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CILIP
Mi5Mi62018
Information Professional

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Privacy Notice

How do we use your information?

CILIP: the library and information association, who provide access to the latest Library & Information jobs through the Lisjobnet website, recognises that your privacy is important to you and is committed to protecting your privacy online. This privacy notice sets out what information we collect on the Lisjobnet website and why and how we use that information.

It applies to personal information we collect about:

· Visitors to the Lisjobnet website

· Candidates

· Recruiters

· Emails that we send

There is also information on:

Security

Cookies

Controlling your personal information

CILIP may change this policy from time to time by updating this page. You should check this page periodically to ensure that you are happy with any changes. This policy was last updated 8th August 2018.

Visitors to the Lisjobnet website:

CILIP use a third party service, Hot Lizard, to publish and host the Lisjobnet website. When someone visits http://www.Lisjobnet.com/, a third party service, Google Analytics, is used to collect internet log information and to follow visitor patterns. By knowing the number of visitors to the various pages, we can improve the website and identify areas of particular interest. The information is processed in a way which does not identify individuals. If we are collecting personally identifiable information through our website, we will do so using forms that clearly explain what we intend to do with it.

Social Media Contact with Lisjobnet: @Lisjobnet is a Twitter account. If you intend to post a comment on our Twitter feed, Twitter will require you to set up your own account. Please review the Twitter privacy notice to see how it uses your information and to find out how to opt out, or delete, such information. Direct messages sent to CILIP’s Twitter account will be deleted after 1 year.

External web services: We use a number of external web services, mainly related to displaying content e.g. to display slideshows we sometimes use SlideShare; to show videos we use YouTube and Vimeo. This is not an exhaustive or complete list of the services we use, or might use in the future, when embedding content, but these are the ones we use most. We cannot prevent these sites, or external domains, from collecting information on your usage of this embedded content using scripts from domains outside of Lisjobnet. If you are not logged in to these external services then they will not know who you are, but are likely to gather anonymous usage information e.g. number of views, plays, loads etc. You should review the policies of each of these sites to see how they use your information and to find out how to opt out, or delete, such information.

Links to other websites: This website also contains links to other websites that may be of interest to our visitors. However, once you have used these links to leave our site, this privacy statement no longer applies and we cannot be responsible for the protection and privacy of any information which you provide whilst visiting those sites - such sites are not governed by this privacy statement. Again, please check the respective policies of any such sites that you chose to visit.

Our legal basis for processing the data described above is our legitimate interest in improving our website and services so that we can develop and grow our business.

Candidates

CILIP is the data controller and processor for the information you provide on the Lisjobnet registration form. If you have any queries about how we handle your information, please contact us.

What will we do with the information you provide to us?

Data we hold will be used to send you job alerts that fit the criteria you register with us.

CILIP will never sell, trade, rent, exchange or otherwise share your personal information with any other person, company or organisation without gaining consent to do so. The information you provide will be held securely by us, whether the information is in electronic or physical format.

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

Registering as a Candidate

We ask you for your name, email, telephone number and location when you create your login so we can send you job alerts relevant to you. You will also create a password. When you are logged in to the site you can update your details or create tailored job alerts that you can receive via email or RSS feed. CILIP’s administration and management teams will have access to this information.

How long is the information retained for?

If a Lisjobnet login hasn’t been used for two years, we will stop all communications with you, or as soon as you unsubscribe, whichever is sooner.

Our legal basis for processing the data described above is our legitimate interest in managing and administering the Lisjobnet site; as well as a legitimate interest in keeping an appropriate record of any communications entered into with those registrants.

Recruiters

CILIP is the data controller and processor for the information you provide when you advertise a job on Lisjobnet. If you have any queries about how we handle your information, please contact us.

What will we do with the information you provide to us?

Data we hold will be used to post your job description on the website and to invoice you for that service. Although the job description is posted on the website, your contact and invoicing details will also be held on CILIP’s secure network.

CILIP will never sell, trade, rent, exchange or otherwise share your personal information with any other person, company or organisation without gaining consent to do so. The information you provide will be held securely by us, whether the information is in electronic or physical format.

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

How long is the information retained for?

The details relating to a job listing transaction, including emails, will be deleted after two years, unless payment is outstanding.

Our legal basis for processing the data described above is our legitimate interest in managing and administering the Lisjobnet site for recruiters; as well as a legitimate interest in keeping an appropriate record of any communications entered into with those recruiters.

Emails that we send:

The Lisjobnet website sends tailored job alerts direct to the email address provided on registration. CILIP uses a third party provider, Informz, to manage your email preferences including Lisjobnet weekly updates. You will see an option to manage your email preferences at the end of every email sent from Informz where you can subscribe/unsubscribe. Emails will only be about Lisjobnet postings, unless you have also subscribed to other CILIP mailing lists. Emails regarding registration or job description posting administration will be from CILIP staff’s Outlook accounts.

Email tracking. Some emails that we send you have no tracking in at all, for example personal correspondence. Other emails we send are tracked so that we can tell if those emails send traffic to our website or we can tell, at an individual level, whether the user has opened and clicked on the email, to understand open and click rates to try and improve our emails. Sometimes we do use the personal information e.g. to re-email people who haven’t opened emails. If you want to be sure that none of your email activity is tracked, then you should unsubscribe from all Lisjobnet email correspondence.

Informz is a U.S. company and model EC approved contract clauses regarding privacy are in their contract with CILIP.

Here is a link to their Privacy Notice: http://www.informz.com/privacy-policy/

Our legal basis sending emails is legitimate interest where it concerns the administration of correspondence or a financial transaction. For marketing emails our basis is consent and mailing preferences can be updated at any time here. [insert link to Informz landing page]

Security

CILIP complies with its obligations under the Data Protection Act 2018 (the DPA) and the GDPR, by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Only authorised employees and data processors (software suppliers and those working on behalf of CILIP e.g. to deliver our services) will have access to your data. All parties who have access to your data are required to process/use that data in accordance with the provisions of current data protection legislation and CILIP’s Data Protection Policy.

CILIP uses data processors who are third parties to provide elements of our 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. We have identified these data processors where relevant in the body of this privacy notice.

CILIP will never sell trade, rent, exchange or otherwise share your personal information with any other person, company or organization without gaining consent to do so.

The CILIP website uses sophisticated security and safeguard measures to protect users' information (e.g. Secure Sockets Layer (SSL) encryption) to ensure that your data will be protected against fraudulent use on our site.

Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They allow the website to remember who you are. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

You have the ability to accept or decline cookies by modifying the settings in your browser. However, you will not be able to login to the website if cookies are disabled. You can also manually remove cookies from your system. For more information on disabling and enabling cookies you should search for or lookup 'Cookies' in your Operating System Documentation or visit www.aboutcookies.org

Cookies set by CILIP:

Cookie

Name

Purpose

Universal Analytics (Google)

_ga
_gali
_gat_UA-1036645-1
_gid

These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website, where visitors have come to the website from and the pages they visited. You can find out more at www.google.co.uk/intl/en/analytics/privacyoverview.html

YouTube cookies

PREF*
VSC*
VISITOR_INFO1_LIVE*
remote_sid*

We embed videos from our official YouTube channel using YouTube’s privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode.
Read more at YouTube’s embedding videos information page.

PREF - * Expires after eight months
VSC - * expires at the end of your session
VISITOR_INFO1_LIVE - *expires after eight months
remote_sid - * expires at the end of your session

Controlling your personal information

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the Data Protection Act 2018 (the DPA) and the GDPR.

You have rights as an individual which you can exercise in relation to the information CILIP holds about you – read more here: https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of CILIP’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below or to Lisjobnet@cilip.org.uk

If you want to make a complaint about the way CILIP has processed your personal information, you can contact the ICO in the UK as the statutory body which oversees data protection law – www.ico.org.uk/concerns.

Access to personal information

If any of your contact or personal details are incorrect, please write to us or email Lisjobnet@cilip.org.uk, so that we can make any corrections promptly.

Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 2018 and the GDPR. If we do hold information about you, we will:

· give you a description of it;

· tell you why we are holding it;

· tell you who it could be disclosed to; and

· let you have a copy of the information in an intelligible form.


To make a request to CILIP for any personal information we may hold you need to put the request in writing addressing it to CILIP, 7 Ridgmount Street, London. WC1E 7AE.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

Identity and contact details of controller and data protection officer: CILIP is the controller and processor of data for the purposes of the DPA 2018 and the GDPR. Nick Poole, Chief Executive Officer, is the Data Protection Officer registered with the Information Commissioner’s Office.

CILIP,
7 Ridgmount Street, London WC1E 7AE

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