your identity before granting access or making any corrections.

We will not sell, distribute or lease your personal information to third parties.

CIEHF has a lawful basis for processing data consistent with its role as a professional membership body. CIEHF will establish that any data it is responsible for managing has a written lawful basis approved by the DPO.

Your use of third party websites

The CIEHF website may contain links to other sites whose information policies may be different to ours. These third party websites are operated by companies that are outside of our control, and your activities on those websites will be governed by the policies and practices of those third parties. We encourage you to review the privacy policies of these third parties before disclosing any information, since we are not responsible for the privacy policies of those websites. We may also post links to third party websites as a service to you.

Dissatisfaction with the way we process your data

If you are not content with the way we have processed your information, you can email our Data Protection Officer at dpo@ergonomics.org.uk or write to the Data Protection Officer at the address on our website. You also have the right to lodge a complaint with the UK supervisory authority, the Information Commissioners Office at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, email casework@ico.org.uk, or telephone 0303 123 1113.

Questions about this policy

Questions about the CIEHF Privacy Policy should be emailed to our Data Protection Officer at dpo@ergonomics.org.uk or posted to the Data Protection Officer at the address on our website.

Revisions to this policy

This Privacy Policy may be changed by CIEHF. The revised Privacy Policy will be posted to this page so that you are aware of the information we collect, how we use it, and under what circumstances we may disclose it.  We reserve the right to change the policy at any time.

This Privacy Policy was last revised in May 2018.