- “Personal Information” is defined as information and data, whether recorded in a material form or not, relating to an identified or identifiable natural person that is processed by or on behalf of AIE, whether or not by automated means; and
Whose information do we collect?
AIE collects Personal Information from a range of individuals in the context of its business activities, including:
- representatives of our suppliers, customers, sponsors and business partners;
- industry association representatives; and
- users of the AIE website;
What information we collect and why we collect it
We collect Personal Information from you where it is relevant for our purposes as further detailed below.
AIE may collect a range of information in a business context, such as your name, gender, job title, photographic identification, email address, home address and other contact details, details of your business and other interests, experience and/or academic and professional qualifications, third party references, communications with you (including notes from meetings and telephone call recordings), feedback or survey responses that you provide to us, financial and payment information, and information collected from clearance questionnaires and/or interviews.
AIE uses information collected from you for business-related purposes, including negotiating, concluding and performing contracts, managing business relationships, administering real estate leases and licences, recruitment, conducting clearance procedures, managing accounts and records, communicating with you and third party contacts, supporting corporate social responsibility activities, security, legal, regulatory and internal investigations and debt administration.
When you use our website, AIE collects certain standard information that is sent by your browser to our website. This includes technical information, such as your IP address, browser type, operating system, language, time zone setting, access times and any referring website addresses.
- where a law enforcement agency exercises a warrant to inspect logs or any such information is otherwise required to be produced by AIE to authorities or regulators; or
- where AIE believes it is required to collect and produce relevant electronic documentation to fulfil its obligations to third parties, including statutory organisations under local law.
Access to other websites via hyperlink
Cookies & Related Technologies
You may set up your web browser to block cookies or remove cookies stored from your computer or mobile device. However, if you do so, you may not be able to use certain features and functions of our websites and apps.
Providing Personal Information
At times, AIE may ask you to voluntarily supply Personal Information, such as your name, email address, location, telephone number and preferred means of communication, for purposes such as subscribing to AIE news alerts or requesting further information from AIE, including through the Contact us form available on our website.
Where we ask you to voluntarily supply Personal Information we will use it to provide you with the information or services that you have requested from us.
Sensitive Personal Information
Sensitive Personal Information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or medical conditions, genetic or biometric information, sexual orientation, or criminal convictions and offences may be processed by AIE if such processing is necessary to comply with laws and regulations or where you provide this information voluntarily or otherwise consent for us to do so.
AIE may monitor emails sent to and from its workforce, which may contain Personal Information relating to third parties. The information contained in such emails may be used for business-related purposes, for example when investigating incidents within AIE. Although AIE endeavours not to review the contents of personal emails, there may be occasions on which this is necessary, for example, to investigate a breach of security within AIE, or in the context of legal proceedings.
The legal basis for AIE processing your Personal Information
In order to comply with applicable data protection and privacy laws, AIE is required to set out the legal basis for the processing of your Personal Information. In accordance with the purposes for which we collect and use your Personal Information, as set out above, the legal basis for AIE processing your Personal Information will typically be one of the following:
- your consent;
- the performance of a contract that we have in place with you or other individuals;
- AIE or our third parties’ legitimate business interests; or
- compliance with our legal obligations.
Disclosure of the information we collect
AIE may share your Personal Information with people within the company who need to know that information for business or legal reasons, for example, in order to carry out an administrative function such as processing an invoice, or to direct a query that you have submitted to the relevant department within AIE.
We may disclose your Personal Information to third parties including the authorities, AIE’s advisors, suppliers of IT services and third parties engaged by AIE for the purpose of providing services requested by you; to protect any intellectual property rights in any materials displayed on or otherwise available from AIE’s website; for the purposes of seeking legal or other professional advice; to respond to a legal request or comply with a legal obligation; and to enforce AIE’s website Terms and Conditions of Use.
We may disclose your Personal Information to third parties in the event that we sell, buy or merge any business or assets, including to the prospective seller or buyer of such business or assets.
Transfer of your Personal Information to other countries
Retention of Personal Information
AIE’s aim is to keep your Personal Information for no longer than is necessary for regulatory or AIE business reasons. The amount of time that records are kept for varies depending upon the type of Personal Information they contain.
Your rights in relation to your Personal Information
If you would like to access or obtain a copy (which may be in machine-readable form) of the Personal Information AIE holds about you, please send a request to ‘General Enquiries’ on the Contact us form available on our website.
AIE endeavours to ensure that the Personal Information it holds about you is complete, accurate and up to date. If you consider that your Personal Information is incomplete, inaccurate or out of date, you have the right to require us to correct it. In order to correct, erase or limit the processing of any of the Personal Information we hold about you, again please send a request via the form on our website.
If you do not provide us with the information sought in the required fields we may be limited in our ability to provide you with services.
Complaints and Concerns
If you have a concern or complaint about how AIE has used your Personal Information, as a first step, you should raise this in writing with AIE, using the contact details available on our website or via the Contact Us form.
If you are not satisfied with the handling of your concern or complaint by AIE, you can escalate this to your national Data Protection Authority.