Privacy Policy and Terms of Use

Last reviewed: 16 August 2021

By using The City of London Guild of Human Resource Professionals’ (including The Guld of Human Resource Professionals Ltd and Human Resource Professionals Trust; henceforth referred to as the “Guild”, “We”, “Us”, “Our”) websites, social media pages, buying tickets and products or providing your information you hereby consent to the Guild’s collection and use of the information you provide in the way(s) set out in this Privacy Policy and Terms of Use (“Policy”). If you do not agree to this Policy please do not use the Guild’s websites, social media pages or services.

The Policy may be amended by the Guild from time to time. Such amended Policy shall be effective upon posting it on the Guild’s website. Additionally, specific terms and conditions may apply to certain specific content, products, materials, services or information contained on or available through the Guild’s website (the “Content”) or transactions concluded through the Guild’s website. Where such specific terms and conditions are inconsistent with the terms of this Policy, such specific terms and conditions shall prevail.

The Guild reserves the right to make changes to the Content at any time without notice. The Guild reserves the right to terminate or restrict access to its web site for any reason whatsoever at its sole discretion.

Although care has been taken to ensure the accuracy of the information on this web site, the Guild assumes no responsibility, therefore all Content is provided “as is” and “as available”. The Guild hereby expressly disclaims any representations or warranties of any kind, express or implied, including without limitation warranties of merchantability, fitness for any particular purpose, non-infringement, or as to the operation of this web site or the Content.

The Guild’s website may contain links to other websites that are not under the control of the Guild. The Guild shall not be responsible in any way for the content of such other websites. The Guild provides such links only as a convenience to you, and the inclusion of any link to any such websites does not imply endorsement by the Guild of the content of such web sites.

Although appropriate care has been taken to ensure the security of the Guild’s website, the Guild does not warrant or make any representations as to the security of its website. You acknowledge any information sent may be intercepted and/or compromised. The Guild does not warrant that the website or the servers which make this website available or electronic communications sent by the Guild are free from viruses or any other harmful elements.

The type of personal information We collect

We only collect the information the Guild needs – including data that will be useful to help improve Our services. We collect two kinds of information:

  • non-personal information such as IP addresses (the location of the computer on the internet), pages accessed and files downloaded. This helps Us determine how many people use Our website and how popular Our pages are. This information doesn't tell Us anything about who you are or where you live. It simply allows Us to monitor and improve Our service.
  • Personal information such as name, postal address, phone number, email address, information about your interests etc. We collect personal information when you apply to become a member of the Guild and when you apply to take part in events organised by the Guild or make donations into the Guild’s Charitable Trust.

We collect this information in connection with specific activities, such as newsletter requests, membership requests, applications, feedback, ticket or product purchases, etc. The information is either needed to fulfil your request or to enable the Guild to provide you with a more personalised service. You don't have to disclose any of this information to browse the website. However, this information is required if you decide to become a member of the Guild.

How do We use the information about you?

The Guild will make reasonable efforts to keep your personal data up to date (subject to you notifying the Guild of any changes to the data we hold about you); will store and destroy your personal data securely; will not collect or retain excessive amounts of data; has appropriate and necessary measures to protect your personal data from loss, misuse, unauthorised access and unauthorised disclosure.

We will use the information you provide to:

  • fulfil your requests – such as applications for membership, ticket purchases and provision of information, etc;
  • process sales transactions, or other payments and verify financial transactions;
  • administer membership records;
  • fundraise for the Charitable Trust;
  • manage our employees;
  • maintain our accounts;
  • inform members of news, events and activities taking place which may be of interest to our members;
  • process gift aid applications;
  • monitor the diversity profile of our membership (aggregate level only);

If you apply for roles or appointments within the Guild, other than as a Freeman or Apprentice, we may request further information and retain additional records, such as interview notes. In addition, minutes of meetings and records of decisions may include your name and other necessary and appropriate information about you.

How long will We keep the information We hold on you?

The Guild will not keep data for longer than absolutely necessary. We have a statutory duty to retain financial information and accounting documentation for seven years. If you consent to Us holding personal information, we will hold this while you are a member or employee of the Guild and your name and details regarding appointments within the Guild may be retained indefinitely to support our historical records.

Sharing your information

The Guild will not share your personal information with third party organisations for marketing purposes unless we have a specific prior agreement with you, but may outsource particular functions (for example, payment processing, administration of events, subscriptions and renewals). In such cases we will only use reputable organisations and have contracts, processes and arrangements in place to ensure the safe and confidential processing of personal information at all times.

We may disclose personal information where required or otherwise permitted by law.

Limited personal information (name, surname, membership level and personal email address) of all members of the Guild will be available on the Membership Directory (restricted area of the website available to members only) to facilitate the fellowship. If you don’t want such information to be available on the Membership Directory, please contact the Clerk.

Access to your information

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information please contact the Clerk by email The Clerk serves as the Guild’s Data Controller.