We are committed to protecting your personal information and being transparent about what we do with it, no matter how you interact with us. Our commitment to you applies whether you are using our services, receiving information, wanting to simply learn more about what we do or are engaged with us in some other way.
We are committed to ensuring that your personal information is only used in accordance with our responsibilities, which are set out under the following applicable laws:
- the European Union General Data Protection Regulation (Regulation (EU) 2016/679) (‘GDPR’) and the Data Protection Act 2018 (‘DPA’) referred to as the ‘data protection legislation’
- the Privacy and Electronic Communications Regulation (2003)
How we will use your information is confirmed within this document, which we call our Privacy Notice. We promised that we won’t do anything with your information you wouldn’t reasonably expect.
This notice, together with our website terms & conditions and our cookies policy tells you all about how we collect, use and will protect your personal information.
How and When Will You Collect Information About Me?
When you directly give us information
we may collect and store information about you when you have any contact with us. Examples of this could be when you:
- register for an event
- submit an enquiry
- register for our newsletter
- give us feedback
- make a complaint
When you indirectly give us information
When you interact with us on social media platforms, including Facebook, WhatsApp, Twitter and LinkedIn we may also obtain some personal information about you. The information we receive will depend on the privacy preferences you have selected on each platform and the privacy policies of each individual platform. To change your settings on these platforms, please refer to the individual platform privacy notices.
We may obtain information about your visit to our site, for example the pages you visit and how you navigate the site, by using cookies. More information about this can be found in our cookies policy.
What personal information will you collect about me?
Data protection law recognises that certain types of personal information are more sensitive. This is known as ‘sensitive’ or ‘special category’ personal information and covers information revealing racial or ethnic origin, religious or philosophical beliefs and political opinions, trade union membership, genetic or biometric data, information concerning health or data concerning a person’s sex life or sexual orientation. Sensitive information will only be collected where necessary. Clear notices will be provided at the time we collect this information, stating what information is needed, and why.
What if I am under 16?
If you’re aged under 16, you must get your parent/guardian’s permission before you provide any personal information to us, it is important that you do this.
How and why will you use my information?
We will use your personal information for the following purposes:
Responding to a request: If you contact us with a query, we may use your personal information to provide you with a response.
Co-production: We may invite you to participate in projects or initiatives that enable you to help develop or review our services, shape our research, media, policy and advocacy activity. Your participation is always voluntary. Your decision whether to participate will not affect you accessing a service in the future. We never identify an individual who participates in a co-production project, unless we have gained their explicit consent to this in advance.
Transactional purposes: We will need to use your personal information in order to carry out our obligations arising from any contracts entered into between you and us for goods or services
Providing and developing our website: We may use your personal information to help provide you with access to our website, personalise your experience, and improve and develop it further.
Administration: We may use your personal information to record and deal with a complaint, record a request not to receive further marketing information, and for other essential internal record keeping purposes.
Prevention of crime: We may record your image on CCTV which we use to prevent crime and keep our people and the public safe.
Protecting your vital interests: We may process your personal information where we reasonably think that there is a risk of serious harm or abuse to you or someone else.
Market research and surveys: We may invite you to participate in surveys or market research to help us improve our website, services and strategic development. Participation is always voluntary and no individuals will be identified as a result of this research unless you consent to us publishing your feedback.
Legal, regulatory and tax compliance: Where required we are subject to a legal obligation, we may process your personal information to fulfil that obligation.
Who do you share my information with?
We will only use your information for the purposes for which it was obtained and for which we have your consent. We will not, under any circumstances, sell or share your personal information with any third party for their own purposes, and you will not receive marketing from any other companies, or other organisations as a result of giving your details to us.
We will only share your data for the following purposes:
Third party suppliers: We may need to share your information with data hosting providers or service providers who help us to deliver our services and projects. These providers will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations containing strict data protection clauses.
Where legally required: We will comply with requests where disclosure is required by law, for example, we may disclose your personal information to the government for tax investigation purposes, or to law enforcement agencies for the prevention and detection of crime. We may also share your information with the emergency services if we reasonably think there is a risk of serious harm or abuse to you or someone else.
We always aim to ensure that personal information is only used by those third parties for lawful purposes in accordance with this Privacy Notice.
How will you protect my personal information?
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and contractors.
Our online forms are always encrypted and our network is protected and routinely monitored.
However, please be aware that there are always inherent risks in sending information by public networks or using public computers and we cannot 100% guarantee the security of data (including personal information) disclosed or transmitted over public networks.
What if there are vulnerable circumstances?
We understand that additional care may be needed when we collect and process the personal information of vulnerable people. In recognition of this, we monitor and observe good practice guidelines in our interactions with vulnerable people.
How long will you keep my personal information?
If you request that we stop processing your personal information for the purpose of marketing we may in some instances need to add your details to a suppression file to enable us to comply with your request not to be contacted.
In respect of other personal information, we will retain it for no longer than necessary for the purposes for which it was collected, taking into account guidance issued by the Information Commissioner’s Office.
Do you transfer information internationally?
We may, on occasion decide to use the services of a supplier outside the European Economic Area (EEA), which means that your personal information is transferred, processed and stored outside the EEA. You should be aware that, in general, legal protection for personal information in countries outside the EEA may not be equivalent to the level of protection provided in the EEA.
However we take steps to put in place suitable safeguards to protect your personal information when processed by the supplier such as entering into the European Commission approved standard contractual clauses. When we transfer your personal information and process it in the United States, we do so in accordance with the EU-U.S. Privacy Shield Framework and the European Commission approved standard contractual clauses. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.
What are my rights for my personal information?
Data protection legislation gives you the right to request access to any personal information held about you which is processed by us and to have any inaccuracies corrected.
You also have the right to ask us to erase your personal information, ask us to restrict our processing of your personal information or to object to our processing of your personal information.
If you wish to exercise these rights, please contact us and we will take the necessary action to do this. This may involve us requesting further information, you will be advised of this at the time. We will respond to your request within 30 days of receipt.
How do I make a complaint or raise a concern?
Whilst we hope that we do not do anything which would cause a complaint, we appreciate that sometimes problems occur. If you would like more information, have any questions about this policy, or need to make a formal complaint about our approach to data protection or raise privacy concerns please contact us:
If you are in the EU or the UK, you may contact our local representative with questions regarding our processing of your personal information. The contact information is:
By email: [email protected]
By mail in the UK:
Attn: FIA Legal
c/o Achieved Compliance Advocacy, Ltd.
Princess House Way
Swansea, United Kingdom SA1 3LW
By mail in the EU:
Attn: FIA Legal
c/o Achieved Compliance Advocacy, Ltd
Singel 250, 1016 AB
We will respond to your inquiries as soon as reasonably practicable after we receive them. Residents of the EU or the UK may have an opportunity to have their complaints heard before the applicable data protection authority if the FIA cannot resolve complaints satisfactorily.
Our Privacy Notice may change from time to time, so please check this page occasionally to see if we have included any updates or changes and that you are happy with them.
(Last updated: 2021/09/27)