i-UG Privacy Policy                                                        Updated 16 May 2018

This is the Privacy Policy of i-UG who’s main office is:

Carrington Business Park, Carrington, Manchester, M31 4DD, United Kingdom.


The privacy and security of your personal information is very important to us so we want to assure you that your information will be properly managed and protected by us at all times.  We have updated our Privacy Policy to include the General Data Protection Regulation (GDPR) which comes into effect on 25 May 2018. Please read this privacy policy carefully as it explains how we may collect and use your personal data.


What is i-UG?

i-UG is a Not for Profit organisation which each year holds a number of meetings and events in the UK, aimed at the IBM i User Community for the purpose of providing information and education.

For the purposes of relevant data protection legislation, we are a controller of your personal data.  As a controller we use (or process) the personal data we hold about you in accordance with this privacy notice.

If you need to contact us in connection with the use or processing of your personal data, then you can do so using our contact details as set out below:

Please email your query to admin@i-ug.co.uk. Alternatively contact us by telephone at +44 (0)161-776-4441 or write to our main office address noted above and address your query to the Compliance Officer.   


i-UG collects your personal data in the following ways:

  • You requested information about i-UG either via an email or from our web site.

  • You registered for a previous i-UG meeting or event.

  • You gave us your details at an i-UG meeting or event in order for us to provide you with further information.

  • An i-UG member or one of your colleagues discussed the group with you and passed on your information to us so that we could contact you to give you more information about the group.

  • We may also receive statistical information that does not personally identify you from our marketing partners who work with us to deliver more relevant & interesting information in our social media campaigns.


What Information does i-UG store & process?

i-UG holds the minimum amount of personal and company information to be able to:

  • Communicate details of future meetings & events to individuals

  • Fulfil our role as an independent, Not For Profit User Group, to our members & event delegates.

  • Maintain our own financial accounts.


The following information is stored & processed within our on-line mailing database and/or locally in spreadsheet format or our accounts system:

  • Individual’s Name

  • Company Name

  • Company Address

  • Web site address

  • Email Address

  • Job Title

  • Relevant Phone Number(s) (where provided)

  • History of electronic mailings received


The following historical data is held for 5 years:

(After 5 years, all personal information is deleted)

  • List of i-UG events registered for / attended

  • Event feedback (where provided)

  • General photographs from events which may contain individuals in the background

  • Individual portrait photographs provided by presenters  

  • Presentation slides provided by event speakers

  • i-UG Promotional videos which may contain individuals being interviewed or in the background


On the i-UG web site www.i-ug.co.uk we host and allow public access to the following:

  • Information & pictures (where provided) on selected members and their comments about i-UG.

  • Presentation slides provided by event speakers

  • General photographs from events which may contain individuals receiving prizes or in the background.

  • i-UG Promotional videos which may contain individuals being interviewed or in the background


Use of Cookies

  • The i-UG web site is hosted by Wix.com. Cookies are implemented in every site built by Wix. Cookies are small pieces of data stored on a site visitor's browser, usually used to keep track of their movements and actions on a site. Cookies enable us to understand what areas of this site are of interest to visitors. These cookies do not track individual information.

  • If you do not want us to deploy cookies in your browser, you can set your browser to reject cookies or to notify you when a web site tries to put a cookie in your browser software. If you choose to disable cookies in your browser, you can still access most of the site, however some of the pages may be affected.

  • On the site there are links to companies with whom we have a relationship. i-UG is not responsible for the privacy practices of our business partners. We encourage you to read their privacy statements, as they may differ from ours.


For what purposes is personal data being processed and what is the legal basis for it?

  • We have a legal obligation to process your data related to payments made to and from i-UG.

  • We have a contractual basis for processing your data when you become a member of i-UG. We will use this for informing you of future meetings and events and to inform you when your membership is due for renewal.

  • If you have attended an i-UG event in the past we have a legitimate interest for processing your data as the largest independent provider of educational events in the UK. We are not doing anything you wouldn't expect or likely to cause you harm. For example, we do not store or process your date of birth.

  • If none of the above applies to you we will rely on your consent in order to process your data. We will only rely on your consent when processing your data for carrying out direct marketing activities.


Does i-UG share the information with anyone?

  • i-UG will never sell, share or otherwise reveal any personal information to third parties that falls outside of our remit to run, manage the user group, advertise and run our events. 

  • i-UG operates an Opt-in contact scheme for sponsors of some of our events where our members and delegates can choose, on an event by event basis, whether they wish to be contacted by the Sponsor. Any other sharing of our members information would not be done without the prior, express consent of that member or member company.

  • Outside of the above parameters, i-UG never shares any information without the prior, express consent of that individual.


How do you stop receiving information from i-UG?

Any time we contact you via email you are given the option to stop receiving further communications from us by simply selecting to opt-out. Opting-out:

  • Removes personal information from our database.

  • Your email address becomes permanently reserved and the same email address cannot be re-used to register a new account.

  • Your data is automatically flagged to receive no further information.


What If you are unhappy with the way i-UG processes your data?

Please contact us on the contact details at the beginning of this policy and we will do everything possible to rectify any problem.

However, if we can't resolve the issue, you have the right to complain to the Information Commissioner’s Office (ICO).

  • The ICO contact information can be found at www.ico.org.uk.

  • i-UG is registered with the ICO - Registration reference: ZA342225.