Privacy notice and cookie policy

Welcome to the UK Petroleum Industry Association's privacy policy.

The UK Petroleum Industry Association, company no 1404376 registered in England and Wales is committed to protecting your personal data. Whenever we collect such data, we are legally obliged to use your data in line with all applicable laws concerning the protection of personal data.

This privacy policy is in accordance with the General Data Protection Regulation (EU) 2016/679.

IMPORTANT INFORMATION

PURPOSE OF THIS PRIVACY POLICY

This privacy policy aims to give you information on how the UK Petroleum Industry Association collects and processes your personal data, including any data you may provide through your interaction with us including; signing up to our newsletters, use of our website OR surveys OR committee and working groups OR meetings.

It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.

We do not intend or knowingly intend to collect data relating to children.

CONTROLLER

UK Petroleum Industry Association is the controller and responsible for your personal data (collectively referred to as; “UKPIA”, “we”, “us” or “our” in this privacy policy).

If you have any questions about this privacy policy, including any requests to exercise your legal rights (including, your right to object to certain processing as further described below), please contact us using the details set out below.

CONTACT DETAILS

UK Petroleum Industry Association

37-39 High Holborn, London, WC1V 6AA

+44 (0) 20 7269 7600

info@ukpia.com

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

CHANGES TO THE PRIVACY POLICY AND YOUR DUTY TO INFORM US OF CHANGES

We keep our privacy policy under regular review and historic versions can be obtained by contacting us. Where required, we will notify you of changes made to this privacy policy. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

THE DATA WE COLLECT ABOUT YOU 

Personal data means any information about an individual from which that person can be identified.

We collect, use, store and transfer different kinds of personal data about you:

    • Identity Data, such as: first name, last name, email address and contact information (including address and telephone numbers), IP address (the Internet address assigned to your computer or phone from your Internet Service Provider), device type, domain type, browser type (e.g., Firefox, Chrome or Internet Explorer), and date and time of day. 

HOW IS YOUR PERSONAL DATA COLLECTED? 

We use different methods to collect data about you including through:

    • Direct interactions. You may give us your identity and contact details by filling in forms or by corresponding with us by post, phone, email or otherwise, including in relation to committee participation. This includes personal data you provide when you;
      • subscribe to our publications and newsletters;
      • become a member of UKPIA or represent a member of UKPIA at committees or in working groups.
    • Website. When you visit our website, our web servers automatically gather certain information. For example, we track such information as the number of visits to the website, which parts of the website visitors select, analytics to measure and observe user behaviour, IP address (the Internet address assigned to your computer from your Internet Service Provider), device type, domain type, browser type (e.g., Firefox, Chrome or Internet Explorer), date and time of day, device screen size (“Usage Data”).

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA 

We have set out below a description of the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

  • Contact Data, such as: name, address, telephone number, email address
  • Technical Data, such as: cookie ID, Internet Protocol (IP) address

Profile Data, (subject to the privacy settings on your social media account) such as: information from your social media profile

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. For example, we may aggregate your Usage Data (see below) to calculate the percentage of users accessing a specific website feature.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

  • IF YOU FAIL TO PROVIDE PERSONAL DATA
  • Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you.
  • enter into a survey produced by us; or
  • give us feedback or contact us.
  • Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below.
    • Technical Data from the following analytics parties: Google, Twitter, Facebook and LinkedIn.
      • Identity Data, such as: first name, last name
      • Contact Data, such as: address, telephone number, email address
    • Public Sources: UK Government Departments, European Commission Departments and Non-Governmental Organisations.
      • Identity Data, such as: first name, last name
      • Contact Data, such as: address, telephone number, email address
  • As required by us to conduct our business and pursue our legitimate interests, in particular, we will use your personal data in:
    • communicating with you (including, informing you of proposed legislation and related developments);
    • representing your company’s interests on a range of common issues relating to refining, distribution and marketing of oil products, in non-competitive areas;
    • managing our relationship with you, e.g. by responding to your comments or queries submitted to us on the website or asking for your feedback or whether you want to participate in a survey;
    • ooperating the website;
    • updating you with operational news and information about our website and services e.g. to notify you about changes to our website, website disruptions or security updates;
    • carrying out technical analysis to determine how to improve the website and services we provide;
    • monitoring activity on the website, e.g. to identify potential fraudulent;
    • managing our legal and operational affairs;
  • Where you give us consent: customising our websites, like advertising that may appear on the website – where this involves the use of cookies or similar technologies - in order to provide a more personalised experience.

In response to requests by government or law enforcement authorities conducting an investigation.We have carried out balancing tests for all the data processing we carry out on the basis of our legitimate interests. You can obtain information on such balancing tests by contacting us using the details set out below

COOKIES

What cookies will be used on the website?

The website uses (first party and third party) cookies (small files placed on website users’ hard drive) or similar to distinguish you from other users of the website. This helps us to provide you with a high-quality experience when you browse the website and also allows us to improve the website.

We use the following categories of cookies on the website:

Type of cookies

Lifespan

1. Strictly Necessary Cookies

Some cookies are essential for the operation of the website. For example, some cookies allow us to identify registered users and ensure they can access the website. If a registered user opts to disable these cookies, the user may not be able to access all of the content of the website.

ARRAffinity - This cookie is set and used by Azure Hosting Platform.

ASP.NET_SessionId - This cookie is set and used by the asp.net runtime.

_RequestVerificationToken - This cookie is set when accessing any members area page. 

yourAuthCookie - This cookie is set when logged into the members area.

2. Performance Cookies

Other cookies may be used to analyse how users use the website and to monitor its performance. This allows us to provide a high-quality experience by customising the offering and quickly identifying and fixing any issues that arise. For example, performance cookies may be used to keep track of which pages are most popular and to determine why some pages are receiving error messages.

Google Analytics is a web analysis service provided by Google, Inc. We use Google Analytics to monitor how visitors use the website, to compile reports and to help us improve the website. Please see Google’s privacy policy here for further information on the data Google collects and how it is processed. If you prefer to not have data reported by Google Analytics, you can install the Google Analytics Opt-Out Browser Add-On by following the instructions here. You may opt out of Google's use of tracking technologies by visiting the Google advertising opt-out page here.

_ga, _gat, _gid cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information including the number of visitors to the site, where visitors have come to the site from and the pages they visited.

CHANGE OF PURPOSE

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

DISCLOSURES OF YOUR PERSONAL DATA AND TRANSFERS

We share your personal data with the following:

  • Auditors, regulators and government authorities in connection with our compliance procedures, and our legal and regulatory obligations;
  • a purchaser or prospective purchaser of all or part of our assets or our business, and their professional advisers, in connection with the purchase; and
  • other recipients where we are authorised or required by law to do so.We do not transfer your personal data outside the European Economic Area.

DATA RETENTION 

HOW LONG WILL YOU USE MY PERSONAL DATA FOR?

We keep your personal data for as long as necessary to meet the purposes for which the data was collected, or in order to ensure compliance with applicable law or to protect legitimate company interests (e.g. statute of limitations periods).

YOUR LEGAL RIGHTS

Under the General Data Protection Regulation, you have rights to your personal data of:

  • Access to and porting of your personal data;
  • Rectification, erasure or restriction of your personal data;
  • Right to withdraw consent;
  • Objection of certain processing of your personal data (for example, that based on our legitimate interests – as described above).

If you wish to exercise any of the rights set out above, please contact us by telephone 020 7269 7600 or email info@ukpia.com.

WHAT WE MAY NEED FROM YOU

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

This version was last updated in April 2019.

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