Privacy Notice

Last updated November 2025

Introduction

The City and Guilds of London Institute is committed to data security and the fair and transparent processing of personal data. This privacy notice (Notice) sets out how we will treat the personal data which you provide to us in compliance with applicable data protection law, including the General Data Protection Regulation (EU) 2016/679 (EU GDPR), the UK GDPR and Data Protection Act 2018 (DPA). If you are visiting our Website please read this Notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal data (Process), your rights in relation to your personal data, how to contact us and supervisory authorities in the event that you would like to report a concern about the way in which we process your data.

Who are we?

The City and Guilds of London Institute is a charity incorporated by Royal Charter, with registered charity number 312832 (England and Wales) and SC039576 (Scotland) (The City and Guilds of London Institute). Our registered address is Giltspur House, 5-6 Giltspur Street, London EC1A 9DE.

We are separate but work closely with City & Guilds the Awarding Organisation for City & Guilds qualifications see their Privacy Notice for more information cityandguilds.com/en/help/privacy-statement

For the purposes of applicable data protection law, including the UK GDPR and DPA, The City and Guilds of London Institute is the ‘controller’ of the personal data you provide to us.

If you have any queries about this Notice, the way in The City and Guilds of London Institute processes personal data, or about exercising any of your rights, please send an email to info@cityandguildsfoundation.org or write to Data Protection, The City and Guilds of London Institute, Giltspur House, 5-6 Giltspur Street, London EC1A 9DE.

The City and Guilds of London Institute owns and operates cityandguildsfoundation.org. This Notice, together with our website terms of use and any other documents referred to in them, sets out the basis on which The City and Guilds of London Institute processes personal data.

The City and Guilds of London Institute collects the data of its Trustees, Councillors, Fellows, Members and Honorary Members (Members). This Notice, any other documents referred to in it, sets out the basis on which The City and Guilds of London Institute processes personal data.

What personal data do we collect?

We may collect and process the following personal data:

Personal data you provide to us:

If you:

• complete a form on our website;
• register your interest, nominate or apply for an award or funding;
• correspond with us by phone, e-mail, or in writing;
• report a problem;
• sign-up to receive our newsletter;
• create an account with us;
• register for a webinar, workshop or other event

We will collect and process the following personal data:

• Name
• Date of birth (for Fellows)
• Job Role
• Address
• Email address
• Telephone number

We may collect your organisation name, as well as in-depth information about your organisation and training programme if you apply for an award. If you nominate someone else for an award we will collect their name, organisation name, position, postal address, telephone number and email address.

Personal data we collect about you

We may collect and process the following personal data:

• Professional memberships
• Livery Company memberships
• Corporate connections
• National and international connections
• Personal and professional networks
• Biographical notes
• Areas of interest and expertise
• Where appropriate dates and departments at Imperial College (for Imperial Fellows)
• Biographical notes
• Height and head size for Fellowship gowns

If you visit our website, we may automatically collect the following information:

• technical information, including the internet protocol (IP) address used to connect your computer to the Internet, login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; and
• information about your visit to our Website, such as the products and/or services you searched for and view, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.
• any phone number used to call our customer service number.

Personal data we receive from other sources

We may also receive personal data about you if you use any of the other websites we operate, the other services we provide or from individuals nominating you for an award, medal or other role.

We work closely with City & Guilds Ltd., the Awarding Organisation for City & Guild qualifications and may share personal data in support of shared initiatives. See their privacy notice for more information: cityandguilds.com/en/help/privacy-statement

We may also receive the above personal data about you from other people such as nominations for positions or awards.

Personal data about other people

If you provide personal data to us about any person other than yourself, such as in a nomination for one of our awards, a PR / marketing contact, senior management or other colleagues, your relatives, next of kin or nominees you must ensure that they understand how their information will be used, and that they have given their permission for you to disclose it to us and for you to allow us, and our outsourced service providers, to use it.

How do we use your personal data?

We may use your personal data where this is necessary to pursue our legitimate interests as a Royal Charter Body provider of training, assessment, and certification products including to:

• communicate with you in respect of governance and compliance for the The City and Guilds of London Institute;
• provide you with a certificate, credential, or other records of learning
• arrange for a digital credential to be issued to you when you have successfully completed a course or e-learning module, attended an event, or in recognition of an achievement;
• communicate with you in relation to any issues, complaints, or disputes;

• providing you with newsletters, surveys, information about our awards and events, offers, and opportunities,  and
• improving the quality of experience when you interact with our products and/or services, including testing the performance and customer experience of our website.

You have the right to object to the processing of your personal data on the basis of legitimate interests as set out below, under the heading Your rights.

Where required by law: we may also process your personal data if required by law, including responding to requests by government or law enforcement authorities, or for the prevention of crime or fraud.

Who do we share your personal data with?

We take all reasonable steps to ensure that our staff protect your personal data and are aware of their information security obligations. We limit access to your personal data to those who have a genuine business need to know it.

We may also share your personal data with trusted third parties including:

• legal and other professional advisers, consultants, and professional experts;
• service providers contracted to us in connection with provision of the products, services and awards such as providers of IT services, customer relationship management services and venues;
• other Members;
• our digital credential partner platform; and
• analytics and search engine providers that assist us in the improvement and optimisation of our website.

We will ensure there is a contract in place with the categories of recipients listed above which include obligations in relation to the confidentiality, security, and lawful processing of any personal data shared with them.

Where a third party recipient is located outside the UK, European Economic Area, or any other approved country or territory, we will ensure that the transfer of personal data is protected by appropriate safeguards, including international data transfer agreements in the UK, and the use of standard data protection clauses adopted or approved by the European Commission when applicable. We will share personal data with law enforcement or other authorities if required by applicable law.

How long will you keep your personal data?

We will retain your personal data , to ensure we are able to comply with any contractual, legal, audit and other regulatory requirements, or any orders from competent courts or authorities.

We will retain personal data relating to your role as a Member of The City and Guilds of London Institute.

Where you have consented to marketing communications, you may change your preferences or unsubscribe from marketing communications at any time by clicking the unsubscribe link in an email from us.

Where do we store your personal data and how is it protected?

We take reasonable steps to protect your personal data from loss or destruction.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Note that where you as a Website visitor have a username or password (or other identification information) which enables you to access certain services or parts of our Website, you are responsible for keeping this password confidential. We ask you not to share passwords with anyone.

Note that unfortunately the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your personal data transmitted to our Website; any transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.

Your rights

Under the UK GDPR, you have various rights with respect to our use of your personal data:

Right to Access

You have the right to request a copy of the personal data that we hold about you by contacting us at the email or postal address given below. Please include with your request information that will enable us to verify your identity. We will respond with 30 days of request. Please note that there are exceptions to this right. We may be unable to make all information available to you if, for example, making the information available to you would reveal personal data about another person, if we are legally prevented from disclosing such information. Or if your request is manifestly unfounded or excessive.

Right to rectification

We aim to keep your personal data accurate and complete. We encourage you to contact us using the contact details provided below to let us know if any of your personal data is not accurate or changes, so that we can keep your personal data up-to-date.

Right to erasure

You have the right to request the deletion of your personal data where, for example, the personal data are no longer necessary for the purposes for which they were collected, where you withdraw your consent to processing, where there is no overriding legitimate interest for us to continue to process your personal data, or your personal data has been unlawfully processed. If you would like to request that your personal data is erased, please contact us using the contact details provided below.

Right to object

In certain circumstances, you have the right to object to the processing of your personal data where, for example, your personal data is being processed on the basis of legitimate interests and there is no overriding legitimate interest for us to continue to process your personal data, or if your data is being processed for direct marketing purposes. If you would like to object to the processing of your personal data, please contact us using the contact details provided below.

Right to restrict processing

In certain circumstances, you have the right to request that we restrict the further processing of your personal data. This right arises where, for example, you have queried the accuracy of the personal data we hold about you and we are verifying the information, you have objected to processing based on legitimate interests and we are considering whether there are any overriding legitimate interests, or the processing is unlawful and you elect that processing is restricted rather than deleted. Please contact us using the contact details provided below.

Right to data portability

In certain circumstances, you have the right to request that some of your personal data is provided to you, or to another data controller, in a commonly used, machine-readable format. This right arises where you have provided your personal data to us, the processing is based on consent or the performance of a contract, and processing is carried out by automated means. If you would like to request that your personal data is ported to you, please contact us using the contact details provided
below.

Please note that applicable data protection laws set out exceptions to these rights. If we are unable to comply with your request due to an exception we will explain this to you in our response.

Contact

If you have any queries about this Notice, the way in which The City and Guilds of London Institute processes personal data, or about exercising any of your rights, please send an email to info@cityandguildsfoundation.org or write to Data Protection, The City and Guilds of London Institute, Giltspur House, 5-6 Giltspur Street, London EC1A 9DE.

Complaints

If you believe that your data protection rights may have been breached, and we have been unable to resolve your concern, you may lodge a complaint the applicable supervisory authority or to seek a remedy through the courts. Please visit ico.org.uk/concerns for more information on how to report a concern to the UK Information Commissioner’s Office.

Changes to our Privacy Notice

Any changes we may make to our Notice in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our Notice.