The Institute of Health Visiting is a membership organisation. We operate this website to provide information, services and resources to both members and the public. We respect each site visitor’s right to personal privacy. Users are only required to register on this site if they require access to restricted resources, including member-only material. 

When you join as a member, or register on this site for iHV services (e.g. events, training, conferences, restricted resources), the information we collect and process may include:

• Contact details (e.g. name, email address, phone number, job title)
• Membership information (e.g. membership status, preferences)
• Website usage data – session information stored as cookies (e.g. IP address, browser type, pages visited)
• Event/ training registration and participation data
• Communication records (e.g. emails, contact form submission, anonymised responses to iHV surveys).
• Financial records – The iHV does not store full payment card details for online card transactions. Card payments are processed securely by our payment providers. Where you choose to pay by Direct Debit, we collect and process the information required to set up and administer the Direct Debit mandate, which includes your account holder name, bank account number and sort code. This information is shared securely with our UK payment partner, GoCardless, who administers Direct Debit payments on our behalf and are responsible for processing payment information in accordance with their privacy and security obligations.

We use your data to:

• Provide access to member-only content and services
• Communicate with you about events, updates, and services
• To seek volunteers for involvement in research, consultations, surveys or publicising health visiting matters
• Improve website functionality and user experience
• Comply with legal obligations
• We do not sell or share your personal data with third parties for marketing purposes.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws. We process personal data under one or more of the following lawful bases:

• Consent (for example, where you have agreed to receive certain communications, participate in surveys, or take part in research activities).
• Contractual necessity (for example, to administer your membership, event bookings, training courses, conferences, and other services you have requested).
• Legal obligation (for example, to comply with financial, accounting, regulatory, or safeguarding requirements).
• Legitimate interests (for example, to improve our services, manage our website, prevent fraud, and communicate with members about relevant activities and services).

We retain personal data only for as long as necessary:

• Membership records: retained for the duration of membership and up to 7 years after termination
• Conferences and events: 7 years after the event
• Training records of attendance: 7 years after the event
• Research: Participant-identifiable information shared with explicit consent – 3 years or as stipulated in the consent form; Participant contact details and consent forms – 3 years after end of study.

iHV Business records:

• Human resources/ recruitment: Application forms and interview notes for shortlisted candidates – 1 year. iHV staff records, including general HR records, terms of employment and payroll – 6 years after end of employment; records related to statutory pay entitlements (e.g. sick pay, maternity pay) - 6 years after end of employment; accident/ incident records – 6 years after the date of the incident (except for incidences involving chemicals or asbestos). External consultants – 6 years after contract ends.
• Financial records: Accounting records – 6 years; Gift Aid – 6 years.
• Insurance records: Documents related to claims – 5 years after resolution.

We regularly review our data retention practices to ensure compliance with GDPR.

Under GDPR, you have the right to:

• Access your personal data
• Request correction or deletion
• Object to or restrict processing
• Withdraw consent at any time
• Lodge a complaint with the ICO (Information Commissioner’s Office).

To exercise your rights, please contact us at admin@ihv.org.uk 

We use cookies to:

• Improve website performance
• Analyse visitor behaviour
• Remember user preferences.

You can manage or disable cookies through your browser settings. 

We implement appropriate technical and organisational measures to protect your data, including:

• Access controls and regular audits
• Staff training on data protection.

While the Institute of Health Visiting takes reasonable steps to secure its digital infrastructure, users should be aware that the internet is not a fully secure environment. We cannot guarantee the security of data transmitted online and accept no liability for loss, damage, or unauthorised access resulting from cyberattacks or other malicious activities beyond our control.

We may update this policy from time to time. Changes will be posted on this page with an updated effective date.

If you have any questions about this policy or your data, please contact us at admin@ihv.org.uk or write to us at Institute of Health Visiting, c/o Royal Society for Public Health, John Snow House, 59 Mansell Street, London E1 8AN.