Privacy notice

Contact details

Post: Institute Of Conservation, FBC Clerkenwell, 40 Bowling Green Lane, London EC1R 0NE, U.K.

Telephone: 020 3142 6799

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery and third-party referrals:

Names and contact details
Gender
Pronoun preferences
Addresses
Date of birth
Photographs or video recordings
Service use history
Dietary information (including allergies and health conditions)
Information about support requirements
Records of meetings and decisions
Information about income and financial needs for funding or personal budget support
Payment details (including card or bank information for transfers and direct debits)
Website user information (including user journeys and cookie tracking)
Information relating to compliments or complaints

We collect or use the following information to receive donations or funding and organise fundraising activities:

Names and contact details
Addresses
Payment or banking details
Donation history
Taxpayer information (for Gift Aid purposes)
Gifts in wills
Visitors to our stores and website

We collect or use the following personal information for service updates or marketing purposes:

Names and contact details
Addresses
Marketing preferences
Purchase history
Donation history
Website and app user journey information
Records of consent, where appropriate

We collect or use the following personal information to comply with legal requirements:

Name
Contact information
Identification documents
Financial transaction information
Any other personal information required to comply with legal obligations
Health and safety information
Safeguarding information
Criminal offence data

We collect or use the following personal information for recruitment purposes:

Contact details (e.g. name, address, telephone number or personal email address)
Date of birth
National Insurance number
Copies of passports or other photo ID
Employment history (e.g. job application, employment references or secondary employment)
Education history (e.g. qualifications)
Right to work information
Details of any criminal convictions (e.g. Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
Security clearance details (e.g. basic checks and higher security clearance)

We also collect or use the following special category information for recruitment purposes. This information is subject to additional protection due to its sensitive nature:

Racial or ethnic origin
Religious or philosophical beliefs
Health information
Sexual orientation information

We collect or use the following personal information for dealing with queries, complaints or claims:

Names and contact details
Address
Payment details
Account information
Purchase or service history
Witness statements and contact details
Relevant information from previous investigations
Customer or client accounts and records
Financial transaction information
Correspondence

We also collect or use the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature.

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Icon processes personal information under the lawful basis of legitimate interests where this is necessary to deliver services, support its charitable and professional objectives, and operate effectively. This includes administering membership, accreditation, CPD, events, training, research, stakeholder engagement, and responding to enquiries. Personal data may also be shared with carefully selected third parties, suppliers, assessors, volunteers, professional advisers, technology providers, and other organisations where this is necessary to deliver services, administer programmes, make requested referrals, or support the efficient operation of Icon\'s activities. Such processing is limited to what is necessary, is proportionate to the individual\'s expectations, and is undertaken with appropriate safeguards to protect personal data and individual rights. Individuals retain the right to object to processing carried out under legitimate interests.

For more information on our use of legitimate interests as a lawful basis, you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Icon processes personal information under the lawful basis of legitimate interests where this is necessary to secure financial support for its charitable objectives and the advancement of conservation practice. This includes administering donations, grants, sponsorships, legacies, and fundraising activities; maintaining records of donors, funding applicants and supporters; communicating about funding opportunities, charitable impact and fundraising campaigns; and managing relationships with individuals, trusts, foundations, corporate partners and other stakeholders. Personal data may be shared with payment processors, fundraising platforms, professional advisers and other service providers where this is necessary to administer donations, funding agreements or related services. Icon only processes information that is relevant and proportionate to these purposes, applies appropriate safeguards to protect personal data, and respects the rights and interests of individuals, including the right to object to processing carried out on the basis of legitimate interests.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Icon processes personal information under the lawful basis of legitimate interests where this is necessary to communicate with members, supporters, volunteers, donors, stakeholders and others who have an existing relationship with the organisation. This includes providing service updates, information about membership, accreditation, events, training opportunities, professional resources, consultations, fundraising activities, and other communications that support Icon\'s charitable aims and professional objectives. This processing benefits individuals by keeping them informed about services, opportunities and developments relevant to their interests and engagement with the conservation profession. It also benefits Icon by enabling effective communication, promoting participation in its activities, supporting professional standards, and advancing its charitable mission. Icon only uses personal information that is relevant and necessary for these purposes, provides clear options for managing communication preferences, and respects individuals\' rights to object or unsubscribe from marketing communications. The benefits of keeping individuals informed and engaged are considered to outweigh any minimal privacy impact, which is mitigated through proportionate data use, appropriate safeguards and compliance with UK data protection legislation.

For more information on our use of legitimate interests as a lawful basis, you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We collect and use personal information where necessary to meet our legal, regulatory, financial, employment, charity law, apprenticeship assessment and governance obligations. This helps us maintain accurate records, fulfil regulatory requirements, protect the organisation and comply with applicable legislation. For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for recruitment purposes are:

Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Icon processes personal information under the lawful basis of legitimate interests where this is necessary to recruit employees, volunteers, contractors, trustees, assessors and other individuals who support our charitable and professional activities. This includes receiving and reviewing applications, assessing qualifications, skills and experience, arranging interviews, communicating with candidates, obtaining references, and maintaining recruitment records. This processing is necessary to ensure that Icon can identify suitable candidates, appoint appropriately qualified individuals, maintain organisational effectiveness, and protect the interests of members, beneficiaries, staff and the wider public. Applicants would reasonably expect their personal information to be used for these purposes when applying for a role. We only collect information that is relevant and proportionate to the recruitment process, limit access to those involved in recruitment decisions, and apply appropriate security measures to protect personal data. Recruitment records for unsuccessful applicants are retained only for a limited period. We have assessed that the benefits of this processing outweigh any limited impact on individual privacy and do not override the rights and freedoms of candidates.

For more information on our use of legitimate interests as a lawful basis, you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Icon processes personal information under the lawful basis of legitimate interests where this is necessary to receive, investigate, manage and resolve enquiries, complaints, appeals, disputes and claims. This includes communicating with individuals, reviewing relevant records and correspondence, gathering evidence, conducting investigations, maintaining audit trails, and implementing appropriate resolutions or improvements. This processing benefits both individuals and the organisation by ensuring that concerns are handled fairly, consistently and effectively; services can be improved; professional standards can be maintained; and legal rights and obligations can be protected. Individuals would reasonably expect the information they provide in relation to a query, complaint or claim to be used for these purposes. Icon only collects and uses information that is relevant and proportionate to the matter being considered. Access is limited to those who need the information to investigate or respond and appropriate security measures are in place to protect personal data. We have assessed that the benefits of processing this information outweigh any limited impact on privacy and do not override the rights and freedoms of individuals. Individuals retain the right to object to processing carried out under legitimate interests where applicable.

For more information on our use of legitimate interests as a lawful basis, you can contact us using the contact details set out above.

Where we get personal information from

Directly from you
Schools, colleges, universities or other education organisations
Publicly available sources
Previous employers

How long we keep information

For information on how long we keep personal information, see our retention schedule in our Data Protection Policy.

Who we share information with

Data processors:

JS2 Ltd: This data processor does the following activities for us: They provide accounting and financial management services, including processing payment, payroll, financial and supplier information on behalf of the Institute of Conservation.

Pixl8: This data processor does the following activities for us: Pixl8 provides and supports our CRM system, processing personal information on our behalf to manage membership, events, communications and related services.

OneFile: This data processor does the following activities for us: OneFile provides and supports our e-portfolio and assessment system, processing personal information on our behalf to administer professional accreditation, assessment submissions, assessor activities and quality assurance processes.

Microsoft Teams and Zoom: This data processor does the following activities for us: Microsoft Teams and Zoom provide online meeting, webinar and event platforms, processing personal information on our behalf to facilitate meetings, training, assessments, events and communications.

Stripe and GoCardless: This data processor does the following activities for us: Stripe and GoCardless provide payment processing services, processing personal information on our behalf to collect membership fees, event bookings, donations and other payments.

Microsoft 365: This data processor does the following activities for us: Microsoft 365 provides email, document management, cloud storage, collaboration and productivity services, processing personal information on our behalf to support the administration and delivery of our activities and services.

Others we share personal information with

Professional advisors
Legal bodies or authorities
Relevant regulatory authorities
External auditors or inspectors
Organisations we’re legally obliged to share personal information with
Publicly on our website, social media or other marketing and information media
Current employers

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: [email protected]

Post: The Institute of Conservation FBC Clerkenwell, 40 Bowling Green Lane, London EC1R 0NE

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint