Privacy notice

The Institute of Translation and Interpreting (“ITI”, “We”, “Us” or “Our”) take privacy seriously and are committed to protecting your personal data.

This Privacy Notice gives details of how We collect and process your personal data through your use of Our website (www.iti.org.uk) and also how your personal data is stored and protected. This Privacy Notice has been developed in accordance with Our legal obligations.

1. Information about us 

This website is owned and operated by ITI, a limited company registered in England and Wales under company number 02166933. 

Our registered and postal address is Suite 141, Milton Keynes Business Centre Foxhunter Drive, Linford Wood, Milton Keynes, Buckinghamshire, England, MK14 6GD.

Our contact email address is [email protected] and Our contact telephone number is 01908 325250. 

Should you have any questions in relation to anything contained within this Privacy Notice or with respect to the collection and use by Us of your personal data, please do not hesitate to contact Us using these details.

2. What does this notice cover? 

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) and the Data Protection Act 2018 (collectively the “Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

3. What are your rights?

You have the following rights in relation to your personal data:

1. The right to be informed about Our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact Us to find out more or to ask any questions using the details in Section 1.
2. The right to access the personal data We hold about you.
3. The right to have your personal data rectified if any of your personal data held by Us is inaccurate or incomplete.
4. The right to be forgotten i.e. the right to ask Us to delete any of your personal data that We hold.
5. The right to restrict (i.e. prevent) the processing of your personal data by Us.
6. The right to object to Us using your personal data for a particular purpose or purposes. You have an absolute right to stop your data being used for direct marketing.
7. The right to data portability – i.e. the right to obtain and reuse your personal data for your own purposes with another service or business.
8. Rights regarding automated decision making and profiling – as We do not use your personal data for these purposes, no details of these rights are given here.

Please note that some of the rights listed above only apply in certain circumstances. Further information about your rights can be obtained from the Information Commissioner’s Office (“ICO”) or your local Citizens Advice Bureau.

To exercise any of your rights set out above, or to withdraw your consent to the processing of your personal data (where consent is Our legal basis for processing your personal data), please contact Us as set out in Section 1.

It is important that the personal data We hold about you is accurate and current. Please keep Us informed if your personal data changes during the period for which We hold it.

If you are not satisfied with the outcome of a complaint you make to Us in relation to Our handling of your personal data , you have the right to refer your complaint to the relevant data protection authority. For the UK, this is the Information Commissioner's Office (“ICO”). The ICO's contact details can be found on their website.

4. What personal data is being collected, how do we collect it, how is it used and what is our legal basis for processing your personal data?

We may collect and hold some or all of the personal data set out in the table below, using the methods also set out in the table.

We do not collect any ‘special category’ or ‘sensitive’ personal data, personal data relating to children or data relating to criminal convictions and/or offences.

*You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with Our obligations under the law and you will always have the opportunity to opt-out of receiving such communications either by following the opt out links on emails sent to you or by emailing Us using the address in Section 1.

More generally, your personal data may be used for the following purposes:

• Providing and managing Your account (My ITI) with Us with respect to payment, fees and charges (including the recovery of money owed to Us).
• Managing and protecting Our business including dealing with any complaints
• Obtaining or maintaining insurance policies
• Obtaining professional advice
• Complying with any requirement of law or regulation

We will only use your personal data for the purpose(s) for which it was originally collected unless We reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. In the event that We believe We need to use your personal data for a new unrelated purpose, We will inform you, at the same time explaining the legal ground(s) upon which We will be relying to enable Us to carry out the processing.

Where We are required to collect personal data by law, or under the terms of any contract between Us and you do not provide Us with that data when requested, We may not be able to perform the contract (for example, admission to one of Our events).

5. How and where is your personal data stored?

Your personal data is stored within the UK and is held and processed by ITI strictly in accordance with the provisions of the Data Protection Act 2018.  Personal data is stored on Our servers or in paper/electronic files. ITI protects the privacy of your information using secure servers and locked cabinets within a secure office. We ensure that the database and files are secure and can only be accessed by authorised people.

6. Keeping your data secure

We will use technical and organisational measures to safeguard your personal data, for example:

• access to your account (My ITI) is controlled by a password and a username that is unique to you.
• We store your personal data on secure servers.
• payment details are encrypted using SSL technology (typically you will see a lock icon or green address bar (or both) in your browser when We use this technology.

We are certified to PCI DSS. This family of standards helps Us manage your personal data and keep it secure.

Technical and organisational measures include measures to deal with any suspected data breach. If you suspect any misuse or loss or unauthorised access to your personal data, please let Us know immediately by contacting Us using the details given in Section 1.

If you would like detailed information on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit Get Safe Online. Get Safe Online is supported by HM Government and leading businesses.

7. Do we disclose your personal data?

We may have to disclose certain personal data, which may include yours, to the following:

• Third party service providers who provide, for example, IT and system administration services, electronic AGM services, AGM communication services, nominations and election services, printers, editors of publications, electronic communication and survey providers
• Professional advisers including lawyers, company secretaries, accountants, auditors, bankers, insurers
• Government bodies that require Us to report processing activities or otherwise disclose your personal data
• Fraud prevention agencies
• Third parties to whom We may sell, transfer or merge parts of Our business or assets

If any of your personal data is shared with a third party, as described above, We will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, Our obligations, and the third party’s obligations under the law.

We will never disclose your personal data to third parties for their own marketing purposes.

8. International transfers

We use services of certain providers based outside of the EEA. Where We transfer your personal data to such third parties, We will ensure that certain safeguards are in place to ensure a similar degree of security for your personal data as is afforded under the Relevant Legislation. We will therefore only transfer your personal data outside the EEA if:

• The European Commission have approved the country to which We are sending your data as providing an adequate level of protection for personal data; or
• We have used specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe;
• any US-based providers used are part of the EU-US Privacy Shield, ensuring they have equivalent safeguards in place

9. Data retention 

Unless a longer retention period is required or permitted by law, We will only hold your personal data on Our systems for the period necessary to fulfil the purposes outlined in this Privacy Notice unless you request that the personal data be deleted.

10. Cookies

This Website may place and access certain Cookies on your computer.   ITI uses Cookies to improve your experience of using the Website and to improve Our range of products and services.   We have carefully chosen these Cookies and have taken steps to ensure that your privacy is always protected and respected.

All Cookies used by this website are used in accordance with current UK and EU Cookie Law.

Before the Website places Cookies on your computer, you will be presented with a message bar requesting your consent to set those Cookies. By giving your consent to the placing of Cookies, you are enabling us to provide a better experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of the Website may not function fully or as intended.

This website may place the following Cookies:

You can choose to enable or disable Cookies in your internet browser. By default, most internet browsers accept Cookies, but this can be changed. For further details, please consult the help menu in your internet browser.

You can choose to delete Cookies at any time; however, you may lose any information that enables you to access the Website more quickly and efficiently including, but not limited to, personalisation settings.

It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.

For more information generally on Cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete Cookies from your computer.

11. Links to other websites

This Website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This Privacy Notice does not extend to your use of such websites. You are advised to read the Privacy Policy, Notice or Statement of other websites prior to using them.

12. Changes to this privacy notice

ITI reserves the right to change this Privacy Notice as We may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the website and you are deemed to have accepted the terms of the Privacy Notice on your first use of the Website following the alterations.