Find a professional editor in your field or genre, or in your language, with our Editors Directory.

IPEd
Member Login

IPEd Privacy Policy

Overview

1.1   What is this policy about?

This policy explains how the Institute of Professional Editors (IPEd, we) collects, stores, uses and protects the personal information of people we interact with (you). It sets out:

  • what information we collect
  • why we collect this information
  • how we use the information we collect
  • when we might share or disclose your information
  • how we store and protect your information
  • when and how we communicate with you
  • how you can contact us if an issue arises.

1.2   Who is this policy for?

This policy applies to IPEd directors, staff and volunteers who handle personal information on IPEd’s behalf.

The policy is also relevant for IPEd members (including accreditation exam candidates), affiliates and any non-members who provide personal information to IPEd.

1.3   Why is this policy important?

IPEd holds personal and business information about its many members and other professional contacts. We have a duty to protect this information from unauthorised access and use it only for its intended purposes.

Policy detail

2.1   What information do we collect?

We may collect and store any information that you:

  • enter on our website, including the IPEd shop and member portal
  • give us by phone, email, post or survey forms
  • share with us on social media through posts, comments or direct messages
  • supply in any other way.

This information might cover:

  • personal details – such as name, gender and age
  • contact details – such as organisation, address, phone number, email address and social media handle
  • membership – such as evidence of professional attainment, event attendance and accreditation data
  • payments – such as bank account or credit card information
  • web sessions – such as IP address, page response time, length of visit and interactions.

Occasionally, we may also collect diversity data in member surveys. For example, we might ask members about their cultural background and disability status. Surveys are usually optional, and the data anonymised before any internal analysis.

2.2   Why do we collect this information?

Broadly speaking, IPEd collects information so we can:

  • provide and promote our services, member benefits and other offerings
  • communicate with people across the editing profession and publishing industry relating to IPEd news, offers and advocacy
  • create aggregated statistical or other data to improve the way we work
  • comply with our Constitution and any applicable laws.

2.3   How do we use the information we collect?

In delivering IPEd services and benefits, we may use the information we collect to:

  • process membership applications and renewals
  • manage the Accreditation Scheme, Mentoring Program and Editors Directory
  • promote and manage events
  • distribute the Gatherings newsletter and events bulletin
  • respond to enquiries and complaints
  • monitor and improve our website, member portal and social media channels.

2.4   When might we share or disclose your information?

We will not publish your personal information without your consent. For example, we will seek your approval to:

  • publicise your accreditation exam results (such as through our list of Accredited Editors)
  • reference you on social media or in other communications, such as Gatherings, unless you have supplied content or agreed to deliver an IPEd event.

We will not sell, rent or trade your personal information. However, we may disclose it to trusted third parties that help us operate our website, process payments or manage communications.

We may also disclose your information if:

  • the law requires us to
  • we need to protect our rights, property or safety
  • you explicitly agree to share your information.

2.5   How do we store and protect your information?

We use the Google Workspace suite of programs to store and share information as needed across IPEd. Google encrypts data and provides other safeguards against cyber attacks. We also use MemNet to store data from our online application form.

We note that no online transmission or storage system is 100% secure, and we cannot guarantee absolute security. If we become aware of a breach, we will notify the relevant authorities and those affected. We will also work to restore the safety and security of our data and systems as soon as possible.

We limit access to our files and databases so only authorised staff and volunteers may view and use the personal information we hold for its intended purposes. Access to particularly sensitive information, such as diversity data or accreditation exam results, is strictly controlled.

We keep information only for as long as necessary to fulfil the purposes outlined in this policy, including complying with any legal obligations. When information is no longer required, we securely delete it or remove identifying details.

2.6   When and how will we communicate with you?

We may contact you to:

  • respond to an enquiry
  • offer services as part of a promotional campaign
  • send an update about the organisation, member benefits or our services
  • seek feedback through surveys
  • collect fees or money you owe us
  • resolve a dispute.

Email is our main form of communication. However, we may also contact you by phone, post or social media.

2.7   How can you contact us if an issue arises?

Our contact details are as follows:
Email: secretary@iped-editors.org
Web: www.iped-editors.org
Post: PO Box 1120, St Leonards VIC 3223, Australia

Please get in touch if you wish to:

  • opt out of receiving IPEd communications, including marketing emails
  • check what personal information we are storing about you
  • correct or change your information
  • report an issue or concern.