Privacy Policy

How do we use your information?

CILIP: the library and information association, who provide access to the latest Library & Information jobs through the Information Professional Jobs website, recognises that your privacy is important to you and is committed to protecting your privacy online, in accordance with the Data Protection Act 2018 and UK General Data Protection Regulation (UK GDPR).

The CILIP is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. CILIP is the data controller and processor for the information you provide on the Information Professional Jobs registration form or when you advertise a job on Information Professional Jobs. We are required under data protection legislation to notify you of the information contained in this privacy notice.

CILIP is registered with the Information Commissioners Office (ICO) under The Chartered Institute of Library and Information Professionals Z5659864 and Cilip Pathways Limited ZB353900.

This privacy notice sets out what information we collect on the Information Professional Jobs website and why and how we use that information.

CILIP may change this policy from time to time by updating this page. You should check this page periodically to ensure that you are happy with any changes.

Please also see our overarching privacy notice.

 

Our contact details

CILIP’s registered offices are at Room 150, British Library, 96 Euston Road, London, NW1 2DB.

Data Protection Team: dataprotect@cilip.ac.uk

 

How do we use your information?

Visitors to the Information Professional Jobs website

CILIP use a third party service, Hot Lizard, to publish and host the Information Professional Jobs website. When someone visits https://informationprofessionaljobs.com, a third party service, Google Analytics, is used to collect internet log information and to follow visitor patterns. By knowing the number of visitors to the various pages, we can improve the website and identify areas of particular interest. The information is processed in a way which does not identify individuals. If we are collecting personally identifiable information through our website, we will do so using forms that clearly explain what we intend to do with it.

Social Media Contact with Information Professional Jobs: If you intend to post a comment on our Twitter/X feed, Twitter/X will require you to set up your own account. Please review the Twitter privacy policy  to see how it uses your information and to find out how to opt out, or delete, such information. Direct messages sent to CILIP’s Twitter/X account will be deleted after 1 year.

External web services: We use a number of external web services, mainly related to displaying content e.g. to display slideshows we sometimes use SlideShare; to show videos we use YouTube and Vimeo. This is not an exhaustive or complete list of the services we use, or might use in the future, when embedding content, but these are the ones we use most. We cannot prevent these sites, or external domains, from collecting information on your usage of this embedded content using scripts from domains outside of Information Professional Jobs. If you are not logged in to these external services then they will not know who you are, but are likely to gather anonymous usage information e.g. number of views, plays, loads etc. You should review the policies of each of these sites to see how they use your information and to find out how to opt out, or delete, such information.

Links to other websites: This website also contains links to other websites that may be of interest to our visitors. However, once you have used these links to leave our site, this privacy statement no longer applies and we cannot be responsible for the protection and privacy of any information which you provide whilst visiting those sites - such sites are not governed by this privacy statement. Again, please check the respective policies of any such sites that you chose to visit.

Our legal basis for processing the data described above is our legitimate interest in improving our website and services so that we can develop and grow our business.

 

Candidates

Data we hold will be used to send you job alerts that fit the criteria you register with us.

We ask you for your name, email, telephone number and location when you create your login so we can send you job alerts relevant to you. You will also create a password. When you are logged in to the site you can update your details or create tailored job alerts that you can receive via email or RSS feed. CILIP’s administration and management teams will have access to this information.

Our legal basis for processing the data described above is our legitimate interest in managing and administering the Information Professional Jobs site; as well as a legitimate interest in keeping an appropriate record of any communications entered into with those registrants.

 

Recruiters

Data we hold will be used to post your job description on the website and to invoice you for that service. Although the job description is posted on the website, your contact and invoicing details will also be held on CILIP’s secure network.

Our legal basis for processing the data described above is our legitimate interest in managing and administering the Information Professional Jobs site for recruiters; as well as a legitimate interest in keeping an appropriate record of any communications entered into with those recruiters.

 

Emails that we send

The Information Professional Jobs website sends tailored job alerts direct to the email address provided on registration. CILIP uses a third party provider, DotDigital, to deliver the majority of our emails, although some standard notifications will come from Your Membership. DotDigital is also used to manage your email preferences, if you have stated on your member profile that you are happy for CILIP to contact you by email. You will see an option to manage your email preferences at the end of every email sent from DotDigital where you can subscribe/unsubscribe. This list is not exhaustive, but such emails may be about membership administration and benefits, newsletters, communications from member network groups that you have joined, events, sector & policy research, job alerts or products such as books. DotDigital's Privacy Notice is here

Emails regarding registration or job description posting administration will be from CILIP staff’s Outlook accounts.

Email tracking: Some emails that we send you have no tracking in at all, for example personal correspondence. Other emails we send are tracked so that we can tell if those emails send traffic to our website or we can tell, at an individual level, whether the user has opened and clicked on the email, to understand open and click rates to try and improve our emails. Sometimes we do use the personal information e.g. to re-email people who haven’t opened emails. If you want to be sure that none of your email activity is tracked, then you should unsubscribe from all Information Professional Jobs email correspondence.

Our legal basis sending emails is legitimate interest where it concerns the administration of correspondence or a financial transaction. For marketing emails our basis is consent and mailing preferences can be updated at any time here.

 

How long we keep your information

We will only keep your information for as long as we need it to manage the relationship we have with you, based on the parameters of that relationship, or for as long as we are legally required to.

We have retention schedules that set out how long we keep information. When we dispose of your data it will be done securely.

There may be instances where data is kept indefinitely in line with the provisions of the UK GDPR that do not apply to data processed for research or for archiving in the public interest.

Candidates: if an Information Professional Jobs login hasn’t been used for two years, we will stop all communications with you, or as soon as you unsubscribe, whichever is sooner.

Recruiters: The details relating to a job listing transaction, including emails, will be deleted after two years, unless payment is outstanding.

 

Security

CILIP complies with its obligations under the Data Protection Act 2018 (the DPA) and the UK GDPR, by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Only authorised employees and data processors (software suppliers and those working on behalf of CILIP e.g. to deliver our services) will have access to your data. All parties who have access to your data are required to process/use that data in accordance with the provisions of current data protection legislation and CILIP’s Data Protection Policy.

CILIP uses data processors who are third parties to provide elements of our services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct. We have identified these data processors where relevant in the body of this privacy notice.

CILIP will never sell trade, rent, exchange or otherwise share your personal information with any other person, company or organization without gaining consent to do so.

The CILIP website uses sophisticated security and safeguard measures to protect users' information (e.g. Secure Sockets Layer (SSL) encryption) to ensure that your data will be protected against fraudulent use on our site.

 

Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They allow the website to remember who you are. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

You have the ability to accept or decline cookies by modifying the settings in your browser. However, you will not be able to login to the website if cookies are disabled. You can also manually remove cookies from your system. For more information on disabling and enabling cookies you should search for or lookup 'Cookies' in your Operating System Documentation or visit www.aboutcookies.org

Cookies set by CILIP:

Cookie

Name

Purpose

Universal Analytics (Google)

_ga
_gali
_gat_UA-1036645-1
_gid

These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website, where visitors have come to the website from and the pages they visited. You can find out more at www.google.co.uk/intl/en/analytics/privacyoverview.html

YouTube cookies

PREF*
VSC*
VISITOR_INFO1_LIVE*
remote_sid*

We embed videos from our official YouTube channel using YouTube’s privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode.
Read more atYouTube’s embedding videos information page.

PREF - * Expires after eight months
VSC - * expires at the end of your session
VISITOR_INFO1_LIVE - *expires after eight months
remote_sid - * expires at the end of your session

 

Controlling your personal information

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the Data Protection Act 2018 (the DPA) and the UK GDPR.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of CILIP’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below or by using this contact form 

Data Rights

Under the UK GDPR and the Data Protection Act 2018, you have the following rights:

  • Right to be informed: This notice provides you with information in relation to how your data is processed. This ensures that we are transparent about what we will do with the information you supply to us.
  • Right of Access: You can ask us to provide you with the personal data about you we hold. This right always applies. There are some exemptions, which means you may not always receive all the information we process.
  • Right to rectification: You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.
  • Right to erasure: You have the right to ask us to erase your personal information in certain circumstances.
  • Right to object: You have the right to object to processing if we are able to process your information because it is in our legitimate interests. You can also unsubscribe from our mailings and remove your details at any time.
  • Right to data portability: This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.

Should you wish to make a subject access request to view your personal data held by us or exercise any of your rights, please contact dataprotect@cilip.ac.uk

If any of your personal details are incorrect, please write to us or use the contact form so that we can make any corrections promptly. Members are asked to review their data at least once a year on renewal.

 

How to complain

If you have any concerns about our use of your personal data, please contact dataprotect@cilip.ac.uk

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office 
Wycliffe House 
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

 

This policy was last updated 30 September 2024.