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Privacy Policy
Why we collect your information:

The IRMS is all about the appropriate management of information we take the management of your information very seriously. Every reasonable effort is taken to ensure your information is kept secure and intact. However if at any point you wish to discuss how the Society manages your information please get in touch via the contact details below. 

The Information & Records Management Society (IRMS) collects your personal details for the following reasons;

1: To administer your membership

We collect minimal personal details in order to be able to identify you as an individual member. This includes your name, address, job title, contact details and payment information.Your membership information is processed as part of your membership agreement, which can be cancelled at any time. 

Kingston Smith Association Management Ltd (KSAM) help us to administer your membership on our behalf and we have a contract with them for the service which outlines how this information will be processed and protected.

Formal notices about your membership will be sent to your designated email address unless you request a paper copy. Such notices typically consist of membership confirmation and renewals, annual reports, details of the AGM and executive nominations.

Potential employers may also enquire with us to validate your membership status (including accreditation). We verify status only; no copies of information are given out for this purpose.

If you leave the IRMS, details about your membership are kept on record for 6 years from the date of your membership lapse. This is tax and account purposes as well as our ability to verify your membership with us should you need to prove membership during that time frame. 

2: To deliver your benefits of membership

We process your personal details in order to ensure you are provided with the various benefits of membership to which you receive, and have agreed to as part of your membership agreement of the IRMS. However, some of these benefits are delivered by third parties, to whom the IRMS has a partnership with under formal contract. These are;

Your Rewards = This is delivered by Elgar Associates Limited. No information is provided to them about you, when you sign up to use the service you will need to follow the link in the membership area and register directly with them.

Bulletin = In order to send you a paper copy of the Bulletin, where you have elected to receive one via this method, your name and address are provided to the Tribal Group Plc and Hargreaves Design to coordinate and deliver the paper bulletins respectively. For those receiving electronic bulletins only your email address is shared with Tribal so that the access link can be sent to you. 

Jobs Board = This is provided to the IRMS by YourMembership and is now integrated into the IRMS website. More information of YourMembership can be found below.

Should you leave the IRMS, this information (as part of your membership record) is kept for up to 6 years from the date of your membership has lapsed. 

3: To make you aware of your benefits of membership

We collect your contact details (postal address and email address for example) in order to inform you about how you can use your benefits of membership. This includes when new benefits are launched and when obsolete ones are removed. We will often contact you via email and you can control what and how you receive this information via your membership account and settings on the IRMS website.

Should you leave the IRMS, your membership record is kept for up to 6 years from the date of your membership has lapsed. However, your contact email address is kept for longer if you have consented to still receive updates from the Society. You can opt-out of these updates at any time. 

4: To administer your attendance at events and training courses

Administration of IRMS events is done electronically through the IRMS website. We typically collect your name and contact details in order to book you onto the event but where catering is provided we may also need to collect any dietary requirements you may have. On occasion, we may need to send your information to the provider of that event if it is not being run by the IRMS. For that specific occasion, the event details will outline that this is occurring.

If you attend IRMS Conference your details are collected by and shared with Revolution Events Ltd. A specific privacy notice will be provided to you when you register for the conference you are looking to attend.

Should you leave the IRMS, this information (as part of your membership record) is kept for up to 6 years from the date of your membership has lapsed. 

5: To administer your accreditation, fellowship and any award nominations

To apply for accreditation, fellowship or an award we need to collect information about you, your career, qualifications and where applicable, references from others. Accreditation & fellowship application information is kept confidential and not shared outside of the IRMS unless you request us to do so.

Awards information (typically your name) may be shared with our awards dinner organisers, Revolution Events Ltd, with whom the IRMS has a partnership contract with.

Should you leave the IRMS, this information (as part of your membership record) is kept for up to 6 years from the date of your membership has lapsed. 

6: To send you details of offers from our partners relating to your membership or the wider profession

Where you have given us permission, we will send you information on our partners and third parties where they are offering services that may be of use to you (relating to the IRM profession or your professional development). These will also be things outside of the normal benefits of membership. These will be communicated to you via the method you have selected and your details will not be shared with them.

Where you provide information as part of your event attendance a separate privacy notice will be provided as we may seek to share your data with the event sponsor(s). However, this will only be done where you have consented.

Should you leave the IRMS, your membership record is kept for up to 6 years from the date of your membership has lapsed. However, your contact email address is kept for longer if you have consented to still receive updates from the Society. You can opt-out of these updates at any time. 

7: To host and maintain this information in an electronic system

There are 4 main systems for which your Personal Data can reside. These are outlined below with a summary of where the data is hosted and the controls in place to protect that data.

QuickBooks & ReceiptBank;

  • Used by the IRMS & KSAM for financial bookkeeping & invoice management
  • Hosted in the US, currently under the Privacy Shield Framework
  • Information on their policies, procedures and security controls can be found at www.quickbooks.co.uk/privacy-policy.

YourMembership (IRMS Website);

  • Used by the IRMS & KSAM to administer your membership and provide online resources to you.
  • Hosted in the US, currently under Privacy Shield Framework
  • Information on their policies and procedures can be found at www.yourmembership.com/legal

IMIS (legacy membership database);

  • This was used by IRMS and KSAM to administer your membership and finances. From the end of 2017, this system will contain legacy information only. 
  • Hosted in the UK as part of the KSAM contract with the IRMS.
  • More information on the system can be found at http://www.advsol.com/ASI/imis20/about/legal.aspx

The IRMS gets IT support from the following companies, all of which are under contract and only access Personal Data where there is no other suitable alternative;

WebFooted Designs Ltd; support the functionality and design of the some of our other digital platforms (e.g. the Wiki, email etc). Webfoot is based in the UK and only access your personal data to resolve system related queries where necessary. Information on their policies etc can be found at www.webfooteddesigns.co.uk

YourMembership; support the IRMS main membership website and database. YM are based in the U.S. and only access your personal data to resolve system and data related queries. More information on their policies etc can be found via the links above. 

Concerns, quibbles and your rights:

The majority of the information we hold on current members is accessible via the IRMS website directly by you as a member. If you wish to correct information, have it deleted or access your information please sign in to your account and head to the settings section of your account.

If you are not currently a member of the IRMS, and therefore do not have an account, please contact info@irms.org.uk outlining what you would like to do and we will process this accordingly.

Similarly, if you have a concern about your Personal Data you can contact the Chair of the Society by emailing chair@irms.org.uk or engaging with them or any member of the IRMS team through your online membership profile.

Use of Cookies:

The IRMS website (www.irms.org.uk) uses some cookies to assist in the way the website operates and functions. These cookies do not record any information on other sites that you visit and are not categories as 'privacy intrusive'. The cookies we use fall into 3 categories;

A session cookie allows visitors to access session specific data that pertains specifically to the visitor's web session. This information is only available during that session. Session cookies are required to browse the site and do not contain any personal or visitor/user information.

 

A "persistent” cookie is an optional cookie that is used to remember the user the next time they visit the site. For example, this is used in instances where a member chooses the “Remember Me” option when they log in.

Below is a list of the specific cookies used on the site and their primary purpose. 

Cookie Name:  Purpose:  
 __cfduid This is used to override any security restrictions based on the IP address the visitor is coming from. For example, if the visitor is in a coffee shop where there are a bunch of infected machines, but the visitor's machine is known trusted, then the cookie can override the security setting. It does not correspond to any user id in the web application, nor does the cookie store any personally identifiable information. Note: This cookie is strictly necessary for site security operations and can't be turned off.
 ASP.NET_SessionId This is used to identify the users' session on the server. The session being an area on the server which can be used to store data in between HTTP requests. Note: This cookie is strictly necessary for site operations and can't be turned off.
 openglobal_privacy_widget This is used to remember your cookie preference settings. Note: This cookie can be turned off based on your browser settings. 
   
   
   
Contact Us

Chester House
68 Chestergate
Macclesfield, SK11 6DY
United Kingdom

Phone: +44 (0)1625 664520
Fax: +44 (0)1625 664510

Email: info@irms.org.uk

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