IAM RoadSmart Privacy Notice
Who we are
IAM RoadSmart is the trading name of all businesses owned by The Institute of Advanced Motorists Limited.
IAM RoadSmart is a registered UK charity formed in 1956, spending more than 60 years making our roads safer by improving driver and rider skills through coaching and education.
Here at IAM RoadSmart we are committed to protecting your privacy. We comply with the principles of the General Data Protection Regulation (GDPR) and aim to maintain consistently high levels of best practice in our processing of personal data.
This Privacy Notice covers IAM RoadSmart in relation to the collection and use of the information you give us. We may change this Policy from time to time. If we make any significant changes we will advertise this on the website or contact you directly with the information. Please check this page occasionally to make sure you are happy with any changes.
If you have any questions about this Notice or concerning your personal information please contact us using the details provided at the bottom of this Notice.
A list of the companies within the IAM RoadSmart Group can be obtained from us at the contact address below.
Our basis for processing your personal information and what we use it for
IAM RoadSmart and affiliated local groups aim to be very clear when we collect your personal data and will not do anything you wouldn’t reasonably expect in order to provide the products and/or services that you request, to communicate with you, and to personalise our information we send to you.
We will process your personal data because it is necessary for the performance of a contract. For example, if you purchase a driving course or for the mailing of membership magazines.
We may process personal data because it is in our legitimate interests to do so, which may include some or all of the following:
- to monitor and protect the health and safety of you, other customers, our staff and third parties
- to monitor and protect the security (including network security) of the Company, of you, other customers, our staff and others
- to provide the information or service requested by you, and given that you have made the request, would presume that there is no prejudice to you in our fulfilling your request
- to better understand how people interact with our websites
- where the processing enables us to enhance, modify, personalise or otherwise improve our services / communications for the benefit of our customers
- to provide communications which we think will be of interest to you
What type of information we collect and how we use your information
We will use your personal information in a number of ways which reflect the legal basis applying to processing of your data.
We ask for your postal address, contact number, and email address to enable us to contact you in relation to an enquiry you have made, member benefits, relevant products or services you have purchased or are interested in, if there is a problem with your order, or there is another genuine reason for doing so. If you provide us with credit or debit card details in order to pay for a service or product, we will keep such details encrypted and secure.
Occasionally, we may also use the information we collect to notify you about new or existing IAM RoadSmart services, products and special offers we think you'll find valuable.
We may ask for additional information from you in order to deliver the specific product or service purchased.
As required by the General Data Protection Regulation, we follow strict security procedures in the storage and disclosure of information you have provided to us. You have the right to object to this processing. Please bear in mind that if you object this may affect our ability to deliver the products and services you have requested.
Disclosure of information to third parties
IAM RoadSmart will not share your details to third parties except:
- where we have your permission;
- where we are required to deliver your product or service;
- where we are required by law and by law enforcement agencies, judicial bodies, government entities, tax authorities or regulatory bodies around the world;
Third parties may deliver some of our products to you or provide all or part of the service requested by you. In these instances, whilst the information you provide will be disclosed to them, it will be kept secure, it will only be used for the administration of the service provided and to maintain management information for business analysis. In order to deliver these products and services, IAM RoadSmart may utilise the following third parties:
| 3rd Party Services | Information shared and reason to doing so |
|---|---|
| Insurance Services | IAM RoadSmart may pass your contact details onto a 3rd party so that they can contact you with details of the exclusive ‘IAM members-only’ insurance services they offer |
| Print & Mailing Services | IAM RoadSmart pass your name and contact details to a 3rd party as they print and mail out all our membership renewal packs and reprinted membership cards |
| Merchandising Services | IAM RoadSmart may pass your name and contact details onto a 3rd party as they fulfil all of our branded merchandise and clothing orders that you order from IAM RoadSmart |
| Print & Mailing Services | IAM RoadSmart may pass your contact details onto a 3rd party who print and mail all of our course packs, certificate packs, reprinted membership cards, duplicate certificates, gift vouchers and any other printed materials relating to your IAM membership |
| Publishing & Mailing Services | IAM RoadSmart may pass on your name and address to these companies so that they can post you the membership magazine three times a year |
| Emailing Services | IAM RoadSmart may upload your details to a 3rd party who are an email management company who enable us to send membership emails to our members. The data they use is name, email address and membership number plus number of years as an IAM member. They are a robust professional data handling and processing company with proper regulations and controls |
| Emailing Services | IAM RoadSmart may pass your contact name and email address to a 3rd party in order to send your newsletter to your chosen email address. You will receive this newsletter if you are a group member with a designated group role. As such your receipt of this newsletter is regarded as imperative for your role within your group and the wider business. If you do not hold a role as described above, you have the option to opt out of receiving it |
| Marketing Platform Services | IAM RoadSmart may pass your contact information to a 3rd party if you have been identified as potentially being interested in our services or products in the recent past. You have the option to opt-out of all future mailings with IAM RoadSmart and all companies operated under that name |
| Member Communication Services | IAM RoadSmart may pass your contact information to a 3rd party in order to contact members via telephone where renewals have lapsed or when IAM RoadSmart require communication for other membership activities and for general enquiries |
| IAM local groups, examiners & trainers | IAM RoadSmart may pass on your details to the local IAM groups, examiners and trainers so that they may deliver your course or advise you of their local events and activities |
| Research Bodies | IAM RoadSmart may share the information you give us, with approved research bodies in an anonymised and/or pseudonymised format. You will not be personally identifiable from any such data. The research body will perform evaluations of our products or conduct road safety related research on our behalf |
| Licence Checking and Risk Assessment Providers | IAM RoadSmart may pass your details to providers of services such as licence checking and online driver risk assessments, where this is necessary for the delivery of corporate risk management solutions |
We may also disclose your personal information if we are required to do so under any legal obligation and may use external data for the purposes of fraud prevention and credit risk reduction, or where doing so would not infringe your rights, but is necessary and in the public interest.
If IAM RoadSmart utilises a third party as a Sub-Processor, we will inform you under the requirements of GDPR and our contract with you.
If we provide information to a third party (either a provider of a product or service, or an external data processing agency such as a mailing house) we will exercise the strictest control over the third party contractually, requiring it and any of its agents and/or suppliers to:
- maintain the security and confidentiality of the information and restrict access to those of its own employees;
- use the data for the agreed purpose only and prevent it being used for any other purpose by any other party;
- refrain from communicating with you other than concerning the product in question;
- return the data to us at the conclusion of any contract term and destroy or delete any copies made of all or any part of the information unless copies are needed to be kept to comply with regulations.
In addition, we will restrict the information disclosed to the absolute minimum necessary, for example, to provide the product or service.
Marketing
Unless you have told us that you do not want to hear from us, we may send you relevant information (including details of other products or services provided by IAM RoadSmart which we believe may be of interest to you). If you change your mind about how you would like us to contact you or you no longer wish to receive this information, you can tell us at any time by writing to, emailing or calling us using the contact details below.
How we use cookies
"Cookies" are small pieces of information sent by a web server to a web browser, which enables the server to collect information from the browser.
The common Cookies IAM RoadSmart utilise are as follows:
| Cookie Name | Functionality |
|---|---|
| .AspNet.Cookies and ASP.NET_SessionId | To track if a member is logged into the Sitefinity website |
| SF-TokenId | Is a Cookie created by Sitefintiy to allow the website access to function correctly |
| sf_timezoneoffset | Is a Cookie created by Sitefinity that allows Sitefinity to work to UTC but display the appropriate time for the logged in user |
| shoppingCartId | Utilised by the current users shopping cart, this is used to allow their cart to persist between visits to the website |
| _ga, _gat, _gid | Cookies associated with Google Analytics, these cookies allow visibility of statistics of those browsing the site |
| O2CAllowCookies | Is a cookie created by One2Create and is used on our commercial website to allow the website to store cookie opt in/out settings |
You may refuse to accept cookies by activating the setting on your browser which allows you to block cookies. However, if you select this setting you may be unable to access certain parts of our site, including services and on-line shopping. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site. Details of how to disable the Cookie function can be found at the help menu on your browser.
How we use Google Analytics
When someone visits our website we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the volume and profile (age, gender, geographical location etc.) of visitors to the various parts of the site. This information is only processed on a group basis and in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
How we use Wi-Fi
IAM RoadSmart provides our employees and visitors with access to Wi-Fi at our business location. We have a number Wi-Fi networks available for use and only the device Mac Address is captured to ensure your device functions correctly while searching for and connected to our networks. IAM RoadSmart does not perform any monitoring of information.
How long do we keep your information?
We will hold your personal information for as long as it is necessary for the relevant activity. By way of example, we hold records of payment you make for at least six years so we can fulfil our statutory obligations for tax purposes
We may retain information after your association with us has come to an end. Some information may be retained indefinitely for historical, statistical or research purposes. As stated below, you have the right to require us to erase personal data.
Your rights
You have a number of legal rights to control what IAM RoadSmart can do with your information. For example:
- the right to be informed about the collection and use of your personal data
- the right to access the information we hold about you
- the right to correct or update information we hold about you
- the right to have the information we hold about you erased
- the right to restrict or suppress your personal information
- the right to obtain and reuse your personal data for your own purpose
- the right to object to the processing of their personal data in certain circumstances
Please note that:
In some cases, exercising these rights may mean that we are no longer able to provide you with our products and services.
We will not administer requests by a third party unless accompanied by evidence that the third party is entitled to act on behalf of the individual.
Please also note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.
Changes to this Privacy Notice
This Notice may be changed from time to time. If we make any significant changes we will advertise this on our website or contact you directly with the information.
Do please check this Policy each time you consider giving your personal information to us.
Contact us
Please contact us if you have any questions about our privacy policy or information we hold about you:
- In writing to: The IAM RoadSmart Data Protection Coordinator at IAM RoadSmart, 1 Albany Place, Hyde Way, Welwyn Garden City AL7 3BT
- Via email to: data.protection@iam.org.uk
- Via telephone to: The IAM RoadSmart Data Protection Coordinator at 020 8996 9600
This Policy was last updated on 14th August 2018
