Intermediaries for Justice Privacy Policy
This Privacy Policy was last updated on 9th February 2025.
The intermediaries-for-justice.org website is owned and operated by Intermediaries for Justice.
You can reach us at admin@intermediaries-for-justice.org if you have any questions about our privacy policy or the information we hold on you.
Who are we
Intermediaries for Justice is an EU-GDPR compliant charity and we are committed to protecting your personal data. We are a registered charity (1177874) and a membership organisation.
For the purposes of the Data Protection Act 1998, Intermediaries for Justice is the registered Data Controller, which means IfJ determines the purposes and means of the processing of personal data. We are registered at the following address:
IfJ
PO Box 567
Beckenham
BR3 9LY
What information do you collect about me?
We collect information about you (your name and email address) when you register your interest on our ‘Keep up to date with IfJ’ online form. This data is then stored on our online database, which can only be accessed by IfJ board of trustees and members of staff and will be removed when requested by you.
We also collect information about you when you fill in an application for an event or course. In this case your name, contact details, and details on your professional background, as provided by you, will be stored on our restricted-access online database. In order to complete your application, you must consent to your data being stored on our database unless removal is requested. You can always contact us with the request to remove your data and we will honour your request. Successful applicants’ data is kept until removal is requested.
We do not store any of your financial information.
When agreeing to our privacy policy, you provide active consent to the collection and storage or your personal information, which forms the legal basis for this policy.
How will you use the information about me?
In some cases, we will only process your personal data where we have your specific consent to do so. In other cases, we will process your personal data so that we are able to manage our membership agreement with you.
Intermediaries for Justice will not use your personal information for new purposes without first asking for your consent.
If you have registered your interest in receiving mailings from us, we will email you with occasional updates on IfJ’s developments.
When you apply for one of our events or courses, we will store the data you provide on our database and share it with course facilitators for the purpose of registration lists. We will use your contact details to get in touch about future events.
When you join as a member, we will keep you updated about your membership via our newsletters, news emails, subscription renewal communications and other member-related communications.
If you become a trustee of the charity we will need to share your personal information with the Charity Commission of England and Wales.
If you have made a Gift Aid declaration, we may need to disclose the information you have provided as part of the Gift Aid declaration to HMRC for the purpose of reclaiming Gift Aid on your donation(s).
The information you provide to us will be stored on our CiviCRM database, which is accessible only to the board of trustees and members of staff.
How do you keep my information secure?
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, altered, used by other parties or accessed in an unauthorised way. We do this by always using secure systems, computers and databases and ensuring that no information is leaked or shared.
In addition, we limit the access of your personal data to employees and the board of trustees who have legitimate reason.
Our website contains links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that websites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites.
Those websites may have their own privacy policies and we encourage you to look at those policies or contact the website operators directly to understand how your personal data is used.
We may send communications to you by email. Email is not a fully secure means of communication, and whilst we do our utmost to keep our systems and communications protected we cannot guarantee this.
How do I object to you storing my information?
You may object at any time to us storing your information insofar as we can continue to process your requests without said storage. You can also request to withdraw your privacy information from our systems at any time.
How do you use cookies on your website?
A cookie is a small file that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive.
We use the following cookies:
- Strictly necessary cookies. These are cookies that are required for the operation of our website.
- Analytical/performance cookies. These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily. We use Google Analytics and additional information regarding their use of Cookies can be found here.
How can I access my information and make updates?
You have the right to request a copy of the information we hold about you and to request removal of the data we hold on you. If you would like a copy of some or all of your information please email admin@intermediaries-for-justice.org. We want to make sure that your personal information is accurate and up to date. If you are a member of IfJ you can update your personal information when logged in to the members area of the website. If you are not a member and would like to update your personal information such an email address, please email admin@intermediaries-for-justice.org.
What are my rights relating to my data?
- Right of Access: you can access any personal data we have stored, as well as information about processing purposes
- Right to Rectification: we will update or correct any inaccuracies in your personal data, and notify you when complete
- Right to Erasure: aka “right to be forgotten”, we will delete any personal data that has been collected (with exceptions) according to the timelines listed below
- Right to Object: you are entitled to object to our processing of personal data (including sharing, sale, or profiling)
- Right to Know about Automated Decision-making: you can request information about automated decision-making and likely outcomes of using it
- Right to Opt Out of Automated Decision-making: you can refuse use of automated decision-making technology with regards to personal data
- Right to lodge a complaint: if you have any issues with our data processing, you have the right to lodge a complaint with the ICO and provide our details
- Right to Non-discrimination: you will not be discriminated against for how you exercise your privacy rights
How long do you keep my information for?
We keep personal information for different lengths of time dependent on the purpose. For example, we would like to keep information about past members so that we can keep in touch about our work, and for the purpose of if you re-joined.
We will hold personal data relating to:
- Your completion of our online form 'keeping up to date with IfJ' until removal is requested.
- Your membership for 5 years following the end of your membership.
- Details of your purchases (including events) for 5 years following the purchase.
- Details of speakers and supervisors for 5 years following their last event/ interaction with IfJ.
- Donations for 7 years after the donation is received.
Subscribing to our newsletter will cease on termination of your membership and you can unsubscribe at any time while you are a current member.
We are legally required to hold some personal data to fulfil statutory obligations, for example the collection and reporting of Gift Aid to HMRC, or to support certain financial transactions.
The law allows you to withdraw your consent to any usage of your data at any time without needing to specify a reason. You can withdraw your consent by emailing us at admin@intermediaries-for-justice.org.
Changes to this privacy notice
We keep our privacy notice under regular review and will post any updated notice on our website – www.intermediaries-for-justice.org.
We’ll flag any updates made in the current year here.
If you have a question, complaint or query with regards to how we use your information, please contact us at admin@intermediaries-for-justice.org and we will do our best to resolve the issue as soon as possible.
Please note that we do not share any personal data with third parties or other agencies nor do we receive any personal data from third parties or other agencies.