Terms and Conditions

 

Purpose

This document governs membership with the Information and Records Management Society Ltd (IRMS).

Who are ‘we’?

When we outline to you how we take care of your data you’ll notice we use the words ‘we’, ‘us’ or ‘our’. This means we are referring to The Information & Records Management Society Ltd (IRMS) . We are a limited company registered in England & Wales under company reference 12914034. We are also registered with the Information Commissioners Office (ICO) under registration number Z8774506.

We are, in almost all circumstances, the ‘Data Controller’ of your personal data. We are responsible for taking care of your data and ensuring that anyone we work with, who might need to access your data, also takes care of it and follows our rules. If there is ever a situation where another organisation or person is the Data Controller of your data, we will let you know.

1. Introduction

By joining IRMS, members agree to abide by:

  • Articles of Association
  • Code of Ethics
  • Standing Orders
  • Policies and procedures
  • IRMS Terms of Service with MembershipWorks (IRMS’s membership platform)
  • By subscribing to IRMS membership, the Member agrees to these
  • Terms and the provisions outlined herein.

2. Membership Categories Standard Memberships

Individual Member: For professionals in information management. Full access to IRMS resources, events, and accreditation.

Corporate Member: For organisations; includes up to 5 transferable accounts. Staff receive full individual member benefits.

Affiliate Member: For individuals outside the UK/Ireland, or those retired/unemployed. Includes limited access to resources and events.

Education-Focused Memberships
Student/Apprentice Member (Free): For full-time students or apprentices. Requires proof of status. Access to most member benefits.

School Affiliate Member: Discounted affiliate member rate for individual schools or the first school in a Multi-School Academy Trust. Includes access to the IRMS Schools Toolkit.

Multi-School Academy Trust Member: Special discount for additional schools within a registered Trust. Shares benefits with School Affiliate membership.

Professional Recognition
Accredited Member (AMIRMS): Awarded based on experience and contribution. Entitled to use the post-nominal AMIRMS.

Fellow (FIRMS): Senior membership recognising significant professional contribution. Entitled to use FIRMS.

Honorary Life Member: Awarded for distinguished service. May hold voting rights if also an active member in another category.

3. Membership Benefits

Members receive access to IRMS resources, events, publications, and professional development opportunities as applicable to their membership category. Members are also entitled to display the official IRMS logo on their correspondence, social media profiles, and websites, in accordance with IRMS branding guidelines.

4. Member Responsibilities

Members must:

  • Maintain accurate contact and profile information.
  • Comply with IRMS policies and ethical standards.
  • Avoid uploading unlawful or infringing content to IRMS platforms.
  • Refrain from transmitting harmful software or disruptive content.

5. Governance Participation

Members may apply and be nominated or elected to:

  • Constitutional Officer roles (e.g., Chair, Secretary, Treasurer)
  • Executive Director roles (e.g., Digital Director, Groups Director, Marketing Director)
  • Officer roles (e.g., Communications Officer, Data Protection Officer)
  • Participation in subcommittees and working groups is encouraged.

6. Fees and Payment

Membership fees are payable annually in advance and are non-refundable unless otherwise stated.

Fees are set by IRMS and may be revised with appropriate notice. Membership payments will be automatically renewed via Stripe unless the Member has selected an offline payment option.

IRMS reserves the right to suspend or terminate membership for non-payment.

7. Term and Renewal

Membership is valid for one calendar year from the date of subscription and may be renewed annually. IRMS may revise membership fees and benefits with notice.

8. Termination and Suspension

Membership may be terminated:

  • Voluntarily by the member using the Cancel option in their profile.
  • For breach of IRMS policies or non-payment.
  • By IRMS Executive Committee following due process.
  • Upon termination, access to IRMS services and data may be revoked.

9. Data Protection and Privacy

IRMS uses MembershipWorks to manage member data.
Member data may be shared with third-party service providers (e.g., email, payments, accounting).

Data may be displayed publicly in directories based on IRMS configuration.

IRMS and MembershipWorks do not sell member data.

Members must provide opt-in consent for communications. Processing of personal data complies with applicable data protection laws and IRMS’s Data Protection Policy.

10. MembershipWorks Platform Terms

By subscribing, the Member agrees to:

  • Provide accurate and lawful data.
  • Consent to receive communications via the platform.
  • Allow data sharing with third-party providers for service delivery.
  • Accept public exposure of data in directories if configured.
  • Indemnify IRMS against misuse or breach of platform terms.
  • Understand that access may be revoked upon termination.

11. Communications

IRMS may send service announcements, newsletters, and administrative messages. Members may receive messages via public directories or internal systems. All communications are subject to spam filtering and may be blocked if deemed inappropriate.

12. Intellectual Property

Members must not infringe third-party rights when uploading content. IRMS retains rights to its own content and branding. Members may not copy, reverse-engineer, or replicate IRMS systems or services.

13. Liability and Indemnity

IRMS is not liable for:

  • Loss of data due to service cancellation or technical issues.
  • Actions of third-party providers.
  • Indirect or consequential damages.
  • Members agree to indemnify IRMS against claims arising from misuse of services or breach of these Terms.

14. Amendments

IRMS may update these Terms to reflect changes in law, policy, or service provider agreements. Members will be notified of significant changes via email or website updates.

 

FAO Data Protection Officer of the IRMS
Information & Records Management Society Ltd
St James House,
Vicar Lane,
Sheffield,
S1 2EX

 

Version Control: 

Version 1.1 October 2025