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Privacy policy

We're committed to protecting the privacy of our members and non-members. Find out more about our data protection policy and how we use cookies on ice.org.uk.

Privacy notice for members

The Institution of Civil Engineers (ICE) and its wholly-owned subsidiary, Thomas Telford Limited (TTL), are committed to protecting your privacy. This privacy notice outlines how we collect, use, share, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR).

The ICE and TTL are permitted to use, gather, and share personal information only when we have an appropriate legal basis to do so.

We collect and process personal information solely to fulfil our legal and official functions.

We will use personal information only when the law permits us to, and where it is necessary and proportionate to do so.

What personal data we collect

We may collect the following personal data about you:

  • Personal details (including your name)
  • ICE membership number
  • Gender
  • Date of birth
  • Postal address
  • Email addresseses
  • Telephone number
  • Diversity data
  • Employer details
  • Employment history
  • ICE membership grade and details of any assessments undertaken or academic and professional qualifications
  • Details of any voluntary work if you volunteer for us, such as a Professional Reviewer or assessor
  • Details of professional journals that you may subscribe to
  • Details of your attendance at ICE events
  • Professional interests
  • Membership of professional committees
  • Details of knowledge products or services purchased from TTL
  • Details of membership fees and subscriptions, voluntary donations made to the ICE Benevolent Fund, QUEST and/or the Research and Development Enabling Fund.

How we use your personal data

  • The Institution of Civil Engineers and Thomas Telford Ltd. maintain data on all members. Your name and grade will be displayed on the 'Our members' page.
  • We also maintain data on non-members who use our services, including those who are involved in membership application assessments and activities.
  • This will be used confidentially for normal purposes, including subscription and donation collection, mailing publications, contract fulfilment when purchasing TTL products and services and notification of conferences and events.
  • We also use this information to inform you about professional knowledge products that the ICE and TTL provide, such as training, books, journals, model engineering contracts, and career opportunities.
  • The ICE may share your data with the Engineering Council, other professional or governmental bodies, universities at which you are studying and your employer if you are on an ICE training scheme and specialist knowledge societies.
  • Overseas members may have their data transferred to ICE country representatives for administration of local events in their country of residence. Member data will also be shared with the ICE Benevolent Fund.
  • Certain personal data relating to ICE membership may be stored securely in perpetuity for historical purposes as an organisation founded in 1818. Personal data relating to non-members and/or TTL customers will only be held for as long as needed to fulfil the purpose for which it was collected.

Purpose of data collection

The ICE collects and processes personal data to fulfil our legal and official functions, including:

  • Managing membership records.
  • Processing membership applications and assessments.
  • Administering events, training, and professional development programs.
  • Communicating with members and non-members regarding ICE services and activities.
  • Complying with legal and regulatory requirements.

Lawful basis for processing

We process your personal data under the following lawful basis:

  • Article 6(1)(b) UK GDPR: processing is necessary for the performance of a contract to which the data subject is a party.
  • Article 6(1)(c) UK GDPR: processing is necessary for compliance with a legal obligation.
  • Article 6(1)(e) UK GDPR: processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority.
  • Article 6(1)(a) UK GDPR: processing is based on consent for specific purposes, such as the use of cookies.

Sharing your data

We may share your data with:

  • The Engineering Council and other professional or governmental bodies.
  • Universities and employers involved in your training scheme.
  • ICE country representatives for administration of local events.
  • ICE Benevolent Fund for member support.
  • IT service providers for system processing and data management.

Data retention

Personal data relating to ICE membership may be stored securely in perpetuity for historical purposes. Personal data relating to non-members and TTL customers will be held only as long as needed to fulfil the purposes for which it was collected.

Your data protection rights

Under UK GDPR, you have the following rights regarding your personal data:

  1. Right to access: you have the right to ask us for copies of your personal data.
  2. Right to rectification: you have the right to ask us to rectify personal data you think is inaccurate. You also can ask us to complete information you think is incomplete.
  3. Right to erasure: you can ask us to erase your personal data in certain circumstances.
  4. Right to restriction: you can ask us to restrict the processing of your personal data in certain circumstances.
  5. Right to object to processing: you can object to processing of your personal data in certain circumstances.
  6. Right to data portability: you can request transfer of your data to another organisation, or to you in certain circumstances.
  7. Right to withdraw consent: when we use consent as our lawful basis you have the right to withdraw your consent.

To exercise any of these rights, please get in touch with our data protection officer at the contact details provided below in the contact us section.

Privacy notice for members

If you consent to our use of cookies, we will collect information about your website activity, such as the number of visits and time spent on pages.

You can withdraw your consent at any time using the cookie settings on our website.

More information can be found within the cookie policy.

Privacy notice for members

The ICE is committed to safeguarding your personal data.

We implement appropriate technical and organisational measures to protect against unauthorised access, accidental loss, or destruction of your data.

We have procedures in place to address any suspected data breaches and will notify you and the relevant authorities if legally required.

Contact us

For any questions or concerns about this privacy notice or your personal data, please get in touch with our Data Protection Officer at the details provided below:

The Data Protection Officer
The Institution of Civil Engineers
One Great George Street
Westminster
London SW1P 3AA

Phone: +44 (0)207 665 2146
Email: [email protected]

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the Information Commissioner’s Office (ICO).

The ICO’s address:
Wycliffe House
Water Lane
Westminster
Wilmslow
SK9 5AF

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint

Last updated: 15 July 2024