Home > About CIPS > Privacy Statement > Membership Records Code of Practice

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 Birth
  • Addresses (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

Bookshop terms and conditions

This page (together with the documents referred to on it) tells you (“you” means the party wishing to use our Bookshop) the terms and conditions on which we (“we”, “us”, “our” and “CIPS” means the Chartered Institute of Purchasing & Supply) supply books listed on our online bookshop (“Bookshop”) and is to be read in conjunction with our General Terms & Conditions of Business and Website Use (“General Terms”) which can be found on the CIPS Website www.cips.org/terms. If there is an inconsistency between any of the provisions of these terms and conditions and the General Terms, the provisions of these terms and conditions shall prevail.

Please read these terms and conditions carefully before ordering any books.  You should understand that by ordering any of our books, you agree to be bound by these terms and conditions.

You should print a copy of these terms and conditions for future reference.

The Bookshop is operated by CIPS Services Limited, which is a wholly-owned subsidiary company of CIPS, registered in England and Wales under company number 2610367. Our subsidiary’s registered office is Easton House, Church Street, Easton on the Hill, Stamford, PE9 3NZ.

1.       Description of products and pricing

We will take all reasonable care to ensure that all details, descriptions and prices of products appearing on the Website are correct at the time when the relevant information was entered onto the system. Although we aim to keep the “Website” (means www.cips.org) as up to date as possible, the information including product descriptions appearing on the Website at a particular time may not always reflect the position exactly at the moment you place an order. We cannot confirm the price of a product until your order is accepted in accordance with our order acceptance policy.

Although we make every effort to ensure the prices listed are correct, mistakes may sometimes be made. If a mistake is discovered in the price of the items you have ordered prior to their dispatch, we will tell you and give you the option of either reconfirming your order at the correct price or cancelling your order. In this instance, if we are unable to contact you or we receive no reply from you your order will be cancelled. CIPS reserves the right to change prices listed without notice. CIPS also reserves the right to refuse to supply to any individual or company.

2.      How to place an order

Orders can currently be made via the Website, by telephone on +44 (0) 845 880 1188, email to bookshop.orders@cips.org or by post. Payment must be received for the entire order before it can be processed.

3.      Prices, delivery charges and VAT

All of the prices for Bookshop products are quoted in UK pounds sterling. Where VAT is applicable, this is included in the price.

Discounts are available on certain Bookshop products for current members of CIPS. If placing an order via the Website, please log on to the Website as a member before placing your order to receive the membership discount. When ordering by any other means, you should quote your membership number in order to be entitled to a discount. If you fail to log into the Website or mention your membership status at the time of placing your order, you will be charged the full price on your order. Unfortunately we cannot offer any retrospective refund or credit for any membership discount that you would have been entitled to receive.

Delivery charges are in addition to the prices shown for individual products. If ordering via the Website, delivery charges will be calculated when you proceed to the checkout.  If ordering by telephone, delivery charges will be quoted to you over the telephone. If you are ordering by post or by email, it is advisable to enquire with the Bookshop Team in order to verify postage costs before making any payment in order to avoid unnecessary delays in the fulfilment of your order. 

4.      How to pay

Ordering via the Website

If you are ordering via our Website, you can only pay by credit or debit card. RBS Worldpay handles our online credit and debit card transactions in a secure environment. We accept American Express, Visa, Mastercard and Maestro.

Other payment methods

Payment for orders placed by email, telephone, or post can be made by the following means:

  • Credit or debit card;
  • Direct bank transfer to the CIPS bank account details of which can be found below;
  • Cheques by post made payable to “CIPS”;
  • If you are a member of CIPS, using any credit that you have standing on your CIPS account.

You are advised to notify the Bookshop Team in advance if you wish to pay by direct bank transfer to ensure the swift processing of your order. Your order will not be confirmed or despatched until full payment is received.

Please note that we do not accept payment by cash or payments in any currency other than UK pounds sterling.

5.      Website purchases

The technical steps required to create the contract between you and us via the Website Bookshop are as follows:

  • To purchase an item on the Website, click on the “Add to Basket” icon. Repeat for all items that you wish to purchase.
  • Once you are ready to complete your order, click on the “Basket” button in the CIPS banner.
  • You will be guided through the process of placing your order by a series of simple instructions on the Website. Following this, the Website will summarise the total cost of the order, including postal charges. You can press the “back” button on your web browser at any time to make amendments to your order.
  • You complete the order for your products on the Website by pressing the “Make Payment” button at the end of the checkout process.
  • We will send to you an order acknowledgement email detailing the products you have ordered. This is not an order confirmation or order acceptance from CIPS.
  • As your product is shipped from our warehouse we will send you a despatch confirmation email.
  • Order acceptance and the completion of the contract between you and us will take place on the despatch to you of the products ordered unless we have notified you that we do not accept your order, or you have cancelled it in accordance with the instructions in Changing your order (below). 

Non-acceptance of an order may be a result of one of the following:

  • The product you ordered being unavailable from stock;
  • Full payment not having been received;
  • The identification of a pricing or product description error;
  • Incorrect address details entered onto the website 

6.      How are my books sent?

Where the products that you have ordered are in stock, we aim to dispatch your order within 1(one) “Working Day” (means Monday to Friday excluding UK bank holidays) for orders received before 2pm.

 

All dispatch and delivery times quoted are estimates only as delays can sometimes occur. Within the UK, small parcels of one book only are sent by First Class post and larger orders of two books or more are sent by next day courier. Orders sent by courier will require a signature therefore please bear this in mind when choosing your delivery address. If you require your order to be redirected to a different address, the cost of such redirection shall be borne by you.

All orders sent outside the United Kingdom are sent by courier. Upon despatch of your order, you will be sent the airway bill number in order for you to track the progress of your parcel. Orders usually take between 3 – 7 Working Days to arrive, depending on the destination. CIPS cannot be held liable for any delay in the delivery of your package resulting from local customs practices.

7.      Changing your order

If you need to change your order, please contact the Bookshop Team on +44 (0) 845 880 1188 or email them at bookshopinfo@cips.org. Please have your order confirmation number ready (if applicable). It may not be possible to change your order if it has already been processed or despatched, in which case, please follow our returns policy below.

8.      Returns policy

In compliance with the Consumer Protection (Distance Selling) Regulations 2000, consumers have 7 (seven) Working Days from the receipt of their books in which to cancel their order. You can notify us of your wish to cancel your order by emailing the Bookshop at bookshopinfo@cips.org or by telephoning the Customer Services Team on +44 (0) 845 880 1188.

If you wish to exercise your right to cancel your order, CIPS will refund the original purchase price and delivery charge. Unfortunately we cannot refund delivery charges for books sent outside the EU. You have a legal obligation to take reasonable care of the books while they are still in your possession. If you fail to comply with this obligation, we may have a right of action against you for breach of a statutory duty.

You are responsible for the cost of returning the unwanted items to CIPS in accordance with our Returns procedure (below).

9.      Returns procedure

If you cancel your order within 7 (seven) Working Days after the date of delivery and there has been no error on our part you must immediately return the unwanted items, unused and in the same condition in which you received them, to the following address:

CIPS Book Shop

Customer Response Centre
PO Box 9156
Adamsway
Mansfield
Nottinghamshire
NG18 8DS

All items returned must be repackaged securely and within the package you should include your invoice number, email address or telephone number and instructions as to whether you would like a refund or to exchange the item(s). Refunds and exchanges will be processed as soon as possible, but in any event in no more than 30 days. If you are returning an item that was part of a larger order, we will only refund that part of the order and postage that relates to the item that was returned 

Under the Distance Selling Regulations, if you buy online or by phone, your consumer rights entitle you to a full refund if you request one in writing within 7(seven) Working Days of receipt.

If payment for the order was originally made by credit or debit card, any refund will be made back to the same card. If payment for the order was made by another method, such as cheque or bankers’ draft, a refund will be made by direct bank transfer to a bank account that you elect.

10.   Items sent in error

If you have received an item in error please contact the Bookshop Team as soon as possible and we will replace the item we sent you with the item you ordered as soon as we can.

Please send the incorrect item back to us within thirty days of receipt and we will refund your return postage costs. Where you are returning an item provided in error by CIPS, the item must be repackaged securely and within the package you should include your invoice number, email address or telephone number. The package should be sent to the following address:

CIPS Book Shop

Customer Response Centre
PO Box 9156
Adamsway
Mansfield
Nottinghamshire
NG18 8DS

If you do not return the original item to us by the end of the 30 (thirty) day period, we reserve the right to keep the payment of your original item. You have a legal obligation to take reasonable care of the books while they are still in your possession. If you fail to comply with this obligation, we may have a right of action against you for breach of a statutory duty.

Under the Distance Selling Regulations, if you buy online or by phone, your consumer rights entitle you to a full refund if you request one in writing within 7 working days of receipt.

11.    Damaged items

If on receipt of your order, you find that an item is damaged please contact the Bookshop Team within seven days of the date of delivery or the date when you ought to have discovered the defect. We will then replace the damaged item as soon as we can. In the event that we cannot replace the damaged item we will give you a full refund.

Please send the damaged item back to us within 30 (thirty) days of receipt and we will examine the returned item and will notify you for your refund via email within a reasonable period of time. We will usually process the refund due to you as soon as possible and in any case within 30 (thirty) days of the day we confirmed to you via email that we you were entitled to a refund. Where you are returning a damaged item, the item must be repackaged securely and within the package you should include your invoice number, email address or telephone number. The package should be sent to the following address:

CIPS Book Shop

Customer Response Centre
PO Box 9156
Adamsway
Mansfield
Nottinghamshire
NG18 8DS

If you do not return the original item to us by the end of the 30 (thirty) day period, we reserve the right to  keep the payment of your original order.

Under the Distance Selling Regulations, if you buy online or by phone, your consumer rights entitle you to a full refund if you request one in writing within 7 (seven) Working Days of receipt.

12.   Lost items

Occasionally there may be a delay in the delivery of your order. For deliveries within the UK, please allow 10 (ten) Working Days from date of dispatch. If after 10 (ten) Working Days your items have not arrived please contact the Bookshop Team on +44 (0) 845 880 1188 or bookshopinfo@cips.org.

13.   Editions of books

Whilst CIPS endeavours to stock the most up to date editions of the books it sells on the Website, it cannot guarantee that the advertised book is the latest edition of that particular title. It is for you to ensure that you are buying the correct edition for your requirements. 

14.   CIPS Profex Study Packs (“Study Packs”)

CIPS, together with Profex, publishes CIPS Profex Study Packs for the study of CIPS qualifications. From time to time these Study Packs will be modified and updated. Any upcoming changes to our Study Packs will be notified on the Bookshop homepage at least 3 months before any revised editions are expected to be published (“Notification”).

Any customer who buys any currently available Study Pack during such notification period shall be deemed to be aware of the future publication of a new edition and any upgrade to such new edition shall be entirely at the customer’s cost.

Any Study Packs bought more prior to the release of a Notification period are bought at the customer’s own risk.

15.   Online resources

With purchases of CIPS Profex Study Packs, customers are granted access to the online resources corresponding to the particular titles purchased. The online resources can be accessed at the following link: http://www.cips.org/en-gb/shop/Study-Pack-on-line-resources/ and require a four digit alphanumeric access code which can be found at the end of the book title under the “Description” column of the receipt posted out with your books. Only customers who have purchased Study Packs shall be entitled to access such online resources. Customers who are entitled to have access to the online resources undertake not to copy or disclose any of the information contained in the online resources or to disclose the access codes to any third party without the prior written agreement of CIPS.

16.   Promotions

Any promotions and discounts are given at our discretion and may be withdrawn by us without notice.

17.   Risk and Title

From the point of delivery, responsibility for the loss, breakage and damage of any products purchased from CIPS passes entirely to you. Ownership of the items will only pass to you when we receive payment in full of all sums owing to us, whether for books or for any other goods or services supplied by CIPS.

18.   Data Protection Statement

CIPS is registered under the provisions of the UK Data Protection Act 1998 and keeps any personal data concerning you in confidence.  A full description of the CIPS Code of Practice for Data Protection can be found on the website at the following link www.cips.org/terms

19.   CIPS bank details

Name of Bank             Barclays Bank plc

Address                       46/49 Broad Street

                                    Stamford

                                    Lincolnshire    

                                    PE9 1PZ

 

Sort Code                    20 – 81 – 20

Account No                 00511935

Account Name                        Chartered Institute of Purchasing and Supply

Swift Address              BARCGB22

IBAN (UK Sterling)    GB 51 BARC 2081 2000 5119 35

 

20.  Bookshop contact details

Telephone: +44 (0) 845 880 1188

Email orders: bookshop.orders@cips.org

Email queries: bookshopinfo@cips.org

 Address:

CIPS Book Shop

Customer Response Centre
PO Box 9156

Adamsway
Mansfield
Nottinghamshire
NG18 8DS

VAT number: 342-6489-42

21.   Complaints

At CIPS we are committed to providing a high standard of customer care. If you are not happy with any element of the customer service that you have received from the Bookshop Team, please contact:

Bookshop Manager

Telephone: +44(0)1780 756777

22.  Governing Law

These terms and conditions shall be governed by and construed in accordance with the laws of England and you irrevocably submit to the exclusive jurisdiction of the courts of England.