| Purpose/Activity |
Type of data |
Lawful basis for processing, including basis of legitimate interest |
To register and manage your membership, this may include sharing applicant and registrant data with the Engineering Council to manage your professional registration and Data Protection Act requirements.
Data may be shared with the Engineering Council to carry out annual checks to confirm that a Professional registered Mentor’s membership has not lapsed.
If IMechE’s Engineering Council licence was surrendered, terminated, or IMechE ceases to operate, data of Engineering Council registrants would be transferred to the Engineering Council.
|
a) Identity
b) Contact
c) Membership data, including, where applicable, evidence of qualifications and education.
|
a) Performance of a contract with you.
b) Contract performance to comply with Engineering Council licence terms and conditions.
c) To enable the Engineering Council to maintain its Register in the public interest.
d) Legitimate interest to ensure that Mentors have continued Engineering Council registration whilst guiding Developing Engineers on the MPDS and SRS schemes.
|
|
Data shared with third parties:
a) Support Network (a support charity)
To check current or former member details for eligibility for Support Network services. |
a) Identity
b) Contact
|
(a) Legitimate interest - is required for Support Network services to be provided to members, former members, or their relatives (see third party section below for contact details). |
|
Data shared with third parties:
Scheme Administrators (of IMechE accredited schemes) contact details shared with employees from within their own organisation. |
a) Identity (Name)
b) Contact (Job title, email address)
|
Legitimate interest:
a) to ensure that employees can contact the Scheme Administrator within their organisation concerning the scheme.
b) for the IMechE and the organisation to keep the Scheme Administrator's contact details up-to-date to administer the scheme.
|
| Conducting checks to identify/ verify your identity or to help prevent/ detect fraud against you or us. |
a) Identity
b) Contact
|
a) To comply with our legal and regulatory obligations. |
|
To process and deliver your order, including:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
c) Training, Event or Membership management
|
a) Identity
b) Contact
c) Financial
d) Transaction
e) Marketing and Communications
|
a) Performance of a contract with you
b) Necessary for our legitimate interests (to recover debts due to us)
|
| To manage our relationship with you, including:
a) Notifying you about changes to our terms or privacy policy
b) Asking you to leave a review or provide feedback
|
a) Identity
b) Contact
c) Profile
d) Marketing and Communications
|
a) Performance of a contract with you
b) Necessary to comply with a legal obligation
c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
|
|
To enable you to partake in:
a) A prize draw,
b) IMechE Prizes and Awards schemes,
c) Competition or Challenge
|
a) Identity
b) Contact
c) Profile
d) Usage
e) Health & Safety
f) Marketing and Communications
|
a) Performance of a contract with you
b) Necessary for our legitimate interests (to study how you use our products/services, to develop them and grow our business)
|
| To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) |
a) Identity
b) Contact
c) Technical
|
a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business re-organisation or group restructuring exercise)
b) Necessary to comply with a legal obligation
|
| To enforce legal rights or defend or undertake legal proceedings |
a) Identity
b) Contact
c) Technical
d) Financial
e) Transaction
|
Depending on the circumstance:-
a) To comply with our legal and regulatory obligations
b) For our legitimate interests or those of a third party, i.e. to protect our business interests and rights or those of others
|
| Updating and enhancing our member records |
a) Identity
b) Contact
c) Technical
|
Depending on the circumstances:
a) to perform our contract with you or to take steps at your request before entering into a contract
b) to comply with our legal and regulatory obligations
|
| External audits and quality checks |
a) Identity
b) Contact
c) Technical
d) Financial
|
For our legitimate interests, to comply with legal obligations or those of a third party, i.e. to protect our business interests and rights or those of others |
| Communications with you not related to marketing, including about changes to our terms or policies or changes to the products to the service or other important notices. |
a) Identity
b) Contact
c) Technical
|
Depending on the circumstances:
a) To comply with our legal and regulatory obligations
b) Performance of a contract with you
c) For our legitimate interests or those of a third party, i.e. to protect our business interests and rights or those of others
|
| To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you |
a) Identity
b) Contact
c) Profile
d) Usage
e) Marketing and Communications
f) Technical
|
Necessary for our legitimate interests (to study how you use our products/services, to develop them, to grow our business and to inform our marketing strategy) |
|
Recording or use of video footage (Zoom, Microsoft Teams, Eventbrite, Google Meet, etc) to deliver products or services or to record meetings for IMechE business, i.e.:
a) providing courses
b) Record charity meetings, including governance and board and committee meetings. Strictly used internally for transcripts, investigation or operational purposes
c) recording conferences, webinars, and events
d) retain recordings for potential transcription, reference, and library services
e) to record meetings for academic and research purposes
f) academic accreditation interviews and meetings.
|
a) Identity
b) Contact
c) Profile
d) Image
e) Profile data: Comments and opinions of attendees
|
a) Consent of the participants - Where meetings are recorded for governance or board/committee purposes, you must object to any recording at the start of the meeting;
or
b) Necessary for our legitimate interests:
- to protect our charitable and business interests
- to protect the rights of others
- the delivery of services and is of benefit to IMechE
- to ensure that any investigations for GDPR and formal complaints are dealt with properly
Note: We do not permit meeting attendees to record meetings relating to IMechE business through any other means except via IMechE systems and approved processes. AI bot use, e.g. for note taking, is strictly prohibited except where provided in compliance with IMechE’s Artificial Intelligence policy. |
| To use data analytics to improve our website, products/services, marketing, customer relationships and experiences |
a) Technical
b) Usage
|
Depending on the circumstances, your consent is gathered through a separate cookies tool on our website.
Where we are not required to obtain your consent and do not do so, the legal basis is that it is necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy).
In some instances, we collect analytical data that does not personally identify you and is not covered by this policy. |
| To make suggestions and recommendations to you about content, goods, or services that may interest you. |
a) Identity
b) Contact
c) Technical
d) Usage
e) Profile
f) Marketing and Communications
|
Depending on the circumstances,
a) Your consent to receive marketing communications
b) Necessary for our legitimate interests (to develop our products/services and grow our business)
c) Performance of a contract to provide you with services as a member
|
|
Personal data is processed in accordance with complaints processes and IMechE’s Disciplinary Regulations.
Personal data may be required to be published on IMechE website and appropriate Institution publications as stated in IMechE’s Disciplinary Regulations |
a) Identity
b) Contact
c) Image data: video recordings
d) Profile data: comments and/or opinions
|
a) Necessary to comply with our legal and regulatory obligations.
b) Necessary for our legitimate interests in enforcing the Institution’s Code of Conduct in accordance with By-law 30.
|
| Telephone calls to IMechE may be monitored or recorded for training purposes |
a) Identity
b) Contact
c) Membership
|
Necessary for our legitimate interest in providing products or services. |
| A Delegate list may be shared with delegates in attendance to a networking event |
a) Identity |
a) Legitimate interest of delegates for networking opportunities
b) Consent (where consent is relied upon)
|