Privacy Policy

Who we are

The data controller is the Institute of Chartered Foresters (ICF).

The Institute is the UK’s Royal Chartered professional body offering the Chartered Forester and Chartered Arboriculturist titles. Our registered address is 59 George Street, Edinburgh, EH2 2JG.

If you have any questions about this Privacy Policy you can get in contact by writing to:

Data Protection
Institute of Chartered Foresters
59 George Street
Edinburgh
EH2 2JG

The Institute of Chartered Foresters is committed to upholding your privacy and taking care with your personal data as a valued member, customer and user of our website. ICF process all data fairly and lawfully.

Collection of data

ICF is committed to respecting the personal data you supply to us. The information we collect will be relevant to the purposes for which it is to be used and we will do our utmost to ensure that such data will be accurate, complete and kept up to date.

The term “personal data” in our Privacy Policy, means information that relates to you and allows us to identify you, either directly or in combination with other information that we may hold. Your personal data may include, for example, your name, your contact details, information relating to your attendance at or engagement with one of our events, or information on how you use our website or interact with us.

We collect some personal data from you when you book an event or submit a membership application, use our website, use our services or contact us for the purposes of facilitating these services In the course of providing services to you, ICF may collect “sensitive data” from which religious beliefs or information about your health could be inferred (for example, information about particular dietary or access requirements). By providing any sensitive personal data, you explicitly agree that ICF may collect and use it in order to provide our services and in accordance with this Privacy Policy.

If you do not allow us process any sensitive personal data, this may mean ICF is unable to provide all or parts of the services you have requested from us. The “sensitive data” we collect will only be used to facilitate the services you are requesting by joining the ICF as a member or by booking for one of our events.

Categories of data we collect

We may collect and process the following categories of information about you:

Type of data

Method of collection

  • Your name and surname and your contact details (email address, telephone numbers and postal address)
  • Through application forms or event bookings

 

 

  • Sensitive information about, (access, assistance or dietary requirements) if you require special assistance or if you have specific dietary requirements).
  • Through event bookings or by registering for an exam with us.

 

  • Information about other delegates in your booking
  • When you make a booking on behalf of other individuals
  • Information about your transaction, how you paid and when.
 

  • When you or someone on your behalf purchase a ticket for an ICF event or pay membership or examination or pay membership fees
  • We may record the communications you/we exchange with us/you (for example, your emails, letters or calls)
  • When you contact ICF or you are contacted by ICF

 

 

  • Your feedback

 

 

  • When you reply to our requests for feedback or participate in our anonymous customer surveys
  • Information that relates to your ICF membership

 

 

 

  • When you obtain, renew or cancel your ICF membership, or when you update your details, and/or present for an examination

 

How and why we use your personal data

We use your personal data for the following purposes:

  • To manage your membership and provide our membership services to you

When you are a member, ICF will use your information to perform our services in relation to your membership (e.g. to issue your members’ magazine, e-newsletter, and to give you access to the online Members’ Area). In addition, we use your information when you use our services (e.g. event booking and the addition of new subscriptions). From time to time, we’ll email you with member-only communications that invite you to make the most of your membership. We’ll also contact you with important operational information regarding your membership (e.g. notices about your subscription fees and information about membership progression etc.). In these instances, we process your personal data because it is necessary for the maintenance of contact with you.

  • To manage your event bookings and provide our services to you

When you attend an ICF event, we will use your information to perform our services in relation to the event you are attending, for example to send booking confirmations and receipts, event-specific information, and to issue delegate badges, delegate, lists, and other event materials. We will amend your information upon request with reasonable notice.

  • To communicate with you and manage our relationship with you

Occasionally ICF may need to contact you by email and/or telephone for administrative or operational reasons, (e.g. to send you essential information relating to your membership, confirmation of your bookings and payments, or to advise you of disruption and changes to our services). As these communications are not made for marketing purposes, you will continue to receive them even if you opt-out of receiving marketing communications.

We will also use your personal data when contacting you if you send us a request, completed a web form, or contacted us on social media. Your opinion is very important to us, so we may send you an email to seek your feedback. We will use the communications you exchange with us along with any feedback you provide to manage our relationship with you and to improve our services and products. We may also collect information about you if you consent to the use of cookies when using our website. This can include the following: geographical location of where you accessed our website, information about how you use/interact with our website, information from cookies (if you have consented to their use) and information about your computer or other electronic device (tablet and browser type). For more information on our use of cookies, click here.

Non-members

ICF only collects non-member details for those who have opted into our e-news, or booked an event or attended an event as a delegate to fulfil the service.

ICF will use details submitted by you on our website to enable us to send you our e-newsletter. You will have the opportunity to opt out of these communications at any time.

MailChimp: this automation platform stores the details submitted by you to enable us to send a monthly e-newsletter to you. Find out more.

You may choose not to receive the Institute of Chartered Foresters’ communications by contacting our membership services team or by updating your consent preferences via the link in our emailed communications.

Credit Cards

ICF does not store credit card details or share financial details with any third parties. However, it may (in appropriate circumstances) use certain companies to provide services (e.g. a Direct Debit bureau to allow members to pay subscription fees by Direct Debit). These companies do not retain, share, store or use personal information for any purposes other than to provide a specific service to ICF.

Security safeguards

The Institute of Chartered Foresters respects your data and has taken appropriate technical and organisational measures to ensure we have mitigated against such risks as loss or unauthorised access, destruction, use, modification or disclosure of data.

ICF will retain your personal data for as long as we need it in order to fulfil our purposes set out in this Privacy Policy or in order to comply with the law.

Openness principle

The Institute of Chartered Foresters has a formal process to manage requests for access to the data we hold about you. However, in the first instance we encourage you to contact the Institute’s Member Services Director to discuss and resolve any concerns you may have relating to the use/acquisition of your data.

Individuals can assess the data held about them at any time. Responses to request for information will be made promptly and, in any event, within 30 days. ICF retains the right to refuse or charge for requests that are manifestly unfounded or excessive. If the Institute refuses a request, ICF will tell the individual why. Individuals have the right to complain to the supervisory authority and to a judicial remedy. The Institute will respond without undue delay and at the latest, within one month. In some circumstances ICF may be unable to provide you with your personal data (e.g. we are unable to provide candidates with copies of their marked examination scripts without compromising the confidentiality of a third party. ICF offers a comprehensive examination feedback service. Contact our membership services team for full details).

Your rights

Subject to certain limitations, you have the right to:

  • Request a copy of the information we hold about you and be told about its use.
  • Request that ICF rectifies or deletes your information, or restricts processing if you have concerns over its accuracy, deletion or fair and lawful use.
  • Object to the processing of your personal data, based on your particular situation, where this processing is based on the legitimate interests of ICF, where it involves direct marketing.
  • Withdraw or alter consent to the use of your information. All of our non-operational communications (i.e. marketing emails) contain an unsubscribe link and consent preferences link.
  • Receive your personal data in a portable, commonly used, machine-readable format to transfer to another data controller. However, in some circumstances we may be unable to provide you with some or all of your personal data, for example, if it compromises the confidentiality of a third party.

Data Sharing

ICF only shares the information necessary to fulfil the tasks listed below. The Institute will collect, process, store and share your data safely and securely, and will only work with other businesses which are just as careful with your data as we are. (Details below).

ICF shares data in the following cases:

  • Mailing houses for members’ magazine Chartered Forester (All shared data is destroyed after completion of the purpose it was collected for, i.e. to create a distribution list to deliver the magazine to members.)
  • SocEnv – membership subscriptions for Chartered Environmentalists
  • Oxford University Press – Forestry Journal subscriptions
  • Ad hock subscription mailings, i.e. to send operational and non-operational emails
  • Partnership events (delegate opt-in required)

ICF’s data sharing agreements ensure that it shares personal data in a way that complies with the law, is fair, transparent, and in line with the rights and expectations of the data subjects (the individuals the data is about). They also address the security surrounding the transmission of or access to the data and establish rules for its security. ICF data sharing agreements include:

  • Identification of all parties involved in the data sharing
  • The purpose for which the data is shared and the instruction for the data only to be used for this purpose
  • Instructions for secure storage
  • Access and transport restrictions
  • A retention period and deletion arrangements (the data will be deleted after the purpose it was collected for)

Only the data necessary to complete the task is shared with third parties.

Retention Policy

ICF retains personal data as long as it is legally or contractually obliged to do so, or according to how long professional industry codes of practice deem fit.

Member Records: Member records are retained by ICF for an indefinite period.

Non-member Records: Active non-members records are retain by ICF until an individual opts-out and so becomes inactive. Inactive non-members are deleted from the database two-years after becoming inactive.

Ex-member Records: Ex-member files are retained for a 15-year period on site, before being destroyed. Minimum information like name and date of birth and membership history are retained indefinitely to identify the individual should they wish to re-join at a later date.

Publication of personal data

The Institute, by law as a Royal Chartered body, must publish the names and membership status of all its members. This information will be publicly available both in print and on the Institute’s website.

Disciplinary

If a Member of any grade is subject to a disciplinary hearing in which the complaint is upheld, the complaints and its outcome will be reported in ICF’s Chartered Forester magazine. The member’s name may also be published. If a member is expelled from the Institute, for whatever reason, their name may also be made publicly available.

ICF Regions

Regional groups provide a key service to members. As part of this service your name and membership status is available to Regional Group Secretaries. Regional Group administration is also bound by this Privacy Policy.

Updates to our Privacy Policy

ICF will update this Privacy Policy from time to time and will publish updated versions on its website.

Concerns and complaints

If you have concerns or questions over the collection, storage or processing of your data, you are encouraged in the first instance to contact the Institute of Chartered Foresters to discuss and resolve any issues.

You can write directly to the Institute of Chartered Foresters:

Data Protection
Institute of Chartered Foresters
59 George Street
Edinburgh
EH2 2JG

You also have the right to lodge a complaint with a supervisory authority. In the UK, this is the Information Commissioner’s Officer (ICO). Contact details for the ICO are available here.