Institute for Manufacturing and IfM Engage Ltd Privacy Policy

 

The Institute for Manufacturing (IfM) is a Division of the Department of Engineering at the University of Cambridge. We conduct research and award-bearing education spanning Management, Policy and Technology issues related to manufacturing industries. Through our dissemination arm, IfM Engage Ltd, we provide consultancy and professional development to companies of all sizes and to national and regional governments. IfM Engage Ltd is owned by the University of Cambridge and our profits are gifted to the University to fund future research.

1. What is personal information?

This page provides information about how and why IfM and IfM Engage Ltd will collect personal information on you and what we will do with it. ‘Personal information’ means any information which relates to or identifies you as an individual.

2. Who will process my information?

The information published here applies to the use, sharing and disclosure of your personal information by IfM Engage Ltd and the IfM. IfM Engage Ltd and the IfM are separate legal entities for these purposes, but work together closely and share your personal information in order to keep you up to date with the latest news, information and events in the area(s) which may be of interest to you.

3. What personal information will be processed?

When you register with us to receive email updates, pass us a business card, book one of our courses, seminars or workshops, instruct us in connection with any matter or use any other service on www.ifm.eng.cam.ac.uk or www.engage.ifm.eng.cam.ac.uk you may be asked to provide certain information about yourself including your name and contact details. We may also collect information about your usage of our website as well as information about you from your e-mails or letters you send to us.

Here are some examples of data that we may collect from you:
• Email address
• Name
• Company
• Interest areas
• Reports that you have downloaded
• Telephone number

 

3.1 Sensitive data

In addition to the data listed above, IfM and IfM Engage Ltd may process some information about you that is classified as ‘sensitive’ and which requires special protection. This includes information on your dietary or access requirements, which we may need if we are supplying catering for an event or course onto which you are booked. We will hold this information until such a time that you tell us not to, unless you tell us differently at the time of providing the information.

Access to, and the sharing of, your ‘sensitive’ personal data are controlled very carefully.

3.2 Third party data

The IfM and IfM Engage Ltd may also receive information from our partners, or others, that we use to improve our information. An example of this would be where further information is received to enable us to see which IP addresses go with which postcodes, or information about how well an online marketing or email campaign performed.

Your personal information is created, stored and transmitted securely in a variety of paper and electronic formats, including databases that are shared between IfM and IfM Engage Ltd (such as our database ZohoOne). Access to your personal information is limited to IfM and IfM Engage staff and its Associates who have a legitimate interest in it for the purpose of carrying out their contractual duties or to provide you with information about services you may be interested in.

 

4. Cookies

4.1 What are Cookies?

Cookies are small text files which are stored on your computer or device when you visit a website. Cookies enable the website to remember information about you and your preferences.

4.2 How do we use them?

We use cookies for our content management system that is used to manage our website.

These cookies are used to monitor the date of your last visit to our website and make sure you are shown the most up to date version of content. They also store form redirects and data useful to the system administrators who maintain our website.

We also use cookies to collect anonymous information that helps us understand visitors’ browsing habits on our website and to produce statistical reports on our website activity. This information helps us to improve our services.

 

4.3 How to control Cookies

You can manage restrictions on cookies via your web browser. The ‘Help’ functionality in your web browser should provide information on how to change these preferences.

 

5. What is the purpose and legal basis for processing?

The IfM and IfM Engage Ltd may process your personal information for a range of purposes, including the following:

• To enable your participation at events and/or workshops and webinars
• To enable you to download reports and publications
• To communicate effectively with you by post, email and phone, including the distribution of relevant newsletters, circulars or invitations to workshops and events
• To fulfil a contract which we have undertaken with you
• To gather feedback on our services from you
• To provide you with relevant communications where we think they will be of interest to you based on the information you have provided to us.

 

The IfM and IfM Engage Ltd consider the processing of your personal information for these purposes to be either necessary for the performance of our contractual obligations with you, or necessary for the pursuit of the legitimate interests of the IfM or IfM Engage Ltd. Where the processing of your data is necessary for the fulfilment of a contract we have with you, we may not be able to provide the service(s) you have agreed with us in the contract if you do not supply us with the personal data we ask for.

If we require your consent for any specific use of your personal information, we will collect it at the appropriate time, and you can withdraw this at any time. We will not use your personal information to carry out any wholly automated decision-making that affects you.

 

6. Who will my personal information be shared with?

The IfM and IfM Engage Ltd share data to enable researchers at the Institute to connect with individuals across industry and government in relation to their research. For example, the IfM may wish to use data to carry out an industry survey or discuss potential research collaboration. The IfM may share your data with IfM Engage Ltd to send you communications about courses and publications in areas in which you have said you have an interest.

To provide services to the organisations and individuals we serve, and to further research at the University of Cambridge, there are times when we share data with third parties we are closely associated with:

• Third Party Associates – The IfM and IfM Engage Ltd work with a network of Third Party Associates to provide our knowledge transfer services including consultancy and executive education.
• Partners of the IfM – There may be instances where we share data with our partners, for example, in instances where we are co-delivering courses and projects.
• Other parts of the University of Cambridge – we may share your data with the University of Cambridge in order to send you communications about courses and publications in areas in which you have said you have an interest.

The IfM and IfM Engage Ltd will not share your personal information with or sell it to third party marketers. We may use the following third-party service providers named below to process and store your data. Please see a list of these providers and the corresponding privacy policies, which detail how your data will be used and managed, here:

• ActiveCampaign: a marketing platform used to help us communicate with customers, understand our customers’ interactions with those communications and other content, and to customise marketing based on customers’ interests - ActiveCampaign Privacy Policy. 
• Arlo: A marketing platform used for course bookings, to register participant’s interest, and to manage events bookings and management. Arlo forms linked to on the IfM Engage website - Arlo Privacy Policy.
• Discourse: an open source Internet forum system used to manage our online Digital on a Shoestring Community Forum - Discourse Privacy Policy. 
• DropBox: to facilitate document access amongst designated team members where appropriate - DropBox Privacy Policy. 
• Eventbrite: to support the registration process for some of our events - Eventbrite Privacy Policy.
• Flywire: to enable the processing of online sales transactions - Flywire Privacy Policy.
• Google Analytics: A Google service used to track and report on website traffic to better inform how we create and disseminate content to our community - Google Analytics Privacy Policy.
• MailChimp: a marketing platform used to help us communicate with our community, understand our their interactions with those communications and other content, and to customise marketing based on their interests - MailChimp Privacy Policy.
• Microsoft365: a product family of productivity software, collaboration and cloud-based services owned by Microsoft. It encompasses online services such as Outlook.com, OneDrive, Microsoft Teams, programs formerly marketed under the name Microsoft Office (including applications such as Word, Excel, PowerPoint, and Outlook on Microsoft Windows, macOS, mobile devices, and on the web), enterprise products and services associated with these products such as Exchange Server, SharePoint, and Yammer - Microsoft365 Privacy Policy. 
• Miro: a virtual collaboration platform which is used to support some workshops and events - Miro Privacy Policy.
• Qualtrics: Is a survey software platform used by IfM Engage for continued QA improvement purposes during consultancy workshops, events and courses. Qualtrics Privacy Policy.
• Stripe: An online payment processing system - Stripe Privacy Policy.
• Typeform: to create online forms and collect the data which is necessary for attendance at events or workshops. Typeform Privacy Policy.
• Zapier: A programme which enables integration and connections between other systems (for example, between Zoom and ActiveCampaign) - Zapier Privacy Policy.
• ZohoOne: this includes our CRM, mailing and online survey systems - ZohoOne Privacy Policy. 
• Zoom: to enable participation in web calls, online workshops and webinars - Zoom Privacy and Legal Policies.

On occasion, the above types of sharing may involve the transfer of your personal information outside the European Economic Area (e.g. in the case of working with one of our Third Party Associates based overseas). Such transfers usually are necessary in order to meet our contractual obligations with you, or where it is in our legitimate interest to do so and are carried out with appropriate safeguards in place to ensure the confidentiality and security of your personal information.

Other than as set out above, we will not publish or disclose any personal information about you to other external enquirers or organisations unless you have requested it or consented to it.

 

7. How can I access my personal information?

You have the right to access the personal information that is held about you by the IfM and IfM Engage Ltd.

You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing or to receive an electronic copy of the personal information you provided to us. You can exercise any of these rights at any time, by contacting ifm-engage@eng.cam.ac.uk.

If you ask us to erase your data, we will remove your data from our system completely. Please be aware you may be re-subscribed to our database if you register with us or use our services in the future (please see section 3 for more detail).

 

8. How long is my information kept?

We will continue to process your data until such a time that you tell us not to. An option to unsubscribe will be on every communication we send to you.

 

9. Who can I contact?

If you have any questions about how your personal information is used, or wish to exercise any of your rights, please contact ifm-engage@eng.cam.ac.uk.

 

10. How do I complain?

If you are not happy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

11. Are changes made to this webpage?

This web page was last updated on 20th December 2023. It is reviewed when necessary and at least annually. Any changes will be published here, and you will be notified via this webpage.