Privacy Policy

Privacy Policy

Last Updated: 1 June 2025


About This Policy

We're committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, and protect your information when you engage with the Institute for Cheese & Dairy.

We believe in transparency — so we've written this policy in clear language that explains exactly what we do with your data and why. If you have questions, we're always happy to discuss them.


Who We Are

Data Controller: Institute for Cheese & Dairy
Registered Address: 2 Princes Square, Harrogate HG1 1LX
Data Protection Contact: privacy@instituteforcheesedairy.com
General Contact: hello@instituteforcheesedairy.com


As a UK-based organisation, we comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.


Information We Collect

Information You Give Us Directly

When You Register or Become a Partner:

  • Name, job title, and company details
  • Contact information (email, phone, address)
  • Industry role and areas of interest
  • Professional qualifications and experience
  • Partnership level and payment information

When You Use Our Services:

  • Event registration and attendance preferences
  • Training course participation and certifications
  • Creator Platform profile and requirements
  • Newsletter subscription preferences
  • Survey responses and feedback

When You Contact Us:

  • Correspondence and communication records
  • Support requests and technical issues
  • Meeting notes and call records


Information We Collect Automatically

Website Usage:

  • IP address and browser information
  • Pages visited and time spent on site
  • Referral sources and search terms
  • Device and operating system details

Email Engagement:

  • Open rates and click-through data
  • Unsubscribe preferences
  • Delivery success and bounce information

Event Participation:

  • Attendance records and session participation
  • Networking connections made through our platform
  • Feedback and evaluation responses

Information from Third Parties

Business Information:

  • Publicly available company and industry data
  • Professional networking platform information
  • Industry directories and trade publications
  • Partner and supplier recommendations

Payment Processing:

  • Transaction records from payment processors
  • Billing and invoice information
  • Banking details for refunds and payments


How We Use Your Information

Providing Our Services

Membership and Partnership Management:

  • Processing applications and managing accounts
  • Delivering services and benefits you've purchased
  • Facilitating networking and business connections
  • Providing customer support and technical assistance

Educational Services:

  • Enrolling you in training programmes and courses
  • Tracking progress and issuing certifications
  • Providing educational materials and resources
  • Partnering with organisations like the Academy of Cheese

Industry Intelligence:

  • Delivering The Dairy Mail newsletter and reports
  • Providing market analysis and trend insights
  • Sharing relevant industry news and updates
  • Creating anonymised industry research

Communication and Marketing

Service Updates:

  • Important announcements about our services
  • Changes to policies, terms, or procedures
  • Technical updates and maintenance notifications
  • Account and billing information

Marketing Communications:

  • Event invitations and industry updates
  • Partnership opportunities and special offers
  • Educational content and thought leadership
  • Industry insights and trend analysis

Event Promotion:

  • ICDA Awards and EXPO announcements
  • Conference and networking event invitations
  • Workshop and training programme notifications
  • Speaking and sponsorship opportunities

Business Operations

Platform Management:

  • Operating and improving our website and services
  • Analysing usage patterns and user preferences
  • Preventing fraud and ensuring security
  • Maintaining accurate records and databases

Research and Development:

  • Understanding industry trends and needs
  • Developing new services and programmes
  • Improving existing offerings and user experience
  • Creating anonymised market research

Legal and Compliance

Regulatory Requirements:

  • Complying with legal obligations and regulations
  • Responding to legal requests and investigations
  • Protecting our rights and interests
  • Ensuring food safety and industry compliance


Legal Basis for Processing

We process your personal data based on:

Contract: When necessary to provide services you've requested or purchased

Legitimate Interests: For business operations, marketing to existing contacts, and industry research

Consent: For marketing to new contacts and optional data collection

Legal Obligation: When required by law or regulation

Vital Interests: In rare cases to protect health and safety


Who We Share Information With

Service Providers

Technology Partners:

  • Website hosting and cloud service providers
  • Email marketing and communication platforms
  • Payment processing and billing services
  • Database management and backup providers

Professional Services:

  • Legal advisors and compliance consultants
  • Accountants and financial service providers
  • Marketing agencies and event management companies
  • Research and analysis specialists

Business Partners

Educational Partners:

  • Academy of Cheese for training delivery
  • Certification bodies and industry organisations
  • Guest speakers and expert contributors
  • Training venues and educational facilities

Event Partners:

  • ICDA Awards and EXPO collaborators
  • Venue providers and event management services
  • Catering and hospitality suppliers
  • Photography and media services

Creator Platform:

  • Verified production partners and dairy brands
  • Sustainability assessment organisations
  • Compliance and certification bodies
  • Technical and quality assurance providers

Industry Connections

Networking and Business Development:

  • Facilitating introductions between members
  • Sharing contact details with mutual consent
  • Supporting business partnership development
  • Enabling collaborative project opportunities

Legal Requirements

When Required by Law:

  • Responding to court orders and legal proceedings
  • Cooperating with regulatory investigations
  • Protecting against fraud and criminal activity
  • Ensuring food safety and public health compliance


International Data Transfers

We primarily operate within the UK, but may transfer data internationally when:

Service Providers: Some technology providers are based outside the UK

Global Partners: We work with international industry organisations

Events and Research: We facilitate global networking and collaboration

Adequacy Decisions: We only transfer to countries with adequate protection levels

Safeguards: For other transfers, we use appropriate safeguards like Standard Contractual Clauses


Data Retention

Active Relationships

Current Partners and Members:

  • Personal data retained throughout the relationship
  • Communication records kept for service delivery
  • Training records maintained for certification purposes
  • Event participation data for ongoing networking

After Relationships End

Former Partners:

  • Basic contact information: 3 years after relationship ends
  • Financial records: 7 years for accounting and tax purposes
  • Training certifications: Permanently for qualification verification
  • Marketing data: Until unsubscribed or 3 years of inactivity

Website and General Contacts

Newsletter Subscribers:

  • Until unsubscribed or 3 years of inactivity
  • Engagement tracked to maintain list quality

Website Users:

  • Technical data: 2 years for analytics and improvement
  • Contact form submissions: 3 years unless ongoing relationship develops

Legal and Compliance

Regulatory Requirements:

  • Data retained as long as legally required
  • Food safety records: As per industry regulations
  • Financial data: 7 years for tax and accounting purposes
  • Legal proceedings: Until matters are fully resolved


Your Rights

Access and Portability

Right to Access:

  • Request copies of the personal data we hold about you
  • Understand how we use your information
  • Receive information in a commonly used format

Data Portability:

  • Receive your data in a structured, machine-readable format
  • Transfer your data to another organisation where technically feasible

Correction and Deletion

Right to Rectification:

  • Correct inaccurate or incomplete personal data
  • Update your contact preferences and communication settings
  • Amend your professional profile and membership details

Right to Erasure:

  • Request deletion of your personal data in certain circumstances
  • Note: Some data may need to be retained for legal or legitimate business reasons

Processing Controls

Right to Restrict Processing:

  • Limit how we use your data while disputes are resolved
  • Restrict processing for marketing while maintaining service delivery

Right to Object:

  • Object to processing based on legitimate interests
  • Opt out of marketing communications at any time
  • Object to automated decision-making and profiling

Marketing Preferences

Email Communications:

  • Unsubscribe from marketing emails at any time
  • Manage preferences for different types of content
  • Continue receiving service-related communications as needed

Contact Preferences:

  • Choose your preferred communication methods
  • Specify frequency and types of updates
  • Manage event and opportunity notifications


Exercising Your Rights

How to Contact Us

Data Protection Matters: Email: privacy@instituteforcheesedairy.com

Account and Membership Issues: Email: info@instituteforcheesedairy.com

Marketing Preferences: Email: unsubscribe@instituteforcheesedairy.com
Or use the unsubscribe link in any marketing email

What We Need from You

Identity Verification:

  • We may need to verify your identity before processing requests
  • This protects your data from unauthorised access
  • We'll ask for minimal information needed for verification

Specific Requests:

  • Please be as specific as possible about your request
  • This helps us respond quickly and accurately
  • We'll explain any limitations or exceptions that apply

Response Times

Standard Requests:

  • We aim to respond within one month
  • Complex requests may take up to three months
  • We'll keep you informed of any delays

Urgent Matters:

  • Contact us immediately for security concerns
  • We prioritise requests related to data breaches
  • Account access issues are handled promptly


Data Security

Technical Measures

System Security:

  • Encryption of data in transit and at rest
  • Regular security updates and patches
  • Access controls and authentication measures
  • Network security and firewall protection

Data Backup:

  • Regular, secure backups of all data
  • Geographically distributed backup storage
  • Tested recovery procedures and business continuity plans

Organisational Measures

Staff Training:

  • Regular data protection training for all staff
  • Clear policies and procedures for data handling
  • Limited access on a need-to-know basis
  • Background checks for staff with data access

Vendor Management:

  • Due diligence on all service providers
  • Data processing agreements with clear obligations
  • Regular audits and security assessments
  • Incident response and notification procedures

Incident Response

Data Breach Procedures:

  • Immediate containment and assessment
  • Notification to authorities within 72 hours if required
  • Communication to affected individuals when necessary
  • Post-incident review and improvement measures


Cookies and Tracking

Types of Cookies We Use

Essential Cookies:

  • Required for website functionality and security
  • Session management and user authentication
  • Cannot be disabled without affecting site operation

Analytics Cookies:

  • Help us understand how visitors use our website
  • Improve user experience and site performance
  • Anonymised data collection where possible

Marketing Cookies:

  • Track effectiveness of marketing campaigns
  • Personalise content and advertising
  • Retargeting on social media and other platforms

Managing Cookies

Browser Settings:

  • Most browsers allow you to control cookies
  • You can block or delete cookies through browser settings
  • Some website functionality may be limited

Cookie Preferences:

  • Our website includes cookie preference settings
  • You can opt out of non-essential cookies
  • Your preferences are remembered for future visits

Third-Party Tracking

Social Media:

  • Social media plugins may track your activity
  • We don't control these third-party tools
  • Check social media privacy policies for details

Analytics Services:

  • We use Google Analytics and similar services
  • Data is anonymised where possible
  • You can opt out through browser add-ons


Children's Privacy

We don't knowingly collect personal data from children under 16. Our services are designed for business professionals in the dairy industry.


If we become aware that we've collected data from a child, we'll delete it promptly and take steps to prevent future collection.


Changes to This Policy

Policy Updates

Regular Reviews:

  • We review this policy annually and when services change
  • Updates reflect new technologies, regulations, or business practices
  • Material changes receive prominent notice

Notification Methods:

  • Email notification to current contacts
  • Website banner and prominent placement
  • Newsletter announcements for significant changes

Continued Use

Acceptance:

  • Continued use of our services indicates acceptance of updates
  • You can contact us with questions about changes
  • You always retain the right to opt out or delete your data


Complaints and Regulators

Contact Us First

We're committed to resolving any privacy concerns quickly and fairly. Please contact our data protection team first:

Email: privacy@instituteforcheesedairy.com


Regulatory Authority

If you're not satisfied with our response, you can contact the UK Information Commissioner's Office:

ICO Website: ico.org.uk
ICO Helpline: 0303 123 1113
Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF


Contact Information

Data Protection Officer: privacy@instituteforcheesedairy.com

General Inquiries: info@instituteforcheesedairy.com

Partnership Matters: partnerships@instituteforcheesedairy.com

Marketing Preferences: unsubscribe@instituteforcheesedairy.com


Postal Address:
Institute for Cheese & Dairy
2 Princes Square, Harrogate HG1 1LX


Effective Date: 1 June 2025


Version: 1.0

We're building the Institute for Cheese & Dairy as a trusted platform for our industry. Protecting your privacy and handling your data responsibly is fundamental to that trust. Thank you for being part of our community.



Institute for Cheese & Dairy
Where dairy excellence meets future thinking