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Privacy Policy
Introduction

The Institute of Risk Management and the Institute of Risk Management – India Affiliate (GLECO) (hereinafter "we", "us", or "our") is committed to protecting and respecting the personal data that we hold. This privacy statement describes why and how we collect and use personal data and provides information about any individuals' rights. It applies to personal data provided to us, both by individuals themselves or by others. We may use personal data provided to us for the purposes described in this privacy statement or as made clear before collecting personal data. Personal data is any information relating to an identified or identifiable living person. When collecting and using personal data, our policy is to be transparent about why and how we process personal data. We process personal data for numerous purposes, and the means of collection, lawful basis of processing, use, disclosure, and retention periods for each purpose are set out in the relevant sections below. The personal data that is provided to us is either provided directly from the individual concerned or third parties. Where we receive personal data that relates to an individual from a third party, we request that this third party inform the individual of the necessary information regarding the use of their data. Where necessary, reference may be made to this fair processing statement.​


Security

We take the security of all the data we hold seriously and take reasonable measures to protect the security of your personal data. Access to your personal data is restricted to only the staff, employees, contractors or authorised agents of IRM and IRM India Affiliate-GLECO and such access is limited to the extent such information is needed to fulfil the task for which the personal information was collected. We have a framework of policies and procedures which ensure we regularly review the appropriateness of the measures we have in place, to keep the data we hold secure. All information you provide to us is stored on our secure servers. While we strive to protect your personal data, unfortunately, the transmission of information via the internet is not completely secure, and hence we cannot ensure the security of the information you transmit. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. We recommend you take every precaution in protecting your personal data like changing passwords often etc. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.


Consent

By using this website or providing us with personal data, individuals consent to our processing and transfer of your personal data as described here.

Providing us with your information constitutes your consent to the collection, use, transfer, and sharing of that information for the purposes described in the record where you provide the information and in this Privacy Policy. If a specific element of our processing of your Personal Information relies upon your consent, you may withdraw your consent as described below in "Individual Rights."


Data That We Hold


Purpose

We provide services to individuals as well as organisations. The exact data held will depend on the services to be provided. Where we engage with individuals, we may collect and process personal data in order to satisfy a contractual or operational obligation. We request that individuals only provide the personal data that is required for us to fulfil our contractual or operational obligation.


Why do we process data?

Where data is collected for professional services, it is used for a number of purposes, as follows;

Providing services to you: Data is processed in accordance with the purpose for which we have collected it, and may sometimes be further clarified in written documentation, supplied before any data processing may occur. We provide a range of services and this includes but is not limited to: training courses – providing training courses for individuals to take part in; examinations – holding examinations leading to professional qualification and membership.

Individual needs: When communicating with and assessing the needs of clients, personal data may be processed in order to ensure that their needs are appropriately satisfied. This may include assessing whether the services provided to our clients are appropriate. In order to manage and administer our business and services, we may collect and process personal data. This may include (but is not limited to) maintaining internal business records, managing client relationships, hosting events, and maintaining internal operating processes.

In order for the Institute of Risk Management and the Institute of Risk Management – India Affiliate (GLECO) to do what it does, we may from time to time be required to collect and process personal data in order to fulfil regulatory, legal or ethical requirements. This may include (but is not limited to) the verification of the identity of individuals.


What data is processed?

The data that is processed is dependent on the service that is being provided and on the recipient of this service. Services to individuals: Personal data may include name, contact details and medical records, ID documents to identify who you are (Passport/Driving Licence), qualification and certificates, membership data, bank details, photographs, videos and any other specifically relevant data.


How long do we hold data for?

We retain the personal data processed by us for as long as it is considered necessary for the purpose(s) for which it was collected; there may also be occasions which will require data to be kept for longer; however, this will typically be for legal purposes. In addition, personal data may be securely archived with restricted access and other appropriate safeguards where there is a need to continue to retain it. We will periodically review this data to ensure that it is still relevant and necessary.


Business Contacts

Personal data from our contacts, which covers both potential and prior customers, as well as potential and prior employees, are held in our customer relationship management tool (CRM tool). This information is entered into the system after contact is made between a staff member of the Institute of Risk Management, UK and/or the Institute of Risk Management – India Affiliate (GLECO) and an individual or a business contact individual. For some Institute of Risk Management, UK and/or the Institute of Risk Management – India Affiliate (GLECO) events, we may make certain personal data of all event attendees available to other event attendees and event sponsors. The personal data made available may include name, employer, address, and email address.


Why do we process data?

Where personal data on business contacts is held, it is used for a number of purposes, as follows:
  • Promote and develop our services
  • Hosting and facilitating of events
  • Relationship management
  • Administration and management


What data do we hold?

Personal data that may be stored in the CRM tool include, but are not limited to, name, email address, physical address, job title, and details of the initial meeting. In addition, personal data may be securely archived with restricted access and other appropriate safeguards where there is a need to continue to retain it.


How long do we hold data for?

We retain the personal data processed by us for as long as is considered necessary for the purpose(s) for which it was collected.


Our people

We collect personal data for our people as part of the administration, management and promotion of our business activities. Our staff handbook explains further how personal data is held for our staff and partners.


Applicants

Where an individual is applying to work for the Institute of Risk Management or Institute of Risk Management – India Affiliate (GLECO), personal data is collected through the application process. There are a number of purposes for which personal data for applicants is collected:

Employment: We process an applicant's personal data in order to assess their potential employment at the Institute of Risk Management, UK or Institute of Risk Management – India Affiliate (GLECO).

Administration and management: We may also use this personal data in order to make informed management decisions and for administration purposes. Personal data collected for applicants is held for as long as necessary in order to fulfil the purpose for which it was collected, or for a maximum of one year where those purposes no longer become necessary.


Suppliers

We collect and process personal data about our suppliers, subcontractors, and individuals associated with them. The data is held to manage our relationship, to contract and receive services from them, and in some cases to provide professional services to our clients.


Why do we process data?

  • Receiving goods and services - We process personal data in relation to our suppliers and their staff as it is necessary to receive their services.
  • Providing services to our clients - Where a supplier is helping us to deliver professional services to our clients, we process personal data about the individuals involved in providing the services in order to administer and manage our relationship with the supplier and the relevant individuals and to provide such services to our clients.
  • Administering, managing and developing our businesses and services - We process personal data in order to run our business, including managing our relationship with suppliers; developing our businesses and services (such as identifying client needs and improvements in service delivery); hosting or facilitating the hosting of events; and administering and managing our website and systems and applications.
  • Security, quality and risk management activities - We have security measures in place to protect our and our clients' information (including personal data), which involve detecting, investigating and resolving security threats. Personal data may be processed as part of the security monitoring that we undertake; for example, automated scans to identify harmful emails. We have policies and procedures in place to monitor the quality of our services and manage risks in relation to our suppliers. We collect and hold personal data as part of our supplier contracting procedures. We monitor the services provided for quality purposes, which may involve processing personal data. Complying with any requirement of law, regulation or a professional body of which we are a member. We are subject to legal, regulatory and professional obligations. We need to keep certain records to show we comply with those obligations, and those records may contain personal data.


What data do we hold?

We will hold the supplier's names, contacts names, and contact details of suppliers.


How long do we hold data for?

We retain the personal data processed by us for as long as it is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation). Data may be held for longer periods where required by law or regulation and in order to establish, exercise or defend our legal rights.


People Who Use Our Website

When people visit our website, personal data is collected both through automated tracking and interacting with various forms on the website or apps (collectively referred to as the websites). Personal data may be collected when individuals fill in forms on our websites or by corresponding with us by phone, email or otherwise. This includes information provided when an individual registers to use our websites, subscribes to our service, makes an enquiry or participants/attends any of our events.


Sharing Personal Data

We will only share personal data with others when we are legally permitted to do so. When we share data with others, we put contractual arrangements and security mechanisms in place to protect the data and to comply with our data protection, confidentiality and security standards.

Personal data held by us may be transferred to:
  • Jurisdictions outside of your home country as is necessary for the purposes described in this policy, including jurisdictions that may not provide the same level of data protection as your home country. We provide appropriate protections for cross-border transfers as required by law for international data transfers. Information that we collect may be stored and processed in and transferred between any of the countries in which we operate in order to enable us to use the information in accordance with this privacy policy.
  • Third party organisations that provide applications/functionality, data processing or IT services to us.

We use third parties to support us in providing our services and to help provide, run and manage our internal IT systems. For example, providers of information technology, cloud-based software as a service provider, identity management, website hosting and management, data analysis, data back-up, security and storage services. The servers power and facilitate that cloud infrastructure are located in secure data centres around the world, and personal data may be stored in any one of them.

  • Third-party organisations that otherwise assist us in providing goods, services or information
  • Third-party venues in order to hold training and examinations on behalf of the Institute of Risk Management
  • Trainers who administer training on behalf of the Institute of Risk Management, UK and/or Institute of Risk Management – India Affiliate (GLECO)
  • Law enforcement or regulatory agencies or those required by law or regulations

Occasionally, we may receive requests from third parties with authority to obtain disclosure of personal data, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, to establish, exercise or defend legal rights. We will only fulfil requests for personal data where we are permitted to do so in accordance with applicable law or regulation.


Locations Of Processing​

Where possible, personal data resides within the Indian territory but may be transferred to, and stored at, jurisdictions outside of India as necessary for the purposes described in this policy, including to jurisdictions that may not provide the same level of data protection as India for the purposes of accepting admissions, issuing certification, membership and conducting examinations. We provide appropriate protections for cross-border transfers as required by law for international data transfers.

Data collected by us may be stored and processed in and transferred between any of the countries in which we operate in order to enable us to use the information in accordance with this privacy policy.


​Individual's Rights​

Individuals have certain rights over their personal data, and data controllers are responsible for fulfilling these rights as follows:

  • Individuals may request access to their personal data held by us as a data controller. Individuals may request us to rectify inaccurate personal data concerning him/her submitted to us.
  • Under some circumstance, individuals may request that we erase their personal data.
  • Where we process personal data based on individuals' consent, individuals may withdraw their consent at any time with future effect. Such withdrawal shall not affect the lawfulness of the processing prior to the consent withdrawal.
  • Under certain circumstances, Individuals may have other rights to restrict or object to our processing of personal data and the right to data portability.
  • Individuals may request information about, or human intervention into, any automated data processing that we may undertake.
  • If you wish to exercise any of these rights, please send an email to - dataprotection@theirm.org.
  • Please note that all of these rights are limited under your applicable local data protection law. If you exercise or seek to exercise any of those rights, our obligations to respond are limited by and subject to applicable law.
Complaints

We hope that you would not ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to dataprotection@theirm.org. We will look into the same and respond to any complaints that we may receive.


External Third-party Links/apps

Our website provides links to websites/mobile applications or services created and maintained by other individuals or organisations. Please note that these websites' privacy policies may differ from our privacy policy. We encourage you to read the privacy policies of any such websites/mobile applications you may visit, as we are not responsible for such websites'/mobile applications' content and policies. We do not control these links/applications or sites nor are we responsible for the accuracy, timeliness, security, or continued availability or existence of the information provided on these sites. Other organisations linked to our website may collect information about you when you visit their websites. Such a collection of information is beyond our control. You should contact these companies directly if you have any questions about how they use the information they collect.


​Changes To Our Privacy Statement

Updates to this privacy statement will appear on this website.
This privacy statement was last updated in Feb 2020.

Except where restricted by applicable law, we reserve the right to update and modify this policy to reflect changes to our procedures/practices by prominently posting notice of the update on this website, and, if required, obtaining your consent. Any updates will become effective immediately after posting the updates/modifications to this policy and apply to all information collected about you, or where required, upon your consent. You agree that you will review this policy periodically. If we make any changes to this policy, we will change the "last updated" date as mentioned above. You are free to decide whether or not to accept a modified version of this policy, but accepting this policy, as modified, is required for you to continue using the site.

If we make any changes, to this policy that materially and adversely impacts previously collected information about you, we will obtain your prior express consent for processing information previously collected about you in such a manner.