Last updated 8 July 2021
We strongly recommend that you review this policy on a regular basis to ensure that you remain happy with the way in which your data is processed.
The data controller is The Chartered Institute of Marketing (CIM).
CIM is the world’s leading professional marketing body, registered in England and Wales (registration number RC000886). Our registered address is Moor Hall, Cookham, Maidenhead, Berkshire SL6 9QH, UK.
There are several ways we may collect information about you. These include:
*Phone calls may be recorded for training purposes or for the resolution of any disputes. Recordings are retained for 3 months and access is restricted to the customer services management team.
**Content from chat, pre-chat and post-chat surveys is stored for 13 months. During this period you can request that this content be redacted (which will remove all Personal Identifiable Information) by emailing firstname.lastname@example.org
If you provide your email address and consent to email marketing, or if you receive certain communications relating to your membership with CIM, some information is collected about when/if the email was opened and what links were clicked. This information is used to assess the engagement with our communications.
CIM respects your data and has taken appropriate technical and organisational measures to ensure we have mitigated against such risks as loss or unauthorised access, destruction, use, modification or disclosure of data.
CIM does not collect special category data as a matter of course. However, individuals may on occasion supply health-related information in relation to delivery of services by CIM. For example, studying members may share such information should they require reasonable adjustments on health grounds for the completion of CIM assessments, or where an emergency deferral to an alternative assessments session is necessary. Dependent on the type of application, this information may be received directly from the member, or they may disclose this to their study centre who will in turn liaise with CIM. Equally, guests and delegates attending Moor Hall Conference Centre may elect to provide details of dietary requirements. The information is retained only for as long as is necessary and is processed solely for this purpose.
Your information is used to process your purchases, deliver our services and contact you, as well as to improve the website experience for our users.
When you purchase from us, we may collect the following information: name, date of birth, phone number, email address, address, billing address, company name (if applicable), VAT number (if applicable). If you don’t provide this information, you won’t be able to purchase from us or enter into a contract with us. In these instances, we process your personal data because it is necessary for the performance of a contract with you, or in order to take steps at your request to enter into a contract.
Following your purchase, we may subsequently send you communications about selected CIM products and services. In these circumstances, the processing of your personal data is performed on the basis of legitimate interest. Within each communication we send, you have the option to opt out of further contact. You may also opt in to receive marketing communications in relation to specific areas of our products and services that are of interest to you. When you opt in to receive these communications from us, this processing is performed on the basis of your consent. Again, you may remove your consent at any time.
When you become a CIM member, one of the key features of your membership is access to the latest marketing insights, topical debate and inspiring events. As such, from time to time, we’ll contact you with member-only communications that invite you to make the most of your membership. These communications may originate from CIM or our Regions and Sector Interest Groups. As a member you can update your contact preferences to include additional types of communications via the preference centre within the ‘MyCIM’ section of the website. In these instances, processing is performed on the basis of your consent. In addition to this, we’ll also contact you with important operational information regarding your membership (for example, highlighting member benefits, notifying you of Governance activity or advising you when your renewal is due). In these instances, we process your personal data on the basis of our legitimate interests.
The purchase of membership and qualifications includes the provision of digital accreditation (e-badges) to demonstrate your achievements with us, and the associated processing will form part of your contract with us. After ceasing membership, this processing will continue on the basis of legitimate interest, from which you have the right to opt out at any time.
We will only share your data with third parties for the purposes of delivering our services, fulfilling any contracts we enter with you, where required by law or to enforce our legal rights.
CIM will not disclose your details to third parties for the purpose of receiving communications from those third parties, including relevant business information, unless you specifically opt-in to this type of communication.
Only when necessary to deliver our services and run our business, we share your information with various providers who will act as data processors. These include:
We use tracking links and URL shortening services and collect data including the IP address and physical location of devices accessing the shortened link, the time and date of each access, the referring websites or services, and information about the link being shared on other third-party services such as social media platforms.
This processing is undertaken for the purposes of monitoring engagement and tailoring our products and services.
CIM will only disclose your information to print and fulfilment companies who are conducting business on CIM's behalf and only for an agreed purpose, such as magazine distribution, operational membership mailings or marketing mailings. Data is securely encrypted and, once the purpose for which it was transferred is complete, it is deleted.
CIM does not store credit/debit card details, except for the purposes of processing bookings for Moor Hall Conference Centre guests, when these details are stored securely and destroyed following payment. CIM does not share financial details with any third parties. However, it may (in appropriate circumstances) use certain other companies to provide services to you, such as a credit card processing company or a Direct Debit service. These companies do not retain, share, store or use personal information for any purposes other than to provide this service to CIM.
CIM may share your details with third parties for the purposes of conducting research on our behalf, including membership surveys, only when you have consented to your data being processed in this way. You may change your preferences at any time via our website.
When you complete your profile within the CIM job site, the information you provide becomes available to recruiters registered with the site. If you have uploaded your CV, our customers who ask for CVs matching your registered details will receive your CV and profile. These may be direct recruiters, employment consultants or other organisations. This site is administered on CIM’s behalf by LID Business Media, who also have access to your data solely for the purposes of delivering this service.
CIM may receive verification requests relating to individuals’ membership and qualifications. CIM may confirm your membership status, grade and completed qualifications. No further information will be shared unless a valid consent form, signed by you, accompanies the request.
Where you are purchasing discounted CIM products or services through our partnership activities with other organisations, we will share your data with that other organisation for the purposes of verifying your eligibility for the discount.
Where you are booking to attend a course or event run by one of our learning partners, your data will be shared with that organisation who will process it solely for the purposes of administering the activity.
CIM provides a service for members to record their CPD online through a third party processor, including data recording via an online app. CIM will use the information recorded for management of CPD and Chartered Marketer status and as part of its wider monitoring of members’ progress.
We have a policy of transparency regarding the names of our Chartered Marketers and as such, we publish each individual’s name and CIM Region on our website. Members may request that their name be removed by contacting our Customer Services team.
If a Member of any grade is subject to a disciplinary case in which the complaint is upheld, CIM will publish their name and the outcome of the disciplinary case. Any such processing will be completed on the basis of our own legitimate interests.
CIM will share your information when required to do so in order to comply with a common law or statutory obligation. For example, this may include information surrounding criminal acts or threats to public security.
If you are a member of a CIM Region outside of the UK or EEA, or registered with a study centre outside of the UK or EEA, information that CIM collects may be transferred to that Region or study centre, which may not have data protection laws in force equivalent to those within the UK/EEA. CIM will nevertheless take steps to ensure that personal data transferred is adequately protected. Any data transferred in this way will be securely encrypted and, once it has been used for the purpose it was transferred, it will be deleted.
When becoming a member, CIM will transfer your name, email, membership grade and/or qualification/award completed to a partner organisation based in the US for the purposes of providing digital accreditation. Following cessation of membership, you may opt out of this processing at any time.
Outside of the circumstances described above, we will not transfer your personal data to any country outside the UK or EEA.
We will keep hold of your data for no longer than necessary. The length of time we retain it will depend on any legal obligations we have (such as tax recording purposes), the nature of any contracts we have in place with you, the existence of your consent or our legitimate interests as a business.
When you purchase from us, for example training, events and so on, we retain that information for a period of six years following the end of the financial year during which you purchased from us. It is our legal obligation to keep these records for tax purposes. In instances where material is purchased under the Copyright, Designs and Patents Act 1988, the copyright declaration forms are retained for a period of seven years to comply with the law.
Unless you provide consent for future contact during your enquiry, we will keep your information for as long as is required to respond and complete your enquiry, and for a further 12 months, before deleting your information.
Membership information will be retained for a period of 10 years from your last renewal date in order to verify your member status and recent history to third parties on request or to allow you to re-join as a Member.
Qualifications information, including assessment results, will be retained for 25 years for the purposes of verifying your CIM qualifications.
If you haven’t accessed your account for over 2 years, we reserve the right to delete your account. In addition, we reserve the right to remove CVs that include content that we consider to be illegal or offensive.
Details on your interactions with CIM may be used to review the relevance and quality of the products and services we offer. However, we do not undertake any automated profiling or automated decision-making processes.
Subject to certain limitations, you have the right to:
If you have concerns or questions over the collection, storage or processing of your data, you are encouraged in the first instance to contact a member of staff to discuss and resolve any issues.
Alternatively, you can write directly to the Chief Data Officer at:
You also have the right to lodge a complaint with a supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO). Contact details for the ICO are available here.
CIM provides goods and services to individuals based in the EEA. However, the processing of data for these activities is occasional, does not involve large-scale use of special category data, and poses a low risk to the rights and freedoms of the data subjects involved. As such, we do not require an EU representative under current legislation.