This privacy notice tells you what to expect us to do with your personal information when you contact us or use one of our services.
We will tell you:
- Why we are able to process your information.
- What purpose are we processing it for.
- Whether you have to provide it to us.
- How long we store it for.
- Whether there are other recipients of your personal information.
- Whether we intend to transfer it to another country.
- Whether we do automated decision-making or profiling.
Contact details
NPIP is the controller for the personal information we process unless otherwise stated.
You can contact NPIP’s Data Protection Representative via phone and email:
- Phone number: 01625 238734
- Compliance email address: info@npip.org.uk
Please use our ‘Contact Us’ page for general and partnership enquiries.
What information do we collect?
The personal information we process is provided to us directly by you for one of the following reasons:
You have made an enquiry to us
Our purpose for collecting this information is so we can track your enquiry and send it to the right person for follow-up.
The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR.
We use HubSpot forms for people who want to register a business enquiry on our website.
Our website and the plugins are administrated by the digital agency Pixel Kicks with no access to the data we collect.
We collect this data to help us understand more about the people contacting us or requesting access to our resources. We use this data to manage, provide an audit trail, and monitor the success of our relationships with individuals, organisations, and the wider industry.
All enquiries are logged on our CRM system – HubSpot. This allows us to manage enquiries effectively and report on our performance for ourselves and our parent organisations. The data will be removed if we have had no contact with a company or person for more than 2 years. You can also send us a request to remove your company or personal data.
You wish to attend or have attended an event
Our purpose for collecting this information is so we can facilitate our events and provide access to them.
The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR.
HubSpot manages event registrations.
You wish to attend or have attended, a webinar (online event)
Our purpose for collecting this information is so we can facilitate our events and provide access to them.
The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR.
Webinar signup forms use HubSpot to collect the data and then share it with our webinar platform, Zoom, through official, secure integrations.
Read more about Zoom’s compliance with GDPR
You subscribe to our email newsletter
We collect this information to send you our monthly newsletter and track your subscription status.
The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR.
We use a third-party service, HubSpot, to collect the data of people wanting to join our email list. We collect this data to keep interested people up to date with our work and partnership opportunities. We send subscribers our monthly newsletter and occasional alerts when we have significant announcements and collaboration opportunities. Every email we send will include a link to unsubscribe.
We gather statistics around email openings and clicks using industry-standard technologies to help us monitor and improve our communications.
You are a journalist or media contact
Our purpose for collecting this information is to share relevant news stories with journalists and publications who are looking for stories.
The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR.
We hold lists of journalists we believe will be interested in hearing from us in order to distribute press releases, briefings, features, statements, invitations, reports and information about our work. The personal information we collect might include name, email address, postal address, telephone numbers, social media handle, job title, publication name and records of engagement, collaborations and media coverage.
We may occasionally use a third party, such as a PR agency, who will approach media contacts on behalf of NPIP.
Your data protection rights
Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.
Your right of access
You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.
Your right to rectification
You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.
Your right to erasure
You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing
You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing
You have the right to object to processing if we are able to process your information because the process forms part of our public tasks or is in our legitimate interests.
Your right to data portability
This only applies to the information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information based on your consent or in talks about entering into a contract and the processing is automated.
Your right to complain
We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact us at info@npip.org.uk.
If you remain dissatisfied, you can complain about how we process your personal information as the UK supervisory authority to the ICO.
You can read more about your rights on the ICO website.
You are not required to pay any charge for exercising your rights. We have one month to respond to you.
Sharing your information
We will not share your information with any third parties for the purposes of direct marketing.
We use data processors who are third parties who provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
Links to other websites
Where we provide links to websites of other organisations, this privacy notice does not cover how that organisation processes personal information. We encourage you to read the privacy notices on the other websites you visit.
Subject Access Requests
At your request, NPIP can confirm what information we hold about you and how it is processed. We take our responsibilities for data privacy very seriously and will ensure we take all reasonable steps to correctly identify anyone submitting a subject access request to our business, per our Data Subject Access Request Procedure. Should you wish a copy of this Procedure please contact NPIP’s Data Protection Representative on the contact details above.
Your right to complain
We work to high standards when it comes to processing your personal information. If you have any questions or concerns, please email info@npip.org.uk.
If you remain dissatisfied, you can complain about how we process your personal information to the ICO.
Changes to this Privacy Policy
We keep our privacy notice under regular review to ensure it is up-to-date and accurate. The last update was in September 2023.
Contacting us
Social media
We use a third-party provider, Hootsuite, to manage our social media interactions. If you send us a private or direct message via social media, the message will be stored by Hootsuite for three months. It will not be shared with a third party.
We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with the government. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you are responsible for ensuring that any email you send is within the bounds of the law.
Visitors to our website
When a user visits; www.npip.org.uk, we use a third-party service, Google Analytics, to collect standard log information and details of visitor behaviour patterns. We do this to determine the number of visitors to the various parts of the site. This information is processed in a way which does not identify the user. We do not make and do not allow Google to make any attempt to discover the identities of those visiting our website.
Use of cookies
Our website uses cookies, as almost all websites do, to help provide you with the best experience we can. Cookies are small text files placed on your device when browsing websites.
Specifically with regard to Google Analytics Advertising Features; Remarketing with Google Analytics, Google Display Network Impression Reporting, Google Analytics Demographics and Interest Reporting (Google Signal), Integrated services that require Google Analytics to collect data for advertising purposes, including the collection of data via advertising cookies and identifiers
Read more about Google’s approach to complying with data protection laws, and you can also read more about Google Analytics’ currently available opt-outs for the web by clicking here. We do not place non-essential cookies on your device without your explicit consent. Cookie consent is managed through a consent management platform provided by CookieBot.
Identifiable visitor tracking
When someone visits www.npip.org.uk a third-party service, HubSpot, places a first-party cookie on their device. Details of cookies can be found in the cookie policy. If a user completes a contact form, HubSpot can use the information to avoid duplicating contacts. We may use this information to personalise the visitor’s experience on the website and via email (if they consent to receive them). Only NPIP have access to this data; we do not share or make it available to any third party.
Read more about HubSpot compliance with GDPR
You can read more about how we use cookies in our Cookie Policy.
Purpose and legal basis for processing
The purpose of implementing all the above is to maintain and monitor our website’s performance and constantly look to improve the site and the services it offers to our users. The legal basis we rely on to process your personal data is article 6(1)(f) of the GDPR, which allows us to process personal data when necessary for our legitimate interests.
What are your rights?
As we are processing your personal data for our legitimate interests as stated above, you have the right to object to our processing of your personal data. There are legitimate reasons why we may refuse your objection, which depend on why we are processing it.