Energy Institute Learning Centre

This Privacy Policy describes how the Energy Institute (EI) and EI Services may hold and process your personal data during the course of its activities as a chartered professional membership body and provider of products and services relating to skills, knowledge and good practice in the energy sector. The EI is committed to respecting your privacy and has taken steps to be compliant with the Privacy and Electronic Communications Regulations 2003 (PECR) and the General Data Protection Regulation (GDPR), which came into force on 25 May 2018 (and was largely retained as the UK GDPR following the UK's exit from the EU). These are designed to ensure personal data is processed lawfully, fairly, transparently and for specific, explicit and lawful purposes. As required by data protection law, the EI and EI Services are registered with the Office of the Information Commissioner. The EI’s registration number is Z2259229; for EI Services it is ZB145183. We are also accredited to the UK Government-backed Cyber Essentials, demonstrating our commitment to cyber security. We keep our Privacy Policy under review and will place any updates on this web page. The EI’s Terms and Conditions are available separately.

Collection of data

During the course of its work, the EI may collect personal data which identifies, or can be used to identify, individuals.

This personal data may include information such as name, age, home address, telephone number, fax number, e-mail address, social media feeds, organisation name, job title, business address, membership number and grade, examination records, bank and payment details, education and training details, CPD records, application forms and assessment records. Personal data may be collected by a variety of means, including face to face, by telephone, mail, fax, internet and e-mail, at events, conferences and exhibitions and via third parties where you have consented to them sharing it. We may obtain and store information that is available publicly from third party sources such as from Companies House and information that has been published in the media and online.

Use of data

Your personal data is held and processed by the EI in accordance with lawful bases set out in data protection law, specifically contract, legitimate interest and consent, and as explained in this Privacy Policy.

Members of the EI

If you are a member of the EI, your personal data may be lawfully processed by the EI on the basis of contract, as set out in the Terms and Conditions.

The personal data you supply in respect of your application for membership or registration or membership of the Energy Efficiency Experts register, and any updates you subsequently provide, will (as applicable) be used to

• process your application.
• administer your ongoing membership and any professional registrations or titles you hold through the EI, either directly or under license, including matters relating to professional conduct.
• ensure you receive and are informed of the benefits to which you are entitled as part of your membership or registration including receipt of our magazine content.
• connect you with your local branch or YPN.
• communicate any matters which may affect your membership or registration, including annual renewal.
• confirm, on request, your professional status.
• administer any request for support from the EI Benevolent Fund.

Your application and any supporting evidence will be held securely on file and treated in strict confidence by relevant staff and assessors. The EI reserves the right to publish a list of current members and professional registrations awarded, for transparency and fraud prevention purposes.

Customers of EI products and services

If you have registered for EI events, conferences, training or publications, your data may be processed on the basis of contract and legitimate interest as set out in the Terms and Conditions.

Other contributors to the EI’s work

The EI may process personal data of contributors (experts, speakers, volunteers and stakeholders) on the basis of legitimate interest to support its mission and professional activities.

Employees of the EI

Employee and applicant data is processed in line with employment contracts and legal obligations, including health and safety and statutory pay requirements.

Contractors to the EI

Personal data of contractors and suppliers is processed as necessary to fulfil contractual obligations.

Marketing communications

Marketing communications are only sent with consent, except where legitimate interest applies to members, customers and contributors. You can update preferences via My EI or email unsubscribe links.

Users of EI websites

The EI websites are hosted by third-party providers. Cookies and basic analytics are used for site administration and improvement.

Cookies used on EI websites

EI websites use cookies and Google Analytics to collect anonymous usage data. You can manage preferences and opt out of Google Analytics via browser tools.

Data sharing

The EI does not sell personal data and only shares data with trusted processors or where legally required.

Data processors used by the EI

• Oomi (Centrepoint Computer Services)
• Moodle (training delivery)
• Mailchimp (email communications)
• Microsoft (email and collaboration)
• Eventbrite / Cvent (events)
• Zoom / Webex / VFairs / Whova (digital training and events)
• PayPal / Worldpay (payments)

EI as a joint data controller

In some cases EI jointly controls data with partner organisations for events, publications and professional registrations.

Data retention

Data is retained only as long as necessary to fulfil legal and operational requirements. Retention periods vary by user type (members, customers, employees, contractors, marketing contacts).

Contact details

If you have questions about how EI handles personal data, contact: Violeta Argerich, Digital Transformation Director, Energy Institute, 61 New Cavendish Street, London W1G 7AR violeta@energyinst.org

If you wish to raise a concern with the ICO: https://ico.org.uk/concerns