This Privacy Policy explains how the Institute of Publishing
(IoP) collects, uses, stores and protects your personal data when you use our
website, learning platform, services and training programmes.
We are committed to protecting your privacy and handling
your personal data transparently and securely in accordance with the UK General
Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other
applicable data-protection legislation.
Please read this Privacy Policy carefully to understand how
your information is used.
In this Policy the following terms shall have the following meanings:
- “Account”: means collectively the personal
information, payment information and credentials used by users to access
material and/or any communications system on the website;
- “Content”: means any text, graphics, images,
audio, video, software, data compilations and any other form of information
capable of being stored in a computer that appears on or forms part of this
website;
- “Cookie”: means a small text file placed on your
computer by the IoP when you visit certain parts of this website. This allows
us to identify recurring visitors and to analyse their browsing habits within
the website.
- “Data”: means collectively all information that
you submit to the website. This includes, but is not limited to, account
details and information submitted using any of our services or systems;
- “IoP”: means the Institute of Publishing,
registered address 340 West End Lane, London, NW6 1LN, UK;
- “Service”: means collectively any online
facilities, tools, services or information that IoP makes available
through the website either now or in the future;
- “System”: means any online communications
infrastructure that IoP makes available through the website either now or in
the future. This includes, but is not limited to, web-based email, message
boards, live chat facilities and email links;
- “User”/“Users”: means any third party that
accesses the website and is not employed by IoP and acting in the course
of their employment; and
- “Website”: means the website that you are
currently using (www.instituteofpublishing.org) and any sub-domains of this
site unless expressly excluded by their own terms and conditions.
The Institute of Publishing (IoP) is a registered charity and company limited by guarantee in England and Wales.
Registered Charity No: 1215961
Registered Company No: 3872481
Email: mydata@instituteofpublishing.org
For the purposes of UK data-protection law, IoP acts as the Data Controller in relation to the personal data collected through our websites, training activities and learning platforms.
Our learning platform provider, LearnWorlds, acts as a Data Processor on our behalf.
We may collect and process the following categories of
personal data, without limitation:
Personal and Contact Information
- Name
- Date
of birth
- Job
title and profession
- Employer/company
name
- Postal
address including postcode
- Telephone
number
- Email
address
Course and Learning Information
- Course
registrations and bookings
- Learning
progress and activity
- Assessment
submissions and results
- Tutor
feedback and communications
- Attendance
records
- Certificates
and qualification records
Technical and Usage Information
- IP
address (automatically collected)
- Browser
type, version and device information (automatically collected)
- Operating
system (automatically collected)
- a
list of URLS starting with a referring site, your activity on this website
and the site you exit to (automatically collected)
- Login
activity
- Platform
usage information
- Learning
activity logs
- Website
usage analytics
- Cookies
and related technologies (see Clause 14 below)
Marketing and Communications Preferences
- Newsletter
subscriptions
- Communication
preferences
- Event
and course interests
Inclusivity and Diversity Information
Where voluntarily provided, we may collect anonymised or
aggregated inclusivity and diversity information for monitoring and reporting
purposes.
Providing such information is entirely optional.
We use your information for the following purposes:
- Administering
courses, qualifications and learning programmes
- Providing
access to our learning platform and services
- Processing
bookings and payments
- Communicating
with learners, tutors and customers
- Maintaining
learner records and certification history
- Providing
customer support and troubleshooting
- Improving
our courses, services and website functionality
- Monitoring
platform security and preventing unauthorised access
- Sending
relevant service communications
- Sending
marketing communications where permitted or consented to
- Conducting
internal reporting and statistical analysis
- Complying
with legal and regulatory obligations
We process personal data under one or more of the following
lawful bases:
Contractual Necessity
Where processing is necessary to provide training,
qualifications, courses or related services requested by you.
Legitimate Interests
We may process personal data where necessary for our
legitimate interests, including:
- administration
of our training services,
- maintaining
platform security,
- preventing
fraud or misuse,
- monitoring
learner engagement,
- troubleshooting
technical issues,
- improving
services and user experience,
- and
managing our organisation effectively.
Legal Obligations
Where processing is required to comply with legal,
accounting, regulatory or safeguarding obligations.
Consent
Where consent is required, including for certain marketing
communications, cookies or optional data-collection activities.
You may withdraw consent at any time.
As part of delivering online learning services, certain
technical and behavioural information may be processed, including:
- login
activity,
- access
logs,
- course
progress,
- lesson
completion,
- assessment
activity,
- and
system troubleshooting information.
This processing is carried out primarily to:
- maintain
the security and integrity of the platform,
- deliver
core learning functionality,
- monitor
learner progress,
- investigate
technical issues,
- and
support platform administration.
Such processing is generally carried out under the lawful
basis of legitimate interests and/or contractual necessity.
Payments for courses and services may be processed through
third-party payment providers such as Stripe or other approved payment
processors.
We do not store full payment card details on our systems.
Payment providers process your payment information in
accordance with their own privacy policies and regulatory obligations.
Where you have consented, or where permitted under applicable law, we may send you information about:
- courses,
- events,
- qualifications,
- professional development opportunities,
- and related services.
You may unsubscribe from marketing communications at any time using the unsubscribe link in emails or by contacting us directly.
We do not sell your personal information.
We may share your data with trusted service providers and partners where necessary for operational purposes, including:
- learning platform providers,
- tutors engaged by the IoP where necessary for the delivery and administration of courses,
- payment processors,
- email communication providers,
- IT and hosting providers,
- regulators,
- and legal authorities where required by law.
All third-party providers are expected to process data securely and in accordance with applicable data protection laws.
Some of our service providers may process data outside the United Kingdom.
Where international transfers occur, we will ensure appropriate safeguards are in place in accordance with UK GDPR requirements.
We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including legal, regulatory, accounting and operational requirements.
Certain educational records, including course registrations, assessment outcomes, qualifications and certificates, may be retained long-term where necessary for verification, accreditation or historical record purposes.
Technical logs and system usage information are generally retained for limited operational and security purposes.
When data is no longer required, it will be securely deleted or anonymised.
Under UK data protection law, you have the right to:
- request access to your personal data,
- request correction of inaccurate information,
- request erasure of personal data in certain circumstances,
- restrict or object to processing,
- request portability of certain data,
- withdraw consent where applicable,
- and lodge a complaint with the Information Commissioner’s Office (ICO).
Requests relating to personal data should be sent to: mydata@instituteofpublishing.org
We will normally respond to requests within one month. We do not normally charge a fee for responding to requests relating to personal data. However, we reserve the right to charge a reasonable administrative fee where a request is manifestly unfounded, excessive or repetitive, or where additional copies of information are requested.
You may access certain areas of the website without providing any data at all. However, to use all services and systems available on the website you may be required to submit account information or other data.
You may restrict your internet browser’s use of Cookies. For more information see Clause 14 below.
We are committed to ensuring that your information is secure.
We maintain appropriate technical, organisational and administrative safeguards designed to protect personal data against:
- unauthorised access,
- accidental loss,
- misuse,
- disclosure,
- alteration,
- or destruction.
Our websites and learning platforms may use cookies and similar technologies to:
- support website functionality,
- improve user experience,
- analyse website traffic,
- remember preferences,
- and monitor platform performance.
Further information is provided in our Cookie Policy.
Our website may contain links to third-party websites.
Once you leave our website, we are not responsible for the protection or privacy of information provided to external websites, and such sites are not governed by this Privacy Policy.
If you are unhappy with how we handle your personal data, please contact us first so we can attempt to resolve your concerns by email to mydata@instituteofpublishing.org
You also have the right to complain to the Information Commissioner’s Office (ICO):
We may update this Privacy Policy from time to time or as may be required by law.
Any changes will be published on this page and, where appropriate, notified to users by email or website notice. Your continued use of the website following publication of any changes will constitute acceptance of those changes.
This policy was last updated on 3 June 2026.
