Membership Records Code of Practice

1. Your data is never sold to a third party.
2. Your data is never released to an independent third party to use for their own purposes.
3. Your data is constantly checked for accuracy and unused data is retained for ten years, following which this is permanently deleted.
4. Your data is kept in a secure system which is password protected and covered by a Data Protection Security Policy.
5. All staff with access to your data are contractually bound to keep this confidential.
6. Your contact details are provided to Agents conducting business on our behalf. However, all agents who process data on our behalf are contractually obliged to keep that data secure and only use it for the agreed purposes - examples would be your magazine distribution, reproduction and dissemination of your membership card, etc.
7. Your contact details are provided to Officers of the Institute to enable you to hear about and participate in CIPS Activity (for example Branch Chairmen).
8. Your contact details may be provided by specific request to other CIPS Members in order that members can network and gain the best information possible from fellow Members and colleagues.
9. If you are a Student your contact details are provided to the appropriate Educational Establishments in order that the studying and examination process can take place efficiently.
10. Following the examination process your results are provided to appropriate educational establishments.
11. When you gain full Membership via the Graduate Diploma your name may be published in the national press to publicly record your achievement.
12. Examination results are provided to your current employer upon request - requests such as these are not common and normally relate to situations where the employer is funding the study.
13. Confirmation of your Membership status is provided to current or future employers upon request. No Sensitive Personal Data as specifically detailed in the Act is processed by the Institute.

The general data we hold about you on the system is as follows:
• Name
• Date of BirthAddresses (home and work)
• Contact telephone number(s) (home, work and mobile)
• Contact e-mail address
• Date of Joining CIPS
• Membership Status and Grade
• Career details - current job/employer/salary
• Skills and Interests
• Purchases you have made from the Institute
• Enquiries and contacts you have made to the Institute

For the examinations process:
• College details
• Current qualifications and experience
• Exemption details as appropriate
• Examination marks/results