At a glance
- We collect only the information we need to run membership, certification, examinations and communications.
- We never sell your personal information.
- Application documents (CVs, transcripts, evidence) are used to assess eligibility and are kept securely.
- You can ask to access, correct, download or delete your data at any time.
- Questions? Email membership@cipmd.org.
Who we are
This website, cipmd.net, is operated by the Chartered Institute of Personnel Management and Development (“CIPMD”, “we”, “us” or “our”), a corporation registered in the State of Colorado, USA (Entity Identification Number 20248164421), with its principal office at 36 South 18th Avenue, Suite D, Brighton, CO 80601, United States.
CIPMD is the “controller” (or equivalent term under applicable law) of the personal information described in this policy. This means we decide why and how your information is processed and we are responsible for protecting it.
This policy applies to everyone who interacts with us, including website visitors, applicants, members, certification candidates, nominators and referees, newsletter subscribers, event attendees and partners.
Information we collect
Information you give us
- Identity and contact details – full name, email address, telephone number, postal address, date of application and signature.
- Professional and academic information – job title, employer or organisation, years of experience, roles and responsibilities, highest degree, institution, thesis title, research focus, publications and professional contributions.
- Supporting documents – CV/résumé, academic transcripts, proof of certification, employer verification letters, case studies, impact evidence, portfolios, letters of support and recommendations, and (where relevant to a membership route) military service records.
- Nomination and referee details – when someone nominates or recommends you (or you nominate someone else), we collect the nominator’s name, title, organisation and contact details.
- Examination information – booking choices, exam results, assessment records, remarking requests and, for remote-proctored exams, identity verification and session recordings.
- Accommodation requests – information about a disability or health condition that you choose to share so we can arrange reasonable adjustments.
- Payment information – billing name, address and transaction details. Card details are handled by our payment providers; we do not store full card numbers.
- Communications – messages you send through our contact form, email or social media, and your newsletter and marketing preferences.
Information collected automatically
- Device and usage data – IP address, browser type, operating system, pages viewed, referring pages and the date and time of your visit, recorded in standard server logs.
- Cookies and similar technologies – see Cookies and similar technologies below.
Information from others
We may receive information about you from employers or referees you name, nominators, academic institutions verifying your qualifications, CIPMD country agents and partner organisations, examination and proctoring providers, and payment processors.
How we use your information
| Purpose | Examples | Legal basis (where required) |
|---|---|---|
| Membership & certification | Assessing applications, verifying qualifications and experience, awarding membership tiers and designations, maintaining your record | Performance of a contract; legitimate interests |
| Examinations | Scheduling, identity checks, proctoring, marking, remarking, issuing results and certificates, preventing malpractice | Performance of a contract; legitimate interests (exam integrity) |
| Reasonable adjustments | Arranging accommodations for candidates with disabilities or health conditions | Your explicit consent; legal obligations |
| Payments | Processing fees, issuing receipts, handling refunds and preventing fraud | Performance of a contract; legal obligations |
| Communications | Responding to enquiries, sending service messages and renewal reminders | Performance of a contract; legitimate interests |
| Newsletter & marketing | The People Management Daily Newsletter, event invitations and programme updates | Consent (you can withdraw at any time) |
| Improving our services | Understanding how the website is used, fixing errors, improving accessibility and security | Legitimate interests |
| Legal & governance | Keeping financial records, responding to lawful requests, enforcing our Code of Professional Conduct | Legal obligations; legitimate interests |
We do not use your personal information for automated decision-making that produces legal or similarly significant effects. Membership and certification decisions are made by people, following the CIPMD Professional Assessment Framework.
How we share your information
We do not sell or rent your personal information. We share it only where necessary and with appropriate safeguards:
- Service providers who act on our behalf – website hosting, email delivery, payment processing, examination delivery and remote proctoring, and IT support. They may use your data only to provide services to us.
- CIPMD country agents – in regions such as Africa and the Caribbean, where local agents help administer membership, fees in local currency and examinations.
- Verifiers and referees – employers, institutions and referees you name, so we can confirm the information you provide.
- Credential verification – if you hold a CIPMD designation, we may confirm its status (name, designation, and validity) to an employer or member of the public who asks, so that credentials can be trusted.
- Professional standards – the CIPMD Standards Council and Independent Governance Committee, where needed to investigate a conduct or malpractice matter.
- Legal requirements – regulators, courts or law enforcement where we are legally required to, or to protect the rights, safety and property of CIPMD, our members or others.
- Organisational changes – a successor body in the event of a merger, restructuring or transfer of our activities, subject to this policy.
Cookies and similar technologies
Cookies are small text files placed on your device. We use them sparingly:
| Type | What it does | Can you turn it off? |
|---|---|---|
| Strictly necessary | Keeps the website secure, remembers form progress and lets core features work | No – required for the site to function |
| Preferences | Remembers choices such as dismissed notices or menu state | Yes via browser settings |
| Analytics (if enabled) | Helps us understand, in aggregate, which pages are useful | Yes via browser settings or opt-out tools |
Our pages also load fonts, icons and scripts from trusted third-party content delivery networks (for example Google Fonts, cdnjs and jQuery’s CDN). When your browser requests these files, those providers receive your IP address and browser information, as with any website request. Embedded maps or social media links are governed by those providers’ own privacy policies.
You can block or delete cookies in your browser settings. Blocking strictly necessary cookies may stop parts of the site, such as application forms, from working properly.
International transfers
CIPMD is based in the United States and serves members around the world. Your information may therefore be processed in the United States and in other countries where we or our service providers operate, which may have different data-protection laws from your own.
Where the law requires it, we put appropriate safeguards in place for international transfers, such as standard contractual clauses approved by the relevant authority, and we only work with providers who commit to protecting your data to an equivalent standard.
How long we keep your information
| Record | Typical retention |
|---|---|
| Membership and certification records (name, designation, dates awarded) | For the life of your membership and afterwards, so that credentials can always be verified |
| Unsuccessful or withdrawn applications and supporting documents | Up to 24 months after the decision, then securely deleted |
| Examination scripts and proctoring recordings | Up to 12 months after results are issued, or longer if an appeal or investigation is open |
| Financial and payment records | 7 years, to meet tax and accounting requirements |
| Contact-form messages | Up to 24 months after the enquiry is resolved |
| Newsletter subscriptions | Until you unsubscribe |
When information is no longer needed, we delete or anonymise it securely.
How we protect your information
We use administrative, technical and physical measures designed to protect your information, including encrypted connections (HTTPS), restricted access to application records on a need-to-know basis, secure file storage for uploaded documents, and staff confidentiality obligations.
No method of transmission or storage is completely secure. If we become aware of a data breach that is likely to affect your rights, we will notify you and the relevant authorities as required by law.
Your privacy rights
Depending on where you live – for example under the EU and UK GDPR, the Nigeria Data Protection Act 2023, the Colorado Privacy Act or other US state laws – you may have the right to:
Access
Ask for a copy of the personal information we hold about you.
Correct
Ask us to fix information that is inaccurate or incomplete.
Delete
Ask us to erase your information, subject to legal record-keeping duties.
Portability
Receive your data in a portable, machine-readable format.
Object or restrict
Object to, or limit, certain processing such as direct marketing.
Withdraw consent
Withdraw consent at any time, without affecting earlier processing.
To exercise any of these rights, email us with the subject line “Privacy Request”. We may need to verify your identity first. We aim to respond within 30 days and will not discriminate against you for exercising your rights.
You also have the right to complain to your local data-protection authority (for example the Nigeria Data Protection Commission, the UK Information Commissioner’s Office, or your EU supervisory authority). We would appreciate the chance to address your concern first.
Marketing and newsletters
We will only send you marketing emails, including the People Management Daily Newsletter, if you have subscribed or otherwise agreed. Every marketing email includes an unsubscribe link, and you can also email us to stop them. Service messages about your application, membership, examinations or payments will still be sent, because they are necessary to provide the service.
Children’s privacy
Our services are intended for professionals and students aged 18 and over. We do not knowingly collect personal information from children under 16. If you believe a child has given us their information, please contact us and we will delete it.
Third-party websites
Our website links to other sites, such as partner organisations, conference pages and social media platforms. We are not responsible for their privacy practices, and we encourage you to read their privacy policies before sharing information with them.
Changes to this policy
We may update this policy from time to time to reflect changes in the law or our services. The “Last updated” date at the top of this page shows when it was last revised. If we make significant changes, we will notify members by email or through a notice on our website.
Contact us
If you have any questions about this policy or how we handle your information, please get in touch: