PRIVACY POLICY

Effective 31 March 2025

Institute of Acoustics (IOA)

Introduction

At the Institute of Acoustics (IOA), your privacy is critically important to us. We are committed to:

•Collecting only the personal information we need to provide and improve our services.

•Retaining personal data only for as long as necessary.

•Being fully transparent about how we collect, use, and share your information.

This Privacy Policy outlines the data we collect and how it is managed, used, and safeguarded.

Who We Are

The IOA is a professional body for scientists and engineers working in all fields of acoustics, noise, and vibration. We are a charitable company whose aim is to promote and advance the art, science, and technology of acoustics through:

•Membership and professional recognition

•Events, conferences, and training

•Public and professional outreach

•Advice to policy makers and government

This policy applies to any personal data collected via:

•Our website

•Our mobile applications

•Our learning platform

•Membership and event registration

•Any other interaction with our services

If a specific service has its own privacy policy, that policy will apply instead.

Questions? Contact us at: admin@ioa.org.uk

---

Information We Collect

We collect information in three main ways:

1. Information you provide directly

2. Information collected automatically

3. Information from third-party sources

1. Information You Provide

Examples include:

•Membership: Contact details, qualifications, employment info, CPD interests, and preferences.

•Equality & Diversity Data: Used anonymously to monitor inclusion and equal opportunities.

•Event & Course Registration: Personal and professional information relevant to your participation.

•Student Members: Date of birth, graduation year, academic details, diversity information.

•Transactions: Name, contact details, and payment information (note: card details are not stored).

•Expenses: Bank details are used solely for processing claims and are handled securely.

You may also submit Continuing Professional Development (CPD) records, which are only accessed for verification purposes and never shared without consent.

2. Information We Collect Automatically

This includes:

•Log & Device Data: Browser type, IP address, referring site, device identifiers, and access times.

•Usage Data: Actions taken on our website or learning platform, including login and navigation activity.

•Location Data: Approximate or specific location, where permitted by your device settings.

•Stored Data Access (mobile): If granted permission, we may access stored content like images for event uploads.

3. Cookies & Tracking Technologies

We use cookies and similar technologies to:

•Remember your login and shopping cart

•Track usage (via Google Analytics)

•Enable features like live chat and social sharing

•Analyse engagement with email campaigns

•Improve performance and user experience

You can manage your cookie preferences through your browser settings.

---

Information from Other Sources

We may receive data from:

•Social media services (if you connect your account)

•Third-party services for marketing or analytics purposes

This helps us improve how we serve both current and potential members.

---

How We Use Information

We use the information collected to:

•Deliver our services

•Manage memberships, events, and CPD

•Process payments and reimbursements

•Improve our services and understand user needs

•Monitor diversity and inclusion

•Communicate about IOA news, events, and relevant offers

•Ensure compliance and protect against fraud or abuse

---

How We Share Information

We do not sell your personal information.

We may share your data in the following ways:

•With employees, contractors, and service providers: For the purpose of providing services to you.

•With third-party vendors: Such as secure payment processors and analytics tools, under strict privacy agreements.

•As required by law: In response to lawful requests from public authorities.

•To protect rights and safety: When necessary to prevent harm or legal violations.

•In business transfers: If the IOA is involved in a merger or asset transfer.

•With your consent: For example, listing your name in our public Membership Check (opt-in only).

•In anonymised or aggregated format: For reports or publications where individuals are not identifiable.

---

Security

We take reasonable precautions to prevent unauthorised access, use, or disclosure of your data. No system is 100% secure, but we continuously improve our safeguards.

---

Your Rights and Choices

•Access and correct your data: Via your membership profile or by contacting us.

•Withdraw consent: Where we rely on your consent for data processing.

•Restrict data sharing: Choose not to opt in to public listings or promotional emails.

•Manage cookies: Disable or manage through your browser settings.

•Control mobile data access: Manage permissions through your device settings.

---

International Data Transfers

Your information is stored in the UK, with secure backups in the Netherlands. Both locations are fully compliant with the UK GDPR and EU GDPR.

---

Third-Party Services

When you access services like Google, analytics tools, or social platforms via our website, their own privacy policies apply. Please review these when using such services.

---

Policy Updates

We may occasionally update this Privacy Policy. Changes will be posted on this page with a revised effective date. Significant changes may also be communicated via email or on our homepage.

Last Updated: 31 March 2025

Previous Version: January 2018