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Privacy Policy

At Institute of Professional Sound (IPS), we’re committed to protecting and respecting your privacy.

This Policy explains when and why we collect personal information about you, how we use it and how we keep it secure.

Any questions regarding this Policy and our privacy practices should be sent by email to secretariat@ips.org.uk or by writing to IPS, PO Box 208, Havant, Hampshire PO9 9BQ. Alternatively, you can telephone 0300 400 8427.

Who are we?

We’re IPS, an association dedicated to people who work in sound professionally. IPS is a registered charity (no. 1016699) and company limited by guarantee (no. 2776194). The registered address is 15-19 Cavendish Place, London W1G 0DD.

How do we collect information from you?

We obtain information about you when you complete the membership application form and when you make online payments.

What type of information is collected from you?

The personal information we collect in relation to becoming a member of IPS will include your name, address, email address (used as your username), phone number, IP address. If you make a payment online or purchase a product from us, your card information is not held by our membership service, it is collected by our third party payment processor Stripe, who specialise in the secure online capture and processing of credit/debit card transactions.

How is your information used?

We may use your information to:

  • process a payment that you have made
  • notify you of changes to our services
  • process orders that you have submitted
  • to carry out our obligations arising from any contracts entered into by you and us
  • dealing with entries into a survey or competition
  • seek your views or comments on the services we provide
  • send you communications which you have requested and that may be of interest to you

How long is your information held?

We review our retention periods for personal information on a regular basis. We will hold your personal information on our systems for as long as you are a member or as long as is necessary for the relevant activity, whichever is the longer.

Who has access to your information?

We will not sell or rent your information to other parties.

Third Party Service Providers working on our behalf: 

We may pass your information to our third party service providers for the purposes of completing tasks and providing services to you on our behalf (for example to process payments and send you mailings). However, when we use third party service providers, we disclose only the minimum personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure.

When you are using our secure online payment pages, your donation is processed by a third party payment processor, Stripe, which is both PCI-DSS and GPDR compliant and has its own privacy policy.

Your choices

You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct communications from us about our events and services, you can select your choices by ticking the relevant boxes situated under the "Email Subscriptions" tab on your Profile page.  (access via your name link at top of window)

How you can access and update your information

The accuracy of your information is important to us. If you need to update any information we hold about you please make the changes on your Profile page (except your email address which can only be changed by Secretariat).

Security precautions in place to protect the loss, misuse or alteration of your information

When you give us personal information, we take steps to ensure that it’s treated securely. Data is encrypted and protected during transmission with 128 Bit encryption on SSL. All IPS website pages are secured in this way, indicated by a lock icon or similar depending on which browser you use.

You are responsible for keeping your login password confidential. We ask you not to share your password with anyone.

Transferring your information outside of Europe

As part of the services offered to you through this website, the information which you provide to us will be transferred to countries outside the European Union (“EU”). Our membership service is provided by Wild Apricot, based in Canada, using servers provided by Amazon Web Services (AWS) based in US. These companies comply with the General Data Protection Regulation (GDPR). 

Review of this Policy

We keep this Policy under regular review. This Policy was last updated 25 May 2018.

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