Privacy Policy
Last updated
The International Gas Union uses personal information to provide its membership services, run committees and promote events.
Please find more information below. We hope these specific privacy guides will provide you with all the information you need to understand the IGU’s use of your personal information.
Contact our Data Protection Officer if you have any further questions or wish to use your rights.
1. Members
Our members are organisations.
Data required – Main contacts
We require Member organisations to provide us with the details of two main contacts.
They become our main representatives and contact points.
They represent the Member in the IGU Council.
The IGU relies on the Member organisation to ensure the main contacts know
their details are being provided to the IGU
their details will be accessible to anyone with access to the IGU portal account via the IGU Members Directory, and
the following personal data has been sought and provided on their behalf: Person Name; Person Title; Address; Post Code; Country; Phone; Email; Website.
Data required – Further contacts
During the Membership application process, we also enable Member organisations to provide us with the details of any further contacts they wish to be able to access the Member portal.
The IGU relies on the Member organisation to ensure the further contacts know:
their details are being provided to the IGU
the following personal data has been sought and provided on their behalf: Person Name; Person Title; Address; Post Code; Country; Phone; Email; Website.
In addition, the two main contacts can administer the setting up of colleagues to become further contacts. They can also invite colleagues to create their own accounts.
Uses of data
The personal information of staff at the Member organisation (main contacts and further contacts) is used for following Member purposes:
To administer participation and representation at the IGU Council (including voting).
To administer participation in Committees:
a) The roles of Committee Chair; Committee Vice-chair and Secretary will have their name and Member Organisation visible to anyone with an IGU portal account
b) Committee members can see the details of other committee members, including their contact details.
3. To send promotional information about IGU Member events, meetings and workshops.
4. To send promotional information about external events.
5. Note: see our newsletter privacy information for how we use Member contact information for our newsletters.
Rationale
The personal data processing is necessary to fulfil, and is justified by, the following legitimate interests of the IGU, the Member organisation and the staff members of the Member organisation: to facilitate the provision of membership benefits to the Member organisation and the staff it has put forward (the individual can ask to be removed from the portal at any time).
2. Registering an account
People do not need to be a member of the IGU in order to register with the IGU.
Registration enables people to register for IGU events and workshops.
New users must register before logging in.
Data required
We require the following personal information for someone to register:
Title, First Name, Surname; Member Organisation or Organisation name; Postcode; Country; Job Title, Email Address; Username; Password
Uses of data
We will use the personal information to:
administer the user account on the IGU portal.
Note: see our newsletter privacy information for how we use non-Member contact information for our newsletters.
Rationale
The processing is necessary to fulfil, and is justified by, the following legitimate interest of the IGU and the individual wishing to register: to enable the individual to register for events and access IGU content (the individual can delete their account any time).
3. Event Partners
When running external events, the IGU has the following event partner organisations:
the organisation hosting the event.
the Professional Congress Organiser (PCO) (if appointed) for the event.
the organisations contributing to, and exhibiting at, an event.
We will work with the staff members at event partner organisations.
Data required
We will seek – from the staff member of the event partner organisation, from other publicly available sources, and/or the PCO – the following personal information:
Name, job title, company, contact details.
Uses of data
We will use the personal information to:
communicate with the staff member about their professional working role in relation to the event being hosted at the time;
keep the staff member updated, after the current event, about IGU Membership and other IGU events and activities.
Rationale
The processing is necessary to fulfil, and is justified by, the following legitimate interests of the IGU and the staff member of the event partner organisations:
to enable the IGU and the individual to work professionally in relation to the event being hosted at the time, and
to enable the IGU to keep the individual informed about IGU Membership and other IGU events and activities that the IGU believes they will have a professional interest in (the individual can opt-out at any time).
4. Event Delegates – Internal IGU events
Data required
We will require the personal information necessary to administer your attendance at the event.
This may change depending on the event, but typically it will be:
name, job title, organisation and contact details.
Where required, we will also collect and use:
Special Category Personal Data relating to health and/or disability to enable reasonable adjustments or other measures to be taken to facilitate the safe operation of the event.
Uses of data
We will use the personal information to administer your attendance at the event.
This will include essential communications about the event.
Rationale
For Member organisations, the personal data processing is necessary to fulfil, and is justified by, the following legitimate interests of the IGU, the Member organisation and the staff members of the Member organisation: to facilitate the provision of membership benefits (attendance at events) to the Member organisation and the staff wishing to attend the event.
For non-members, the processing is necessary to fulfil, and is justified by, the following legitimate interests of the IGU and the person wishing to attend the event, namely to facilitate their attendance at the event.
5. Event Delegates – External events
Data required
We will require the personal information necessary to administer your attendance at the event.
This may change depending on the event, but typically it will be:
name, job title, organisation and contact details.
Where required, we will also collect and use:
Special Category Personal Data relating to health and/or disability to enable reasonable adjustments or other measures to be taken to facilitate the safe operation of the event.
formal identification details of attendees and individuals on-site for event security.
Uses of data
We will use the personal information to
administer your attendance at the event.* This includes:
a) registration
b) accommodation arrangements
c) health and safety
d) event security and
e) other operational aspects of the event.
* Note: this may require the IGU to share your information with the event host organisation
2. send you essential event communications, and
3. send you (if you are a non-member) after the current event, information about IGU Membership and other IGU events and activities
We may also, depending on the event, use your personal information to:
create a Visa Invitation Letter
administer cultural or technical tours related to the event (via the event host organisation, so we will have to share the information with them, for this purpose)
Rationale
For a Member organisation, the processing is necessary to fulfil, and is justified by, the following legitimate interests of the IGU, the Member organisation and the staff members of the Member organisation: to facilitate the provision of membership benefits (attendance at events) to the Member organisation and the staff wishing to attend the event.
For non-members, the processing is necessary to fulfil, and is justified by, the following legitimate interests of the IGU and the person wishing to attend the event:
to facilitate their attendance at the event.
to enable the IGU to keep the individual informed about IGU Membership and other IGU events and activities that the IGU believes they will have a professional interest in (the individual can opt-out at any time).
6. Affiliates and Advocates
The IGU seeks to work with organisations and individuals who support the IGU’s objectives.
Data required
We will seek – from the individual themselves or from other publicly available sources – the following personal information:
Name, job title, company, contact details, interests.
Uses of data
We will use the personal information to:
communicate with the individual about their professional working role in relation to IGU and its work;
keep the individual updated about the IGU Membership and other IGU events and activities.
Rationale
The processing is necessary to fulfil, and is justified by, the following legitimate interests of the IGU and the individual:
to enable the IGU and the individual to work professionally and build a professional relationship where possible, and
to enable the IGU to keep the individual informed about the IGU Membership and other IGU events and activities that the IGU believes they will have a professional interest in (the individual can opt-out at any time).
7. Signing up to our newsletter
Members – contacts at Member organisations
Uses of data
You will automatically be sent the following publications and information related to:
Gas In Transition
IGU Flagship Events
IGU Flagship Reports
IGU News
You can log into your account and change your preferences at any time.
Rationale
The processing is necessary to fulfil, and is justified by, the following legitimate interests of the IGU, the Member organisation and the staff members of the Member organisation: to facilitate the provision of membership benefits to the Member organisation and the staff it has put forward, as you will have an interest in the work we do and the events we run.
Non-members
Anyone can subscribe to receive the latest news and updates from the IGU.
Data required
To subscribe, you must provide an email address.
You are also invited to provide a name.
Uses of data
To send you the news and updates via the email you have provided.
Rationale
Consent – you are deciding whether to receive the newsletters. You can unsubscribe at any time.