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PRIVACY

Privacy notice for enquiries and course registrations

This notice covers the forms on this website: training enquiries, course registrations and iBIM CDE demo requests. It does not cover the iBIM CDE itself, which has its own terms for project members.

What we store

Your name, email address and, if you give them, your phone number, organisation, role, course, team size, areas of interest, who pays and message, plus the time you sent it and the language you were viewing. For a course registration we also keep the course date, your registration status and your attendance. When you send a form we also create or update a contact record for you in iBIM Group's customer records - your name, email address and, if you gave them, your phone number and organisation - with a note of which form and reference number it came from.

To limit repeated sending, we keep a code calculated from your network address and one from your email address (a keyed hash). The codes do not contain the address itself, but the same address always gives the same code, so they can show that two requests came from the same place. We delete them after about 2 days.

Why

To reply to your enquiry, arrange a demo or run the course you registered for, with your agreement given on the form, and to keep iBIM Group's records of its customers, learners and the quotations we send them. We do not use it for marketing lists, and sending a demo request does not create a CDE account.

Storage and email are separate

When you send a form, it is saved on iBIM Group's server first; the reference number you see confirms it was saved. Emails are sent afterwards: an alert to the iBIM staff who handle that kind of request, and a confirmation to you that contains only the reference number, never your message. If an email fails, what you sent stays saved and staff can see and resend the email.

Who handles it

Inside iBIM Group, only staff with the access their role needs: the people who answer enquiries see enquiries of their kind (training or CDE), the training team sees course registrations and attendance, and sales staff see customer records and quotations. Each change they make is recorded. Our technical logs record that a request happened, not its content or your contact details.

The website and its database run on a computer operated by iBIM Group in Phnom Penh, Cambodia. The website's fonts are served from that computer too. These service providers also handle information to make the website work:

  • Cloudflare delivers the website and passes what you send to our server; it handles your network address and the content of your request while it is being delivered.
  • Google (Google Workspace) sends our emails, so your email address and the email's content pass through Google; our staff also sign in with Google.

How long we keep it

Enquiries and demo requests. Once we close your enquiry, we delete it 24 months after the date we closed it, together with the status of its emails (including any email still waiting to be sent) and its history of changes. An enquiry that is still open is not deleted. If we reopen it, the 24 months start again from when we close it next.

Contact records. Deleting an enquiry does not delete your contact record (including the reference number it came from). Once a year our staff review contact records that have had no enquiry, registration, quotation or other business with us for 36 months, and remove the name and contact details unless the record still belongs to a registration or quotation we keep. The review is done by people, not automatically.

Course registration details (the details you gave when registering, who pays, and the emails about it). We keep them for 24 months after the course ends. After that, our staff remove your personal details from the registration in our yearly review; the record of the course date stays without your name. This is done by people, not automatically.

Attendance and completion. We keep them for 10 years after you complete the course, so that we can confirm a certificate if you or an employer asks. After that our staff review them for removal. If your contact details are removed earlier, the attendance record stays without your name.

Quotations that were not accepted (drafts, declined, expired or replaced). We keep them for 24 months after the last decision on them. After that the owner of iBIM Group reviews them and records what is done.

Accepted quotations and the record of their acceptance. We keep them for 10 years after the work is delivered, because they are commercial and accounting records. After that the owner of iBIM Group reviews them and records what is done.

Our student directory and course Shared Drives. Our training staff keep a directory of learners built from course registrations: your name, e-mail address, course and class, the company or person who pays, the enrolment date and the payment status. Lists of learners that our staff kept in spreadsheets before this website may be added to it. To give you the course files, our staff add your Google account to the course's Google Shared Drive; to check that access, they upload the member list of that drive (e-mail addresses and access levels only, no names) and the directory compares it with the course list.

How long. The directory follows your registration and attendance records (see above). Of each Shared Drive member list we keep only the three most recent; older lists are deleted automatically when a newer one is added. Removing your access to a Shared Drive is done by our staff in Google Drive.

Scores during a course. During a course our trainers record, for each week, a score for your class activity and a score for your homework, and for each class day whether you attended and whether you arrived late. Our training staff use them to follow your progress and to decide whether the course was completed.

How long. We keep these scores with your course registration, for the same time (24 months after the course ends; see above). They are not printed on your certificate and are not shown on our website.

Every quotation we issue is kept as a fixed copy that our system cannot change or delete. When a request or a time limit concerns one, it goes on our review list; the owner of iBIM Group decides what happens to it, and that decision is recorded.

Backups. We keep copies of our database on that computer and, encrypted, at a second location we choose, to recover from a fault, for at most 90 days. A copy contains the information that existed when it was made, until the copy is deleted. If we restore a copy, the deletions made since it was taken are applied again before the website accepts any request.

Your choices

To see, correct or delete your enquiry, your contact details, your registrations or other records about you, email [email protected], with your reference number if you have one. Requests are handled by hand by iBIM Group staff, not automatically, and we reply to tell you what we did. Deleting your contact details removes your name and contact details from our customer records; a registration then stays without your name. If your request concerns a quotation, it goes on our review list as described above and we tell you the decision. Information in backups is removed when those backups are deleted.