Data privacy and security compliance statement
The privacy and data security of our members, fellows and journal subscribers is important to us at NICEC. NICEC follows the Information Commissioners’ Office’s (ICO) existing guidance on general data protection obligations.
This statement explains how NICEC uses personal data to keep connected to the NICEC community of our membership and fellowship and to build our professional connections with the NICEC community and to ensure that we are diverse and inclusive.
NICEC processes the personal data of our members, fellows, stakeholders and journal subscribers. This helps to ensure that you are getting the most relevant and interesting communications from NICEC.
If you have any questions about how we process your personal data or if you wish to opt-out of certain types of processing or communications, please contact the NICEC membership secretary ([email protected]).
Our data protection officer is David Winter ([email protected]).
What information do we hold about you?
The personal data held and processed by NICEC may include:
Biographical information
- your name, address, contact details, role and institution or organisation, gender and ethnicity. From time to time, we may also ask you about any accessibility requirements that you may have. This is to ensure that we are providing our services in a range of formats to meet individuals needs.
Interactions and transactions with NICEC
- Your current and previous contact details
- Communication preferences
- Records of NICEC events you register for and attend
- Records of communications and interactions we’ve had with you
- Records of financial transactions with NICEC including fee payments.
- Data produced as part of a members and stakeholder research process
Where does our information come from?
The information we hold about you comes from you filling in the online NICEC membership form, booking and attending events including through the recording of virtual meetings, responding to surveys, or by corresponding with us by telephone, email, face-to-face or otherwise.
How we store your information
The NICEC website is provided by White Fuse. Data on the website is stored on Heroku servers based in the EU and data is encrypted at rest. For more information, see the White Fuse page on data security.
Our journal information is hosted by OpenJournalSystems.com. The names and email addresses of authors and reviewers entered in this journal site will be used exclusively for the stated purposes of this journal and will not be made available for any other purpose or to any other party. See the OpenSystems.com privacy policy.
Who has access to the information
Access to your information is carefully controlled and is only accessible by a few named individuals. This includes the members of the NICEC Board, the administrator, the organisers of events, the membership secretary and website manager.
How we use your information
The data we collect is used by NICEC to support a full range of activities for our membership and fellowship. We use data to communicate with you as part of the NICEC community and for administrative purposes.
Where data is gathered as part of research into NICEC services, it will be anonymised in any reports which are made as a result of the research. Informed consent will always be sought from research participants.
Sharing and disclosing your personal information
Sharing with other services
Your data will be used primarily by NICEC. Where appropriate and permitted, we may share data on a confidential basis with Ingenta to set you up on our online journal provider and with our website provider to enable access to the site and with Eventbrite to organise events. Your data is also shared when you join an online event or meeting with the webinar provider (Zoom, Microsoft etc). We will ask you if you would like us to share your contact details with other NICEC members.
Sharing with external parties
Online meetings and events are often recorded. Delegates at meetings or events are told when recording is starting, and this enables you to opt out of the chat facilities or from speaking. Our event recordings are often shared with those who attended and from time to time with wider audiences and in particular members and fellows. This will be explained to you at the start of each event.
We do not sell your personal data to third parties or share it for any commercial purposes. We also will not permit third parties to sell on the data we have shared with them, under any circumstances. We will not usually share your information with external parties, except in the following circumstances:
- When you have given us permission to do so
- To the hosts for specific events
How long we keep your personal information
As long as you have an ongoing relationship with NICEC, we will retain your data indefinitely unless you request us to do otherwise. We will delete your data if you do not have an active NICEC membership, have not signed up for communications and have not engaged with our activities for over four years. The data we retain includes:
- Your name, address and role
- Interactions and transactions with NICEC
- Contact details
- Communication preferences
- Records of NICEC events you are invited to, register for and attend
- Records of communications and interactions
- Records of financial transactions with NICEC
- Survey responses
We review the data held on our database to ensure that it is accurate and relevant to our aim to communicate with you. Where we find information which is out of date, inaccurate or no longer relevant, we remove this data.
Where you exercise your right to erasure, we will retain a core set of personal data (e.g. name and contact details) to ensure that we do not inadvertently contact you in the future and to maintain your membership or fellowship record for archive purposes.
Exercising your rights
The privacy and data security of our members and fellows is important to us at NICEC. UK and EU data protection laws give you a range of rights in relation to your personal data for example: erasure, rectification and subject access. Information about your rights can be found on the Information Commissioner’s website.
To ask questions, or complain about how we process your personal data, please contact the NICEC membership on [email protected] . You also have the right to lodge a complaint with the Information Commissioner’s Office.
Ensuring your information is accurate
We continuously review our records of members and fellows to ensure that your data is as accurate as possible. Alongside the research we proactively carry out, we may also consult alternative sources to undertake these checks, for example: Royal Mail address files, BT phone directories, reviewing job information that you have made publicly available via LinkedIn and other social media, newspaper articles, company websites and other publicly available sources.
Communication Preferences
Communications may be sent to you by post, telephone or electronic means (principally by email) depending on the contact details we hold, and the preferences expressed by you about the types of communications you wish to receive. To let us know how you would prefer to keep in touch with NICEC, to request no further communications from us, or if you have any questions about we process your personal data, please email [email protected]
Corrections
If you wish to correct any information held by the NICEC about you, please contact the [email protected]
Making a request for personal information
Alumni, friends and supporters may request a copy of the personal data held about them by NICEC. If you wish to make such a request, please contact the NICEC membership secretary at [email protected]
Further information
The controller for your personal data is NICEC.
We always handle your personal data securely and minimise its use and collection, and there is no overriding prejudice to you by using your personal information for these purposes.
Our website
The NICEC website explains how data may be gathered about users of the NICEC website. NICEC’s privacy notices do not cover the links within the site, which link to other websites.
Changes to our privacy statement
We regularly review NICEC’s privacy statements. This privacy statement was last updated in July 2026. We will publish here any changes we make to this privacy statement and notify you by other communication channels where appropriate.
