Privacy Policy

This is the website for the Inter-Island Environment Meeting (IIEM).

The website address is: https://iiem.events.

During the course of its activities, the 2026 IIEM Organising Team will process personal data (which may be held on paper or electronically) about the IIEM’s representatives, stakeholders and contacts. The IIEM Organising Team  recognises the need to treat personal data in an appropriate and lawful manner, in accordance with the Data Protection (Bailiwick of Guernsey) Law 2017 (the “Data Protection Law“). 

This Privacy Policy sets out our approach to ensuring we do this.

For any questions about this policy please contact the IIEM Organising Team [interislandenvironmentmeeting@gmail.com] or on 01481 763271. You can also write to us at the IIEM Organising Team, Lisia House, Rue à Chiens, St Sampson’s, Guernsey, GY2 4AE. 

Definition of Personal Data

“Personal data” refers to any information relating to an identified or identifiable natural person (“Data Subject”) who can be identified, directly or indirectly, by reference to an identifier such as name, identification number, online identifier.

Data Protection Principles

The IIEM Organising Team will comply with the data protection principles, as defined by the Data Protection Law, which requires that personal data must be processed with due care and accountability and be:

  • Processed lawfully
  • Processed fairly and transparently
  • Processed only for the agreed purpose (Purpose Limitation)
  • Adequate, relevant and not excessive for the purpose (Data Minimisation)
  • Accurate
  • Not kept longer than necessary to achieve the agreed purposes
  • Processed in a manner that maintains integrity and confidentiality.

Data Subject Rights

The IIEM Organising Team interacts with different types of Data Subjects, including volunteers and employees, stakeholders, sponsors, suppliers, government officials, and members of the general public. 

The IIEM Organising Team will observe all Data Subject Rights as defined by the Data Protection Law, including:

  • The right to access
  • The right to rectification
  • The right to be forgotten
  • The right to restriction of processing
  • The right to data portability
  • The right not to be subject to decisions based on automated processing
  • The right to information about how personal information is collected (this is outlined in this document)
  • The right to object to processing for direct marketing purposes
  • The right to object to processing on grounds of public interest
  • The right to object to processing for historical or scientific purposes

Processing for Limited Purposes

The IIEM Organising Team will only process personal data for the specific purpose or purposes notified to Data Subjects, or for any other purposes specifically permitted by the Office of the Data Protection Authority; and only to the extent necessary. 

The IIEM Organising Team will process personal data solely for the purposes of the IIEM and for fulfilling its duties as under law, or if the IIEM Organising Team is required to report a concern to a local authority for the purpose of safeguarding a person’s, or other people’s, welfare.

The IIEM Organising Team will not process personal data for the purposes of unsolicited marketing. Marketing materials will only be sent to a person if that person actively subscribes to the IIEM’s website, newsletter, or social media pages. Subscribers may then unsubscribe at any time by unliking or unfollowing the IIEM on social media; or unsubscribing from the IIEM’s website or emails.

Fair and Lawful Processing

The IIEM Organising Team will only process personal data where the Data Subject has given consent by engaging with the IIEM on a voluntary basis; or where the processing is necessary to comply with any legal obligations. If the IIEM Organising Team can only lawfully process a Data Subject’s personal data through reason of consent the data subject can withdraw their consent for processing at any time by contacting the IIEM Organising Team.  

In other cases, processing may be necessary for the protection of the Data Subject’s vital interests, for the IIEM Organising Team’s legitimate interests, or the legitimate interests of others. 

Categories of Personal Data 

The types of personal data the IIEM Organising Team may process will differ according to the IIEM Organising Team’s relationship with the Data Subject. 

Examples of personal data processed for the purposes of achieving the IIEM Organising Team’s objectives include, but are not necessarily restricted to: 

  • Communications data, including: Person’s name, phone number, email address, physical address, signature, social media ID or alias, and personal opinion expressed in conversation or written record;
  • Limited medical information, such as allergies or food intolerances;
  • Image Data, including: Photography and film.

Consent for Images

The IIEM Organising Team will only take photos, video or audio recordings at public or private events for use on the IIEM Organising Team’s website, social media and press releases. If participants are under the age of 18, IIEM Organising Team Representatives will ask the permission of a responsible person, e.g. parent, carer, teacher or group leader.

The IIEM Organising Team is not responsible for any photographs or recordings taken by members of the general public at public events, for their own use; or photographs or recordings taken by private groups, for their own use.

Special Category Data

The IIEM Organising Team will not request any Special Category data about ethnic origin, political opinions, religious or similar beliefs, trade union membership, health, disability, sexual orientation, criminal proceedings or convictions. 

If any person chooses to disclose this information it will be held in confidence, and the data subject may withdraw consent for its processing at any time unless the IIEM Organising Team is required to process the data in the interests of Safeguarding.

Use of Personal Data

The IIEM Organising Team may contact individuals and businesses via publicly available email addresses, phone numbers or addresses.

The IIEM Organising Team may also obtain personal data via social media, if a person or business likes or follows any of the IIEM’s profiles; or via email, if a person or business contacts the IIEM Organising Team to register their interest.

Accuracy

The IIEM Organising Team will take steps to keep all personal data on file accurate and up to date. Data that is inaccurate or out of date will be erased or destroyed. Data Subjects should notify the IIEM Organising Team if their personal details change, or if they become aware of any inaccuracies in the personal data held about them.

Data Retention

The IIEM Organising Team will not keep personal data for longer than is necessary for the relevant purpose. This means that personal data will be destroyed or erased from the IIEM Organising Team’s digital and hard copy systems when it is no longer required unless there is a legal obligation to retain it for a longer period of time.

Data Security

Maintaining data security means guaranteeing the confidentiality, integrity and availability (for authorised purposes) of the personal data.

The IIEM Organising Team will ensure that appropriate measures are taken against unlawful or unauthorised processing of personal data, and against the accidental loss of, or damage to, personal data. 

The IIEM Organising Team has in place technical and organisational control measures to maintain the security of all personal data from the point of collection to the point of destruction.  These measures include:

  • IIEM Organising Team laptops being password protected
  • Laptops kept in a locked office or kept in employees’ homes
  • Individuals other than staff or IT technicians are not permitted to access laptops
  • Multifactor authentication implemented
  • Document storage system (Sharepoint) requires access to be granted via the use of an approved email account
  • Staff training on data protection
  • Availability of a shredder to destroy physical data where necessary
  • Where data is analysed, it is anonymised
  • Anti-virus and malware software is installed on all IIEM Organising Team laptops
  • All data is backed up
  • Data is wiped from old IT equipment before being disposed.

Sharing information with Third Parties

The IIEM Organising Team will not disclose any personal data to a third party without the explicit consent from the relevant Data Subject; with the following exceptions:

The IIEM Organising Team may share posts on social media, which may mean personal data is visible to other parties beyond the respective project page. The IIEM Organising Team is not responsible, and cannot control, who may see information, posts, likes and comments when sharing its content to other social media pages.

All such sharing will be relevant to the IIEM’s purposes.

Subject Access Requests

If a Data Subject wishes to know what personal data the IIEM Organising Team holds about them, they should contact the IIEM Organising Team via email or in writing. Subject Access Requests will be processed free of charge; but repetitive requests may be subject to a fee. The IIEM Organising Team will respond to requests within 30 days. The IIEM Organising Team retains the right to verify the identity of the Data Subject prior to disclosing any personal data.

Data Breaches

In the event of a Data Breach the IIEM Organising Team will initiate an investigation and inform the Office of the Data Protection Authority in accordance with the Data Protection Law. Affected Data Subjects will be informed, in the event that the breach presents a risk to their personal data.

Right To Complain

You have a right to complain about the processing of data by the IIEM Organising Team. This can be done by contacting the IIEM Organising Team at the above contact details in the first instance or, if they prefer, the Office of the Data Protection Authority:

Address: Block A, Lefebvre Court, Lefebvre Street, St Peter Port, Guernsey, GY1 2JP.

Email: info@odpa.gg

Phone: 01481 742074

Last updated: 03/03/2026

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