1. Introduction
We have created this Privacy Statement in order to demonstrate our firm commitment to the privacy of your information and to explain to you our use of your information. The www.cilt.ie website (the “Website”) is operated by the Chartered Institute of Logistics & Transport (Ireland) (“we”, “us”, “our”, “CILT”). In order to fully understand your rights, we encourage you to read this Privacy Statement and to consult our Terms and Conditions (the “Terms”).
This Privacy Statement (together with the Terms and any other documents referred to) sets out the general basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. If you are under 16 years of age, please read this Privacy Statement with a parent or guardian to make sure you understand it.
CILT may, with reference to specific functions, publish further policies dedicated to the treatment of personal data related to the management of a special category. These policies will be brought to the notice of candidates at the point of interaction with CILT.
A non-exhaustive list of these specific functions are:
Membership of CILT
Management of ADR and DGSA licensing and examination on behalf of the Health & Safety Authority (HSA) & The Commission for Railway Regulation (CRR).
Management of the Transport Manager Certificate of Competency (TM CPC) certification and examination on behalf of the Department of Transport.
Management of CILT Mobility & Supply Chain Skillnet.
For the purpose of the Data Protection Acts 1988-2003, the General Data Protection Regulation (GDPR) (EU) 2016/679 and any national implementing legislation (the “applicable Data protection law”), The Chartered Institute of Logistics & Transport is the Data Controller.
2. Information we may collect from you
We collect and process the following information:
Information that you provide to us when using this Website. This includes information provided at the time of registering to use this Website, subscribing to our services or purchasing goods, submitting exam applications, posting material or requesting further services. We may also ask you for information when you enter a competition or promotion sponsored by us, or our partners and when you report a problem with the Website.
Information you provide to us when applying through the Website for membership of CILT, which will typically include your name and contact details and details of your relevant educational qualifications and work experience.
In group email initiatives including but not limited to, the weekly Training and Events Update, communications email; Connect Corporate Newsletter, relating to email open rates, click-throughs, deliverability and site visits. This information is kept for the sole use of quality assurance and improving our email content and deliverability. You can unsubscribe from any email initiative using the links in the email footer of each individual email.
If you contact us for any reason, we may keep a record of that correspondence for as long as it is necessary regarding the nature of your contact.
We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them. We will always give you the opportunity to opt-out of receiving such correspondence.
Details of transactions through the Website to which you are a party and of the fulfilment of your orders.
Details of your visits to the Website including, but not limited to, traffic data, location data and other communication data and the resources, advertisements and linked sites that you access.
Other personal information such as telephone recordings, CCTV images at our offices, web casts and images from conferences and other CILT events.
Sometimes we may use your information when you are not a member. For example, an exam application, a course application, a supporter for a membership application, a potential member or customer applying for one of our services, a volunteer or an employee or a job applicant.
2 a. Specific requirements for ADR/DGSA
In the conduct of examination services for ADR/DGSA on behalf of the HSA CILT collect & store data related to the conduct of exams and the issuing of licences and certification. Included in this data is your name, address, telephone number, email address, city of birth, country of birth, training provider, Picture, and Signature. Your results of the CILT exams will also be kept on your record with CILT.
Candidates for CILT exams will have access to their records and may make changes to their personal information at any time, where these changes need to reflect in a license such changes may require a fee to be paid for a replacement license to be issued.
CILT will retain records for the duration of the validity of licenses issued by CILT and for one further year.
If you are registering with CILT only for ADR/DGSA exams will only receive communications related to the conduct of these exams and licensing.
3. Where we store your personal data
All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted using SSL technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
The data that we collect from you (members, not ADR/DGSA or TM CPC Candidates) may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. In all such cases CILT will only transfer such data where there is an adequate level of data protection in that country that is no less protective than that which is provided in Ireland.
4. How we use your information
We use information held about you:
To ensure that content from our Website is presented in the most effective manner for you and for your computer;
To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes or where it is in the legitimate interests of CILT to provide you with this information;
To carry out our obligations arising from any contracts entered into between you and us;
To allow you to participate in interactive features of our Website;
To notify you about changes to our Website and/or services.
To maintain a database of qualifications and awards issued by CILT to you.
To verify license data issued on behalf of partner organisations.
We may also use your data to provide you with information about our goods and services which may be of interest to you (e.g. CPD Courses, publications) and we or our agents may contact you about these by post, email and telephone. You are free to unsubscribe and opt-out of this communication at any time and we will always provide you with a way of doing so. If you are happy for us to use your data in this way please tick the relevant boxes when we collect your contact preferences.
If you are an existing customer, member, candidate or other user we will only contact you (such as email, voicemail or SMS) with information about goods and services similar to those which were the subject of a previous transaction with you.
We do not, without your consent, disclose information about identifiable individuals to third parties, but we may send anonymised statistical data to them for research and survey purposes. We may also use such information to help advertisers reach the kind of audience they want to target (for example, those in the logistics profession). We may use Google analytics to monitor traffic on our website – information on this can be obtained at www.google.com/analytics.
Through these services, we are able to collect and analyse data on the use of our website-by-website visitors. This enables us to find out, for instance, when which page views occurred and from which region they came. In addition, we collect various log files (e.g. IP address, referrer, browser, and operating system used) and can measure whether our website visitors perform certain actions (e.g. clicks, purchases, etc.).
The use of this analysis tool is based on Art. 6(1)(f) GDPR. The website operator has a legitimate interest in the analysis of user patterns, in order to optimize the operator’s web offerings. If appropriate consent has been obtained, the processing is carried out exclusively on the basis of Art. 6(1)(a) GDPR and § 25 (1) TTDSG, insofar the consent includes the access to information in the user’s end device (e.g., device fingerprinting) within the meaning of the TTDSG. This consent can be revoked at any time.
CILT does not sell, rent or lease its customer lists to third parties, CILT may occasionally share data where required for license approvals and enquiry with the following non-exhaustive list:
ADR and DGSA candidate data may be shared with the relevant contracting body for validation (The Health & Safety Authority) of license and other awards issued by CILT on their behalf.
TM CPC candidate data may be shared with the contracting body (The Department of Transport) for the validation of Certificates issued by CILT on their behalf.
DGSA Rail candidate data may be shared with The Commissioner for Railway Regulation for the validation of license.
Such other connected bodies that deliver training and certification on behalf of, or in conjunction with CILT.
Management of Membership with CILT International
CILT may, from time to time, contact you on behalf of external business partners about a particular offering that may be of interest to you. In those cases, your unique personally identifiable information (e-mail, name, address, telephone number) is not transferred to the third party. In addition, CILT may share data with trusted partners to help us perform statistical analysis, send you email or postal mail, provide customer support, or arrange for deliveries. All such third parties are prohibited from using your personal information except to provide these services to CILT, and they are required to maintain the confidentiality of your information.
CILT does not gather special category data, such as race, religion, or political affiliations, from you.
CILT Website will disclose your personal information, without notice, only if required to do so by law or in the good faith belief that such action is necessary to:
(a) conform with a legal obligation;
(b) protect and defend the rights or property of CILT; or
(c) to protect the personal safety of users of CILT, or the public.
5. Disclosure of your information
We may disclose your personal information to our subsidiaries or data processers working directly on our behalf for a specified purpose, for example, an external event management company obtaining delegate registrations for our annual conference. They do not keep this information and it is only used for the purpose we contract them for. We may disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Terms and other agreements; or to protect the rights, property, or safety of CILT, our members, exam candidates, students or others.
6. Safeguarding your personal information
We endeavour to use appropriate security measures at all times to protect your data. The Website has security measures in place to protect the loss, misuse and alteration of the information under our control. These security measures include SSL certificates to ensure encrypted data is received as it was sent, cookies and secure servers not accessible from anywhere but the CILT Virtual Private Network (VPN). However, as no data transmission over the Internet can be guaranteed as 100% secure, we cannot ensure or warrant the security of any information you transmit to us and you transfer the data at your own risk.
7. Cookies
We may collect information about your computer, including where available, your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about how you browse our Website and is not specific enough to identify any individual user.
For the same reason, we may obtain information about your general Internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. Cookies help us to improve our Website and to deliver a better and more personalised service. They enable us:
To estimate usage numbers and patterns;
To store information about your preferences, and so allow us to customise our Website according to your individual interests;
To speed up your searches;
To recognise you when you return to our site.
You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of the Website or unable to avail of any of our services. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.
Please note that our advertisers may also use cookies, over which we have no control.
8. Your rights
We hope you are satisfied with the way in which we use your information. However, you have the right to tell us if you:
Don't want to be contacted in the future by us;
Would like a copy of the personal information which we hold about you;
Would like us to correct, update, or delete your personal information in our records;
Wish to report any misuse of your personal information.
If you would like to exercise any of these rights please do so in the first part by accessing your account on the CILT website and updating your details or by emailing us at info@cilt.ie or writing to us at The Chartered Institute of Logistics and Transport, 1 Fitzwilliam Place, Dublin 2, D02 DT68.
We hope you are happy with how we use your information but if you are not, you may lodge a complaint with the Data Protection Commissioner at info@dataprotection.ie
9. Acceptance of this Privacy Statement
By your use of this Website you signify that you have read this Privacy Statement. If you do not agree with or you are not comfortable with any aspect of the Privacy Statement, we recommend that you discontinue use of the Website and your engagement with us.
We reserve the right to modify this Privacy Statement at any time. Your continued use of any portion of the Website following notification or posting of such changes will constitute your acknowledgment of those changes.
(15 November 2022)
The Chartered Institute of Logistics & Transport, 1 Fitzwilliam Place, Dublin 2, D02 DT68, Ireland | Tel: +353 (0)1 676 3188
Policy on Retention of Data
Individuals applying for membership or accreditation or examination of/by CILT and for acceptance for membership and registered title must provide personal data so that their applications can be considered in line with the assessment criteria used by CILT which is in the context of the statutory obligations of CILT and in accordance with the various international agreements to which CILT is committed.
The data requested by CILT relates primarily to the individual applicants contact information and details of their qualifications and work experience.
Once individuals have been elected to membership or registered title, the data will be retained as CILT has a legal obligation to maintain a register of Chartered Members and the other registered titles, license’ and award.
Individuals may also provide bank or credit card details in order to pay the application fee, exam fee, registration fee, annual subscription or any other payments.
If an individual resigns from membership or is removed from membership for non-payment of subscription their records will be retained on the register for a period of 3 years. This is in order to keep a record of the titles awarded and in the case that they request to be reinstated, to save them the inconvenience of again going through the assessment process, submitting qualification certificates, attending professional interviews etc.
Information related to license, certificates, awards and other achievements will be retained for the duration of the validity of the license, certificate, award and other achievement for the purpose of validation. Data related to expired license, certificates, awards and other achievements will be retained for 5 years after expiry to ensure sufficient access for HSA investigations and renewal of returning candidates.
Where an individual requests the modification or removal of information that could impact the validity of a license, certificate, award or other achievements the individual will be advised and consent to the changes will be recorded before the data is amended.
CILT will on occasion communicate important regulation updates or seek customer service feedback from lapsed members and their data will be used for this non-commercial purpose.
If after 3 years they have not requested to be reinstated, their details will be removed from the register and will be archived to an offline system. This system will only be assessed if needed and then with limited access. At no time will the offline system be accessible externally.
For individuals who have commenced the membership application process but have not completed the process or were not successful in the process their data will be retained for a period of 3 years in case they wish to reapply for membership.