You can contact us, about anything documented in this notice on 020 3841 0300 or firstname.lastname@example.org.
This privacy notice sets out the standards you can expect from Resolution when we process personal information (‘personal data’) about you.
The data we collect and process is needed if you make use our services; you join as a member; you attend an event or training course, you are an employee; or a visitor. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice
How do we collect this information?
We collect personal information:
- directly from members
- directly from attendees to our events or training courses
- from visitors to our website
- from publicly available sources: e.g. networking, social media, internet services, exhibitions, direct referrals, other Corporate bodies
- from guests, contractors or visitors
What data do we collect?
We will only ever collect the information we need – including data that will be useful to help improve our services. We collect the following information
In order to administer your membership and provide you with your member benefits, we need to process the following personal data about you:
- Personal information including first and last name, date of birth and photograph or likeness.
- Contact information including current professional address, primary email address, billing address and primary phone number.
- Information obtained through our correspondence with you about your membership or products or services you have purchased from us.
- Financial data including bank account and payment card details.
- Usage data including information about how you use our website, the products and services we offer.
- Transaction data including details about payments to and from you and other details of products and services you have purchased from us.
- Information about training courses you have completed.
- Information about accreditation you have been awarded.
- Other information about your professional activities.
We will also use some of this data to contact you about voting in elections to our committees and for voting on resolutions at our general meetings in accordance with our Articles of Association.
When you use the website, we may collect the following information about you in addition to any information we have collected about you in any of the categories above:
- Technical information including IP address, operating system, browser type and related information regarding the device you used to visit the website, the length of your visit and your interactions with the website;
- Profile information including information relating to purchases or orders made by you;
- Transaction information including details about payments to and from you and other details of products and services you have purchased from us;
- Financial information including bank account and payment card details;
- Details of any enquiries made by you through the website, together with details relating to subsequent correspondence.
If you contact us with an enquiry, we will process the correspondence about the enquiry and the contact details you have used to make that enquiry for the purpose of answering that enquiry.
Other Personal data collected when you attend an event or course, or a visitor or a guest is limited to the data we need for your visit. This usually will include your name, business name, email address and telephone contact details.
Special Categories of data
We do not collect special category data for the provision of our services unless you provide this to satisfy your needs such as dietary requirements at an event
Special category data may feature in our dealings with employees but usually in areas needed to meet legal requirements but also to help us eliminate gender bias and developing an inclusive culture that values everyone.
How do we use the data we collect?
Any processing activities we undertake are fully compliant with UK and European data protection regulations and the Privacy of Electronic Commutations regulation (PECR) where needed for the marketing or promotional approaches we may undertake.
The personal data collected is needed in order to:
- Carry out our obligations arising from any agreements entered between you and us such as membership, training or event attendance
- Fulfil your requests – e.g., questions or guidance.
- Look into, and respond to, complaints, incidents or any other issues.
- Provide a personalised service to you when you visit our websites – this could include customising the content and/or layout of our website and webpages for individual users.
- Prevent or detect fraud or abuses of our websites and enable third parties to carry out technical, logistical or other functions on our behalf.
Our Legal Basis to Process
The legal basis for this processing is for the purpose of delivering our contract with you and, outside of this, our legitimate interest in providing you with products and services which may be of a professional interest to you.
We will use your contact details to provide you with news from our sector; professional development opportunities; information and support to help you in your daily work life; opportunities to get involved in Resolution, our campaigns, and other information that we think will be of benefit to you professionally.
We may contact you for marketing purposes based on our legitimate interest of providing services to our members. You have the right at any time to let us know that you no longer wish to receive marketing communications from us.
We may also process your data with your consent such as publishing your personal data on our website so that members of the public can contact you if they wish to use your services.
Your Information Safe and Secure
Resolution is committed to keeping personal information secure to protect it from being inappropriately or accidentally accessed, used, shared or destroyed, and against it being lost.
In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
Third Party Access
Access to your personal information is only allowed when required by law or is required as part our fulfilling our service obligations.
We do make use of carefully selected third-party service providers to help us fulfil our services and where we do the third party is required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes and we only permit them to process your personal data for specified purposes and in accordance with our instructions.
We use third party providers for:
- support in the administration of our systems and databases
- the administration of our HR, events, payroll, invoicing and accounting
- for our marketing and communications
- for the delivery of our training
- For our website and the provision of membership services
International Data Transfers
We are a UK based company and following Brexit we will continue to store and process personal information mainly in the UK or EEA.
In any circumstance where we may have to transfer your personal data out of the UK or EEA, we ensure a similar degree of data privacy and protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK
- Where we use service providers who are not in territories approved by the UK or EU commission, we will look to implement additional safeguards such as a detailed review of security measures and the use Standard Contractual Clauses (SCCs) approved by the UK
- Where we use providers based in the US, we formerly would have relied upon the assurances of the US Privacy Shield. However, from July 2020 we will now apply additional safeguard as outlined above.
To receive information on the recipients of your data please contact us at 020 3841 0300 or email@example.com.
How long do we keep Personal Information?
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Details of retention periods for other aspects of your personal information are available in our Data Processing Register which is available from: firstname.lastname@example.org.
In general terms we will retain
- Membership data for the duration of your membership. Once you have ceased to be a member, we will retain the data for a further five years. On some areas we will continue to hold the details after 5 years where for example the training you have completed and accreditation you have been awarded, as you may wish to check this with us in the future
- Complaints data for a period of three years after the process for the complaint, including any appeal, is completed.
- If you have made an enquiry, we will retain your contact details for three years.
- If you have subscribed to our bulletins, we will retain your contact details for the duration of your subscription.
- If you purchase goods and services from us through our website, we will hold the personal data for the purposes of making the content on the website available to you to access and for a period of five years from your last use of the website.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Resolution like most organisations make use of Cookie technology and therefore we capture data using Cookies (small text files) to your device when you access and use the website.
When you first visit you will be asked to consent to any non-essential cookies this at the time. Cookies do not affect your privacy and security since a cookie cannot read data off your system or read cookie files created by other sites.
- distinguish our users from one another;
- collect standard Internet log information; and
- to collect visitor behaviour information.
The information is used to track user interactions with the website and allows us to provide you with a good experience when you access the website, helps us to improve our website, and allows us to compile statistical reports on website visitors and website activity.
Resolution makes use of Google Analytics to collect standard internet log information and details about your behaviour patterns. This allows us to find out the number of visitors we have to each part of the site so we can improve it as needed. This information is anonymised therefore you cannot be identified as an individual. We do not attempt to find out the identities of those visiting our website.
Should we wish to collect your personal information through our website, we will clearly state this and explain what we will use your data for.
We may disclose aggregated, anonymous information (i.e., information from which you cannot be personally identified), or insights based on such anonymous information, to selected third parties, including analytics and search engine providers to assist us in the improvement and optimisation of the website. We do not disclose any information which can identify you personally.
You can set your system not to accept cookies if you wish (for example by changing your browser settings so cookies are not accepted), however please note that some of our Website features may not function if you remove cookies from your system. For further general information about cookies please visit www.allaboutcookies.org.
Links to Other Websites
This privacy statement does not cover the links to other websites. We encourage you to read the privacy statements on the other websites you visit.
Controlling your Personal Information (Your Rights)
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
Under certain circumstances, you have rights under UK Data Protection Act 2018 (DPA) and the EU General Data Protection Regulation 2016/679 (GDPR) in relation to your personal information. You may have the right to:
- be informed of how we will use your data as provided by this Policy
- access the information held about you. Your right of access can be exercised in accordance with data protection law;
- object to us processing or ask us to restrict our processing of your personal information for any of the purposes listed in this policy, at any time.
- ask us to update and correct any out-of-date or incorrect personal information that we hold about you free of charge.
- ask us to erase or delete your personal information (in certain circumstances). We will do our best to respond to such requests, but these are subject to certain limitations such as legal requirements.
- Request a transfer of your personal information (again in certain circumstances).
If you wish to exercise any of the above rights or to review, verify, correct or question anything detailed in this policy; are unhappy with any aspect of how we use your data or wish to remove your consent please contact us at: email email@example.com or phone 020 3841 0300.
You also have the right to make a complaint at any time and we appreciate the chance to deal with your concerns in the first instance.
To register a complaint please email us at email firstname.lastname@example.org or phone020 3841 0300
If you are unsatisfied by our reply then you have the right to lodge a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. You can contact the Information Commissioner’s Office by telephone on 0303 123 1113, or by using the live chat service which is available through the Information Commissioner’s website www.ico.org.uk
We keep this policy under regular review and may change it from time to time. If we change this policy we will post the changes on this page, and place notices on other pages of the website as applicable. You are responsible for ensuring you are aware of the most recent version this policy.
This policy was last updated in February 2023.
We welcome your feedback and questions on this policy. Please email us at email@example.com or call on 020 3841 0300.