Your privacy is important to us
The Worshipful Company of Information Technologists’ Charity (Registered Charity No. 1113488) (a Company Limited by guarantee registered in England and Wales under No. 05697763) whose registered office is at 39a Bartholomew Close, London, EC1A 7JN (“the Charity”) and the Worshipful Company of Information Technologists (a company registered in England by Royal Charter under number RC000839) or (“the Company”) whose address is 39a Bartholomew Close, London EC1A 7JN (together “we”) are committed to protecting and respecting your privacy. We gather and process data in accordance with the prevailing data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
The Controller’s representative for the purposes of data collected about European Union citizens and residents in the EU under Article 27 of the EU GDPR is Dr Stefan Fafinski. European Union citizens may contact him via email to email@example.com.
We may collect and process the following data about you
We may collect, use, store and transfer different kinds of personal data about you for the purposes set out in this Privacy Notice. We have grouped together the personal data as follows, which includes but is not limited to:
Details of your visits to our website
This includes, but is not limited to:
If you contact us, we may keep a record of that correspondence, including any information provided or required to resolve your enquiry or issue.
We also collect, use and share “Aggregated Data” such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Notice.
With the exception of race and ethnicity and (in certain limited circumstances) information about criminal convictions and offences, we do not intend to collect any special categories of personal data about you (this includes details about your religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data).
If you are unable to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with information or services). In this case, we may have to cancel an arrangement or service you have with us but we will notify you if this is the case at the time.
We use different methods to collect data from and about you (or someone acting on your behalf), including through:
You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
Third parties or publicly available sources
We may receive personal data about you from various third parties and public sources as set out below:
We implement appropriate security measures to protect information from:
Our security systems include authenticated access to internal databases. We also encrypt and anonymise data wherever it is appropriate to do so. We regularly take back-ups of our data. We regularly review overall web security and audit procedures.
In conforming with data protection laws, we endeavour to implement appropriate procedures to protect your personal data and to prevent any unauthorised access or misuse of it. Our servers, on which your personal data is kept, are located in the United Kingdom and EU.
Please be aware that the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data when transmitted via the internet between us: any such transmission is at your own risk.
We only use your personal data when the law allows us to, and use information held about you in the following ways, which may include but are not limited to:
Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message.
We also pass your data to other Livery Companies with whom we co-operate from time to time so that they can provide you with relevant information about their goods and services and so that we can co-operate with them. Being a Livery Company, once you become a Freeman of the City of London we pass much of the data we collect about you to the Mayor and Commonalty and Citizens of the City of London. We are committed to responsible email sending practices. We only send e-mails to individuals whose data has been lawfully and fairly obtained.
If at any time you do not wish to receive emails from us, or for us to pass your information to third parties please use the unsubscribe functionality contained in all of our communications. Alternatively, please contact us using the details set out below in this Privacy Notice.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
We may disclose your relevant personal information to the Company. This Privacy Notice also applies to the Company and we (the Charity) reserve the right to freely pass the data between ourselves and the Company.
We may disclose your relevant personal information to the extent that we are under a duty to disclose or share your personal data in order to:
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not knowingly allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We do not transfer your personal data outside the UK other than storing data on our EU-based cloud server.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
We have appropriate policies with which our members and staff are required to comply, and we have provided training to our staff regarding their obligations in ensuring the security of your personal data. Members and staff are aware that misuse of personal data may be grounds for disciplinary action against them.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
The data protection legislation gives you a number of rights. These rights include:
If you wish to exercise any of the rights set out above, please contact us. Please be aware that if you exercise one of these rights, that in order to protect your privacy, we may require you to undergo some identity verification tests to ensure that we are dealing with you.
We, in conjunction with the Mayor and Commonalty and Citizens of the City of London, normally hold and process much of your professional data indefinitely for historic and archival purposes. We delete other data such as web tracking data as soon as reasonably possible and in any event when we no longer need it.
In any event we will stop the processing of your data where you ask us to do so by contacting us at firstname.lastname@example.org; or by post to Data Protection Co-ordinator, WCIT, 39a Bartholomew Close, London, EC1A 7JN or by telephone on 020 7600 1992. The only circumstances in which we will not do so are where we have a legal obligation or a legitimate interest to continue processing your data. You should note that our legitimate interests include maintaining, in conjunction with the Mayor and Commonalty and Citizens of the City of London, much of your professional data indefinitely for historic and archival purposes.
Our websites and email bulletins may contain links to and from the websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies. We do not set and are not responsible for those policies.
Policy updated August 2023.