Privacy policy

1. Introduction

This Privacy Policy explains how CIWM (Chartered Institution of Wastes Management) collects, uses, and shares personal data of individuals registering for the ISWA World Congress 2026. CIWM and ISWA (International Solid Waste Association) are joint data controllers for specific aspects of this event.

We are committed to protecting your privacy and complying with applicable data protection laws, including the UK GDPR and EU GDPR.

2. Who We Are

  • CIWM: Registered in England (RC000777), charity no. 1090968 (England & Wales), SCO37903 (Scotland).
  • ISWA: A membership-based organisation operating under EU data protection laws.

3. The Principles of GDPR

CIWM is committed to processing data in accordance with its responsibilities under the GDPR, Article 5 of which requires personal data to be:

  1. processed lawfully, fairly and in a transparent manner in relation to individuals;
  2. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
  3. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  4. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
  5. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
  6. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

4. What Data We Collect

We collect the following personal data during event registration and website use:

  • Full name
  • Contact details (email, phone, address)
  • Organisation and job title
  • Dietary/accessibility requirements (if applicable)
  • Payment details (if applicable)
  • Preferences for communications and data sharing
  • IP address and browser information
  • Website usage data (e.g., pages visited, time spent, referral sources)
  • Cookie preferences and consent

5. Purpose of Data Collection

We process your data to:

  • Register and manage your attendance
  • Provide event updates and logistical information
  • Facilitate networking and delegate engagement
  • Maintain a record of attendees (shared with ISWA)
  • Send ISWA news and updates (only if you opt in)
  • Send CIWM news and updates (only if you opt in)
  • Send CEI news and updates (only if you opt in)
  • Improve website functionality and user experience
  • Monitor website traffic and security

6. Legal Basis for Processing

We rely on:

  • Contractual necessity: To fulfil your event registration and participation.
  • Consent: For marketing communications and cookies.
  • Legitimate interest: For event administration, analytics, and security.

When you provide your personal information, we will process it in line with the appropriate lawful basis. Where consent is required for the processing, we will ensure that it is captured in line with the requirements of the GDPR.

7. Data Sharing

Your data may be shared with:

  • ISWA (International Solid Waste Association):  If you register to attend the ISWA World Congress 2026, your registration details will be automatically shared with ISWA. This is necessary for:
      – Maintaining an accurate register of attendees
      – Supporting event coordination and post-event engagementThis sharing is based on legitimate interest under Article 6(1)(f) of the UK and EU GDPR, as it is essential for the successful delivery and administration of a jointly hosted international event. You will not be asked for separate consent for this specific data sharing.
  • ISWA Marketing Communications:  you will be given a separate opt-in choice if you wish to receive ISWA news and updates beyond the scope of the event.
  • CIWM Group Organisations:  your data may also be shared with other organisations within the CIWM Group, including the Circular Economy Institute, to send you information about related products, services, training, and events. This may be based on:
    – Legitimate interest, where relevant to your professional role or engagement with CIWM.
    – Consent, where required for direct marketing communications.
  • Delegate Information Sharing with Event Sponsors: As part of attending this event, specific delegate details (limited to name, job title, organisation, and email address) may be shared with selected event sponsors for the purpose of post-event engagement and value delivery. This processing is carried out on the basis of our legitimate interests in facilitating sponsor-delegate connections and enhancing event outcomes. Delegates will be informed of this data sharing during registration and may opt out of sponsor communications at any time. No data will be used for direct marketing without explicit consent.

You will have the opportunity to manage your preferences and opt out of receiving communications from CIWM Group organisations at any time via unsubscribe links or by contacting us directly.

  • Event service providers: for logistics, catering, venue access, and technical support.
  • Regulatory authorities: if legally required.

We engage carefully selected third-party partners and service providers who process personal data on our behalf in compliance with GDPR. From time to time, we appoint digital marketing agencies to conduct outreach and marketing activities on our behalf. As part of these activities, personal data may be processed in accordance with applicable data protection laws. Our appointed data processors include:

(i)Prospect Global Ltd (trading as Sopro) Reg. UK Co. 09648733. You can contact Sopro and view their privacy policy here: http://sopro.io. Sopro is registered with the ICO Reg: ZA346877. Their Data Protection Officer can be emailed at: [email protected]

The wider CIWM Data Sharing policy can be seen on request.

8. International Data Transfers

As ISWA is based outside the UK, data transfers will be subject to appropriate safeguards under GDPR, including standard contractual clauses or adequacy decisions.

9. Register of Interest Form

Before formal registration opens, the event website may offer a Register of Interest form. If you choose to complete this form, CIWM will collect your name, email address, and any other details you provide voluntarily.

By submitting this form, you consent to CIWM using your data to:

  • Send you updates about the ISWA World Congress 2026
  • Notify you when registration opens
  • Share relevant logistical or programme information

Your data will be stored securely and will not be shared with ISWA or any third parties unless you later opt in during full registration. You may unsubscribe from these updates at any time via the link provided in each communication.

10. Cookies and Website Analytics

Our event website uses cookies to:

  • Enable essential site functionality
  • Track usage patterns and improve performance
  • Personalise content and user experienceYou can manage your cookie preferences via the cookie banner on the website. For more details, see our Cookie Policy.

The Sopro Plugin uses cookies to enhance website performance, functionality, and analytics. Below is a summary of the cookies used by the plugin:

_obid
Purpose: Tracks unique visits to the site and relates them to the email campaign.
Expires: 1 year
Role: Performance / Analytical

_obid_visit
Purpose: Identifies a session across multiple pages; not linked to personal data.
Expires: 4 hours
Role: Advertising / Tracking

11. Data Retention

We retain information as long as it is necessary to provide the services requested by you and others, subject to any legal obligations to further retain such information. Information associated with you will generally be kept until it is no longer necessary to provide the services or until you ask us to delete it. Additionally, we may retain information from deleted accounts to comply with the law, prevent fraud, resolve disputes, troubleshoot problems, assist with investigations, enforce the Terms of Use, and take other actions permitted by law. The information we retain will be handled in accordance with this Privacy Policy and the CIWM Privacy Policy.

  • Registration data will be retained for up to 7 years for audit and legal purposes.
  • Website analytics data may be retained for up to 2 years.
  • Marketing preferences will be retained until you withdraw consent.

12. Your Rights

Under GDPR, you have the right to access, rectify, download or erase your information, as well as the right to restrict and object to certain processing of your information. While some of these rights apply generally, certain rights apply only in certain limited circumstances. The rights are:

  • The right to be informed: When collecting personal information, CIWM will provide to the data subject free of charge, a copy of this Privacy Policy.
  • The right of access: The data subject shall have the right to obtain from us confirmation as to whether or not personal data concerning them are being processed, and, where that is the case, access to their personal data and the information detailed in this Privacy Policy.
  • The right to rectification: The data subject shall have the right to require us, as the controller, without undue delay to rectify any inaccurate or incomplete personal data concerning them.
  • The right to erase (the right to be forgotten): Except where the data are held for purposes of legal obligation or public task (see above) the data subject shall have the right to require us, as the controller, without undue delay to erase any personal data concerning them.
  • The right to restrict processing: Where there is a dispute between the data subject and the controller about the accuracy, validity or legality of data held by CIWM the data subject shall have the right to require us, as the controller to cease processing the data for a reasonable period of time to allow the dispute to be resolved.
  • The right to data portability: Where data are held for purposes of consent or contract the data subject shall have the right to require us, as the controller to provide them with a copy in a structured, commonly used and machine-readable format of the data which they have provided to us, as the controller, and have the right to transmit those data to another controller without hindrance.
  • The right to object: The data subject shall have the right to object, on grounds relating to their particular situation, at any time to processing of personal data concerning them which is based on Public Task or Legitimate Interest, including profiling based on those provisions. We shall no longer process the personal data unless, as the controller we demonstrate compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defence of legal claims.
  • Where personal data are processed for direct marketing purposes, the data subject shall have the right to object at any time to processing of personal data concerning them for such marketing, which includes profiling to the extent that it is related to such direct marketing.
  • Where the data subject objects to processing for direct marketing purposes, the personal data shall no longer be processed for such purposes.
  • Rights in relation to automated decision making and profiling: Except where it is a) based on the data subject’s explicit consent, or b) necessary for entering into, or performance of, a contract between the data subject and a data controller, the data subject shall have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning them or similarly significantly affects them.

You are entitled to review your personal information at any time to ensure its accuracy, relevance, and/or currency. To review or update this information simply email [email protected] to request a copy of the information which we hold about you.

13. Security Measures

CIWM is committed to protecting your information and ensuring that your choices are honoured. We have taken strong security measures to protect your data from loss, misuse, unauthorized access, disclosure, alteration, or destruction. All sensitive data is stored behind multiple firewalls on secure servers with restricted employee access.

We implement:

  • Encrypted data storage
  • Access controls
  • Secure data sharing protocols (our Data Sharing policy can be seen on request)
  • CIWM staff training on GDPR compliance

14. Contact Information

For privacy-related queries or to exercise your rights, contact:

CIWM Data Protection Officer 
Email: [email protected] 
Phone: +44 (0)1604 620426

CIWM
Quadra
500 Pavilion Drive
Northampton Business Park
Northampton
NN4 7YJ