This privacy notice provides information about the ways in which the Chartered Institute of Credit Management (CICM), as administrator of the Prompt Payment Code collects, stores, shares or keeps personal information.
Some of the information we collect may be classified as "personal data" under European Union (EU) law as it is information relating to an individual (e.g. a sole trader, a partnership, a company director, a beneficial owner, a trustee, a professional contact etc).
The Institute holds and processes "personal data" for administrative and research purposes.
This privacy notice provides the information we are required to give in relation to the processing of personal data under EU law.
How we will get in touch
When you provide us with your personal details for the purposes of becoming a Prompt Payment Code signatory or providing a payment reference on a signatory, you may receive follow-up communications directly from us by post, email, SMS or telephone.
If you have provided us with consent to use your details for marketing purposes, then we may contact you about products or services that may be relevant to you. When you consent to us sending you marketing information we will retain your consent for a period of 2 years unless we tell you otherwise at the time. We provide easy ways to stop all marketing and you can opt out at any time.
CICM and the Prompt Payment Code aims to communicate with you only to provide relevant and necessary information to give you the full benefits of being a Prompt Payment Code signatory, relying on Legitimate Interests as the lawful basis.
Any emails sent to us are recorded and may be forwarded to an appropriate member of CICM staff, the Department for Business, Enterprise and Industrial Strategy, or the Prompt Payment Code Compliance Board for action or decision. The sender's email address will remain visible to all staff tasked with dealing with the query.
What data will we be collecting and why
We will require a certain level of mandatory personal data to enable us to communicate with you appropriately to maintain the Prompt Payment Code. As a minimum we will ask you to provide you full name, job title, business name, business address, postcode, telephone numbers and email address for the following purposes:
We will from time to time ask you to update your details to ensure we can communicate effectively. At all times, you will have the option to opt-in or unsubscribe from communications.
- Register and process your listing on the Prompt Payment Code
- To obtain information relating to the promptness of payments received from a Prompt Payment Code signatory or potential signatory
- Communicate in relation to the Prompt Payment Code
If we are unable to obtain the minimum personal data requirements we may not be able to deliver necessary information or services.
We do not collect personal data as part of automated decision making or profiling at this time. Furthermore, we only use data that has been consciously provided by you, not data that has been derived or inferred.
The search facility on our website is an internal search function and only returns information that appears on the website.
We will not share your data with any third party
CICM does not share or sell your personal data with any third party.
We may need to share limited information with our service providers who assist us in preparing and sending you communications or processing your data securely. However, we do not allow these organisations to use your data for their own purposes and we ensure at all times they keep your data securely and comply with current regulation.
We will not share your details with any third party outside of Europe unless these have been provided as part of your registration details or consent has been given. We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
How to stop or change the way we communicate with you
You can change your preferences on how we communicate with you at any time using the following methods:
Call us: +44 (0)1780 722912
You can unsubscribe from email communications by emailing firstname.lastname@example.org
Personal data is stored for varying lengths depending on the nature and purpose for which it was collected. We store personal data in line with any applicable statutory minimum periods, and then review it periodically to ensure it is still necessary to be retained for the purpose for which it was collected.
Subject access rights
You have the right to request from us confirmation of whether we are processing your personal data, and if so access to that information.
If any of the personal data is inaccurate you have a right to request rectification. We want to ensure your personal data is correct and will from time to time ask you to provide an update of your details.
You have the right to object to us processing your personal data and/or request it is deleted or restricted. In considering our response we undertake to ensure your interests, fundamental rights and freedoms are properly balanced against our legitimate interests. We will also look at whether it is still necessary to process your data for the purpose it was collected.
In the event of complaint or the need to question this Privacy Notice
In the first instance if you wish to lodge a complaint or question this Privacy Notice, contact:
Data Protection Officer
The Chartered Institute of Credit Management and CICM (Services) Limited
The Water Mill
Telephone: 01780 722900
You also have the right to make a complaint direct to the UK's data protection authority, the Information Commissioner's Office (ICO).
The ICO can be contacted at: https://ico.org.uk/global/contact-us/
Concerns can be also be logged via the ICO website.
Your data and social media
We may use your email address and telephone number to match your details on a range of social media sites to show you relevant content while using our services. We will only do this where you have opted-in and provided consent for us to provide you with marketing emails, SMS, telephone calls or postal information. We may also use your email address and telephone number in order to link to social media sites in order to identify other users of these sites whom we believe may be interested in CICM or Prompt Payment Code products and services.
Third Party Cookies
Our website provider operate cookies via this site. These are used for the following purposes:
- to count the number of anonymous users of our site (information which is only made available to the Institute).
- to provide security within shopping baskets or transactions.
You have the ability to accept or decline cookies by modifying the settings in your browser. If cookies are disabled, however, you may not be able to use all the interactive features of our site.
CICM's full e-mail disclaimer statement
For the purposes of this disclaimer, the Company may be The Chartered Institute of Credit Management, as administrator of the Prompt Payment Code or CICM
Receipt in Error
The electronic mail message you have received and any files transmitted with it are intended solely for the addressee(s) and may be legally privileged and/or confidental.
If you have received this electronic mail message in error please contact the sender, delete it and all copies of it from your system, and destroy any hard copies of it. Do . not divulge copy, forward or use the contents, attachments or information in any way. Any unauthorised use or disclosure may be unlawful.
Accuracy and Content
The electronic mail message you have received has been compiled with care but no representation or warranty (express or implied) is made as to its accuracy or completeness, and no liability can be accepted for any loss arising from the use of any of the information. The company accepts no responsibility for changes made after it was sent. This e-mail is not intended nor should it be taken to create any legal relationships, contractual or otherwise.
This e-mail may include opinions or views which, unless expressly stated otherwise, are not those of the Institute nor any person in relation to whom the Institute would have any liability or responsibility and may be subject to change without notice.
Transmission of Viruses
Although the Institute has taken reasonable precautions to ensure no computer viruses are present in this email, the Institute does not accept responsibility for the loss or damage arising from the receipt or use of this e-mail, or any transmitted files. You should check this e-mail and any attachments for the presence of viruses before down-loading any files. In the event of any unauthorised copying or forwarding, you will be required to indemnify the Institute against any loss or damage caused by any viruses or otherwise. The Institute has no control over other websites to which there may be hypertext links and no liability can be accepted in relation to those sites.
All electronic communications with the Institute may be monitored to ensure effective service operations, prevent or detect crime and ensure compliance with legislation. If you do not consent to such monitoring, you should contact the sender of the message.
Changes to Privacy Notice
This is a live document, under regular review. This policy was last updated in April 2018. We may change this Privacy Notice from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on the Prompt Payment Code website or by contacting you directly.