Website User Privacy Policy

The Institute of Refrigeration (IOR) is a membership organisation and registered charitable incorporated organisation (no 1166869 & 250081) promoting the advancement of science for the public benefit. The IOR holds information about website users and the products and services in which they have expressed interest to keep them informed about the IOR and new developments in the industry. It does not resell this data. The IOR takes all reasonable steps to protect the privacy and security of information collected in this way. This policy explains how the IOR uses information that we collect about you and procedures that we have in place to safeguard your privacy.

Fair Processing Notice (April 2018)

The Institute of Refrigeration will use the personal data collected from you for the following purposes: news and information IOR Services, internal research into website and product user behaviour to improve our services.

When you register to use the website you confirm that you are consenting to Institute of Refrigeration’s use of your personal data for the aforementioned purposes(s) and are granting Institute of Refrigeration permission to carry out those actions and/activities.

You may withdraw your consent at any time by contacting us at ior@ior.org.uk

The Institute of Refrigeration is committed to ensuring that all personal information collected and processed is appropriate for the stated purpose(s) and shall not constitute an invasion of your privacy. We will not sure your personal data with third parties for marketing purposes. We may only share your personal data with third party service providers who are contracted by us and we shall ensure that they will hold your personal data securely and shall use it only in order to fulfill the service for which they are contracted (such as IOR website maintenance etc). When there is no longer a service need, or the contract comes to an end, the third party will dispose of all personal data according to our procedures. We will never share your personal data with third parties until we have received your consent, unless we are required do so by law.

The Institute of Refrigeration will process your data (i.e. collect, store and use) according to the requirements of the GDPR at all times and shall endeavor to keep your personal data up-to-date, ensuring its accuracy and will not keep it for longer than it is required. In some situations, there are set legal requirements for the length of time that Institute of Refrigeration will retain your personal data but usually Institute of Refrigeration will use its discretion, ensuring that personal data is not kept outside of our usual business requirements.

We shall never be intrusive or invasive of your personal privacy and shall not ask you to provide data that is irrelevant or unnecessary and we will enact strict measures and processes to ensure that the risk of unauthorised access or disclosure of your personal data is minimised as much as possible. 

We will only use your personal data for the purposes of emailing and statistical analysis related to monitoring or improving the materials and website.

For more information about your rights under GDPR see https://www.eugdpr.org

The collection of information and how we use it

Anyone can access the IOR website without giving any personal information.

Registering to use the website

When registering on the website, you will need to give your name, email address and agree to the Website's Terms and Conditions and this Privacy Policy. We gather information in this area to allow us to confirm your identity and protect your security.

Required information for online sales

The IOR requires anyone purchasing from the website to register and provide billing and shipping details (where applicable). This information allows us to process and despatch your order. The IOR does not hold any payment card/bank details collected. These are handled through 3^rd party secure payment organisations WorldPay and GoCardless.

Use of Personal Data

The IOR processes your Personal Data only for specific and limited purposes and collect data that is adequate, relevant and not excessive for those purposes.

• We may contact you to inform you of new products, services or events we think will be of interest to you.
• We may send you regular updates by email.
• We may send you requested product information and promotional material.
• We may use your Personal Data for our own internal market research, marketing, direct selling purposes and to improve the products and services.

We do not share, sell or distribute your Personal Data to third parties. You may ask to have your data removed at any time by contacting ior@ior.org.uk

Use of cookies and other information gathering technologies

The IOR uses technology to collect anonymous information about the use of our Website to improve the content and functionality of this Web Site and our e-mail updates, to better understand our customers and markets, and to improve our products and services.

For example, we use technology to track which pages of our Website our visitors view. We also use technology to determine which Internet browsers our visitors use. This technology does not identify you personally.

We use technology to track hyperlinks eg how often these links are used and which pages on our Web Site our visitors choose to view. This technology does not identify you personally.

Temporary "cookies" that collect the first level domain name of the user and the date and time you accessed this Website. Cookies by themselves cannot be used to discover the identity of the user. A cookie is a small piece of information which is sent to your browser and stored on your computer's hard drive. Cookies do not damage your computer. You can set your browser to notify you when you receive a cookie. This enables you to decide if you want to accept it or not.

Your IP address may be used to help diagnose problems with our server and to administer our Website. An IP address is a numeric code that identifies your computer on a network, or in this case, the Internet. Your IP address is also used to gather broad demographic information, such as determining how many of our visitors are from outside of the UK.

We may also perform IP lookups to determine which domain you are coming from (i.e. aol.com, yourcompany.com) to more accurately gauge our users' demographics.

The table below explains the cookies we use and why.

Disclosure of your Personal Data

We do not share, sell or distribute your Personal Data with third parties. Personal Data will only be transferred to third parties who act for or on behalf of the IOR, or in connection with the business of the IOR for further processing in accordance with the purposes for which the data was originally collected or for purposes to which you have subsequently consented. For example, sometimes a third party may have access to your Personal Data in order to dispatch print mailings or electronic voting materials on our behalf.

We keep your Personal Data only for as long as reasonably necessary for the purposes for which it was collected or to comply with any applicable legal or ethical reporting or document retention requirements. Our servers and our databases are protected by industry standard security technology, such as industry standard firewalls and password protection.

The employees who have access to Personal Data are trained handle such data properly and in accordance with our security protocols and strict standards of confidentiality. Although we cannot guarantee against any loss, misuse, unauthorised disclosure, alteration or destruction of data, we take reasonable steps to prevent this.

Use of Google Analytics

Our website uses Google Analytics, a web analytics service provided by Google, Inc.

Google Analytics uses a set of cookies to collect information and report site usage statistics without personally identifying individual visitors to Google. ‘_ga’, the main cookie used by Google Analytics, enables a service to distinguish one visitor from another. Any site that implements Google Analytics, including Google services, uses the ‘_ga’ cookie. Each ‘_ga’ cookie is unique to the specific property, so it cannot be used to track a given user or browser across unrelated websites.

Learn more about how Google Analytics uses cookies

Data access and corrections

If you wish to access or correct your Personal Data, please write to the IOR Membership Department, Kelvin House, 76 Mill Lane, Carshalton, Surrey, SM5 2JR.

Upon receipt of your written request and enough information to permit us to identify your Personal Data, we will disclose to you the Personal Data we hold about you. We will also correct, amend or delete any Personal Data that is inaccurate.

Links to other websites

This Privacy Policy applies only to this Website. This Website contains hyperlinks to websites that are not controlled by the IOR and we are not responsible for their data or privacy practices. These hyperlinks are do not imply any endorsement of the activities of these third-parties.

Your consent

By submitting your information you consent to the use of that information as set out in this Privacy Policy. If we change our Privacy Policy we will post the change on this page, so that you may be aware of the information we collect and how we use it at all times. Continued use of the service will signify that you agree to any such changes.

How to contact the IOR

We welcome your views about our Website and our Privacy Policy. If you would like to contact us with any queries or comments please send an email to ior@ior.org.uk.

Website Terms and Conditions of Use

To register to use the Website you must accept these Terms and which represent a binding contract between you and the IOR. If you do not wish to be bound by these Terms you should exit the Website.

Ownership

This Website and its design, text, content, selection and arrangement of elements, organisation, graphics, design, compilation, magnetic translation, digital conversion and other matters related to this Website are protected under applicable copyrights, trademarks and other proprietary (including, but not limited to, intellectual property) rights and are the property of the Institute of Refrigeration or the material is included with the permission of the rights owner and is protected pursuant to copyright and trademark laws. ALL RIGHTS RESERVED.

The posting of any such elements on this Website does not constitute a waiver of any right in such elements. You do not acquire ownership rights to any such elements viewed through this Website. Except as otherwise provided herein, none of the these elements may be used, copied, reproduced, distributed, republished, downloaded, modified, displayed, posted or transmitted in any form or by any means, including, but not limited to, electronic, mechanical, photocopying, recording, or otherwise, without our express prior written permission.

Permission is hereby granted to the extent necessary to lawfully access and use this Website and/or information, materials, products and/or services available on it to display, download, archive and print in hard copy, portions of this Website for personal use only, provided you do not modify the materials and that you retain any and all copyright and other proprietary notices contained in the materials. This permission terminates automatically if you breach any of these Terms. Upon termination, you must immediately destroy any downloaded, archived or printed materials. You acknowledge and agree that such material is not up-loaded or posted subject to any obligation of confidence.

Materials remain the Copyright of the IOR at all times. Where downloaded material is being issued to others, the source (including the URL of the page from which the material was obtained) and copyright status must be acknowledged. This permission to reproduce IOR copyright protected material does not extend to any material on this site which is identified as being the Copyright of a third party. Authorisation to reproduce such material must be obtained directly from the copyright holders concerned. Written requests for permission to reproduce IOR copyright material should be addressed to:

The Institute of Refrigeration
Kelvin House
76 Mill Lane
Carshalton
Surrey
SM5 2JR

Full requests may be submitted by email to ior@ior.org.uk

Logos and Graphics

The copying and use of the IOR logo is not permitted without prior written approval from the IOR.

The IOR logo, all product names, all page headers, all custom graphics, all button icons, all trademarks, service marks and logos appearing on this Website, unless otherwise stated, are service marks, trademarks and/or trade dress of the IOR. All other trademarks, product names, company names, logos, service marks and/or trade dress mentioned, displayed or cited on the Website are the property of their respective owners. The use or misuse of IOR or other trademarks, product names, company names, logos, service marks and/or trade dress or any other materials contained herein, except as permitted herein, is expressly prohibited.

Data Protection Consent

By agreeing to these Terms, you agree to the terms of our Privacy Policy.

Hyperlinking

To the IOR website

You do not need to obtain permission to link directly to the Website. However, if you are a member and wish to use the IOR logo permission is required, please contact ior@ior.org.uk. Use of the IOR logos by commercial organisations without prior written permission is expressly forbidden.

Authorisation by us to link to this Website is given without assumption of any liability by us relating to such links, and we hereby disclaim any such liability. We reserve the right to withdraw any authorisation to link to this Website at any time and for any reason.

Anyone providing access to, or information relating to this Website, whether by link or otherwise, is responsible for bringing these Terms to the attention of the person receiving such access or information. Failure to do so will not result in liability for us.

From the IOR website

IOR accepts no responsibility for the actions, content, accuracy, opinions expressed, privacy policies, products or services provided through links to third party websites or made available through these resources or appearing in such websites, nor for any damages or losses, directly or indirectly, caused or alleged to have been caused as a result of your use or reliance on such websites.

Such websites are not investigated, monitored or checked for accuracy, completeness or conformance with applicable laws and regulations by us. We do not make any representations whatsoever, or give any warranties of any kind, expressed, implied, or otherwise about other websites which you may access through this Website the content thereof, or the products and/or services made available through such web sites. If you decide to leave our Website and access these other web sites, you do so at your own risk. All rules, policies (including privacy policies) and operating procedures of such websites will apply to you while on such websites.

Virus Protection

The IOR makes every effort to check and test material at all stages of production. Visitors or members using the Website do so at their own risk. It is good practice for users to run a regularly updated anti-virus program on all material downloaded from the Internet. The IOR cannot accept any liability for any loss, disruption or damage to your data or your computer system which may occur whilst using material downloaded from the Website or any linked website.

No Warranties

The IOR takes every reasonable effort to ensure that the information published on this Website and publications held within are accurate. However, the IOR cannot accept any liability for the accuracy or content. Members and Visitors who rely on this information do so at their own risk.

We make no representations or warranties with respect to this Website or its contents, which are provided for use "as is." We disclaim all warranties, express or implied, including without limitation the implied warranties of title, non-infringement, merchantability, quality and fitness for a particular purpose, with respect to this Website and any website with which it is linked. We also make no representations or warranties as to whether the information accessible via this Website or any website with which it is linked, is accurate, complete, or current. You accept that our members, honorary officers, directors, employees and other representatives shall have the benefit of this clause.

IOR publications are based on the best knowledge available at the time of publication, however no responsibility of any kind for any injury, death, loss, damage or delay however caused resulting from the use of these recommendations can be accepted by the IOR, the authors or others involved in its publication. In adopting any recommendations from IOR knowledge, each adopter by doing so agrees to accept full responsibility for any personal injury, death, loss, damage or delay arising out of, or in connection with, use by or on behalf of such adopter irrespective of the cause or reason therefore and agrees to defend, indemnify and hold harmless the IOR, the authors and others involved in its publication.  

It is the responsibility of the user to evaluate (or take professional advice on) the accuracy, currency and completeness of all information, statements, opinions and other material on this website or any website with which it is linked, and on the appropriateness for the situation that the user puts it to.

As this website and the knowledge held within may be accessed and viewed via the Internet throughout the World, the IOR does not represent or warrant that the information on this Site or its operation complies with the regulatory regime of any specific country. Users accessing the IOR website do so on the user's own initiative and at the user’s own risk. The user is responsible for compliance with local laws.

Your statutory rights as a consumer, if any, are not affected by these provisions, and we do not seek to exclude or limit liability for fraudulent misrepresentation.

Exclusion of Liability

To the fullest extent permitted by applicable laws we, on behalf of our employees, agents, suppliers, and contractors exclude liability for any losses and expenses of whatever nature and howsoever arising including, without limitation, any direct, indirect, special, punitive, or consequential damages, loss of use, loss of data, loss caused by a virus, loss of income or profit, loss of or damage to property, claims of third parties, or other losses of any kind or character, even if we have been advised of the possibility of such damages or losses, arising out of or in connection with the use of this Website or any website with which it is linked. You assume total responsibility for establishing such procedures for data back up and virus checking as you consider necessary.

Your Obligations

In using this Website, you agree to provide true, accurate, current and complete information about yourself. IOR has the right to suspend or terminate your account and refuse any and all current or future use of the Website if you are in breech of this obligation.

You are responsible for maintaining the confidentiality of your password and ID.

You agree to indemnify, release and hold us harmless as well as our officers, trustees, volunteers, agents, representatives and employees from any claim, liability, loss, expense or demand, including legal fees, related to your violation of these Terms or your access or use of this Web Site or any of the information, materials, products or services available through this Website.

Law & Jurisdiction

These Terms shall be governed and construed in accordance with English law and this Website is operated from England. Access to, or use of, this Website or information, materials, products and/or services on this Website may be prohibited by law in certain countries or jurisdictions. You are responsible for compliance with any applicable laws of the country from which you are accessing this Website. We make no representation that the information contained herein is appropriate or available for use in other locations outside England.

Terms of Business

Delivery

Goods will be dispatched to the address indicated on your order form. We aim to dispatch the goods within 14 days of receiving your order. Goods will normally be sent by 1st class postage within the UK or by airmail outside the UK. Prices include post and packaging at prevailing rates.

Downloads

Publications are supplied as downloadable files available for use by the purchaser only and may not be copied or distributed further in accordance with the terms and conditions of use of the website.

Inability to Supply

You will be notified by e-mail if we are unable to supply the goods ordered.

Ownership of Goods

The goods remain the property of the Institute of Refrigeration until they have been paid for.

Returning Items

Please notify the Institute within 5 working days of receipt of publications or other goods if they are defective or unsatisfactory. They may then be returned at your own expense, stating the reason you are rejecting them. We will replace the goods promptly or issue a refund less the cost of carriage.

Cancellations of publication orders

Unless otherwise stated cancellations are accepted up to 3 days after the date of order less banking and refund charges. After this you will be liable for the full cost of items purchased. Cancellations charges may result in cancelled bookings, please consult individual event booking pages for details.

Event Bookings

All event bookings will be confirmed by email and joining instructions will be issued in advance of the date of the event. We reserve the right to refuse admission to an event if payment in full has not been received.  Individual cancellation terms and charges may apply. Full terms and conditions for IOR Events can be viewed here. 

VAT

VAT is charged on goods/services provided at prevailing rates where appropriate.

Queries or Urgent Orders

If you have a query, wish to chase an order, or place an urgent order, please email ior@ior.org.uk.