The Association for Geographic Information
Terms and Conditions of Membership
1. Definitions and Interpretation
“Association” means The Association for Geographic Information
“Council” means the council of management for the time being of the Association;
“Membership Period” means a period of twelve calendar months (or other period where expressly agreed by the Association for Geographic Information)
“Members’ Portal” means the Association’s website that is setup exclusively for members to access information on their account as well as other membership content, services and resources.
“Data Subject, Personal Data, Data Controller and Data Processor” shall have the meanings given to those terms respectively in the relevant Laws;
“We”, “Us” and “Our” means the Association for Geographic Information
“You” and “Your” means the person identified as the member.
These terms and conditions (Terms) set out the terms and conditions of the contract through which the Association for Geographic Information (AGI/us/we) will deliver services to you (you) as a member. To become a member of AGI you must agree to these Terms and in making an application for membership you provide us with the appropriate consent to handle your personal information in accordance with the Data Protection Act 2018.
2. Membership Types
2.1. The AGI membership structure is being continuously developed and we reserve the right to introduce new membership types, each with its own eligibility criteria. You will need to subscribe for one of those membership types available at the time of application (subject to such terms and conditions as will apply at the time of their application).
3. Membership Contract
3.1. When you submit your completed membership application online you are required to accept these Terms which will create a legally binding contract between you and us.
3.2. You will be required to pay the appropriate membership fee; this can be settled online at the point of registration or via invoice. All fees are payable to the Association in Pounds Sterling.
3.3. Your 12 month calendar membership for the Membership Period will start once payment has been received and verified.
3.4. Membership costs are subject to change on an annual basis every January. Any changes will be notified at least one calendar month in advance.
3.5. The option to auto renew is available. If you do not choose to auto renew you will be invited to renew your membership subscription on an annual basis. A renewal notice will be issued one calendar month prior to the end of the Membership Period.
3.6. If paying by invoice, non-payment of invoice will result in your membership expiring after 30 calendar days from the date of invoice.
3.7. It is important that members provide the AGI with an up-to-date email address as most membership communication is sent via email.
3.8. You may not transfer any of your rights or obligations under these Terms to another person.
3.9. Membership fees are not refundable on cancellation.
4. What to expect when you join
4.1. If paying by card
You will receive a confirmation email and can obtain a copy of your invoice via the Members’ Portal under the heading ‘My Account’.
The username and password you provide at registration will give you immediate access to the areas of the member portal available to your membership level, providing your payment has been received and validated. You will receive an email confirmation as part of your online registration process.
4.2. If paying by invoice
If you have requested an invoice your membership will commence when payment has been received.
5. Termination of Membership
5.1. Membership of any member shall be terminated if:
• The member cancels online or by giving notice to the AGI Office.
• The member's subscription or any other payment due to the Association from the member remains unpaid for one month after due written demand for payment has been made.
• He or she becomes of unsound mind.
5.2 Any person ceasing by death, resignation or otherwise, to be a member of the Association shall not, nor shall his or her representatives, have any claim upon or interest in the funds of the Association.
5.3 We reserve the right to refuse or remove from AGI membership any individual if we have sufficient evidence that such individual is not upholding our Code of Conduct and its values. The AGI Council has the authority to consider matters of compliance and standards and has the power to investigate and make decisions as to whether an individual should be refused, or removed from, AGI membership.
6. Publications, Resources, Members Portal and Website
6.1. Our website terms and conditions can be found here
6.2. All tools, materials and information available on the Association for Geographic Information website and members portal as part of its membership offer are for your private use only and must not be used directly or indirectly for commercial purposes of any kind without our prior written consent
6.3. All Association for Geographic Information publications provided to you as part of your membership offer are for your private use only and must not be used directly or indirectly for commercial purposes of any kind without our prior written consent.
6.4. Unless otherwise stated we own the copyright and any other intellectual property rights in all material on the Association for Geographic Information website, Members’ Portal and in our publications (or are licensed to use the same). Materials include, but are not limited to, the design, layout, look, appearance, graphics and documents on this website, as well as other content such as articles and other text.
6.5. Whilst we try to ensure that the information on our website, Members’ Portal and in associated publications is current and correct no undertaking, representation, warranty or other assurance, express or implied, is made or given by or on behalf of the Association as to the reliability, accuracy or completeness of the information, opinions, advertising, data or other materials contained on this website, members portal or the advice. No responsibility or liability is accepted by the Association for any such information, opinions, advertising or data.
6.6. Where our website contains links to other sites and resources provided by third parties, these links are provided for your information only, we have no control over the contents of those sites or resources.
6.7. Written requests to use the information available on the Members’ Portal for commercial purposes may be submitted via email to info@agi.org.uk and should not be used until written agreement from the Association is obtained.
7. AGI Brand
7.1. Your use of our name and/or logo is not permitted unless we have granted you permission to do so in writing. If you have been given permission to use the AGI name and logo, you must do so within the AGI brand guidelines. We reserve the right to approve how our name and logo is used in marketing and promotional materials.
8. Events
8.1. Each of our events may have specific applicable terms and conditions, and if so, you need to check that you comply with such terms and conditions before booking a place at such events.
9. Code of Conduct
9.1. Our members are expected to adopt the standards of dignity, fairness and integrity. We expect our members to endorse equity and diversity, never discriminating or harassing others. No member shall act in a manner detrimental to the interests of other members or, where applicable, their employer.
9.2. We expect our members to avoid conflicts of interest and activities for personal advantage to the detriment of the Association or their members.
General Conduct
9.3. Members shall conduct themselves in ways appropriate to maintain the respect of the general public and of members of other organisations with whom they have dealings.
9.4. Members shall have due regard to the public interest in the discharge of their duties.
9.5. Members shall treat all people fairly without prejudice on any grounds.
Professional Conduct
9.6. Members shall act with honesty and integrity and be fully responsible and accountable for their performance, conduct and behaviours.
9.7. Members will never act illegally, fraudulently or dishonestly, and will at all times comply with the letter and spirit of all applicable government legislation and regulation.
9.8. Members are encouraged, where appropriate, to adopt and to share examples of best practice.
Confidentiality
9.9. Members will take all reasonable precautions and measures to safeguard any proprietary, confidential or business sensitive information.
9.10. Members who receive information in confidence will not divulge such information without the express permission of the appropriate authority. AGI considers that good practice requires that no privileged information should be revealed to other parties under any circumstances without such express permission.
9.11. Members should exercise due regard for sensitive data about individuals discovered through geospatial or database manipulation and protect individual privacy.
Reputation of the AGI
9.12. Members shall conduct themselves so as to uphold and enhance the reputation and good standing of the AGI and the GI profession, and will refrain from any activity likely to bring the AGI into disrepute.
9.13. Members shall not maliciously or recklessly injure or attempt to injure, whether directly or indirectly, the professional reputation of another member.
Declaration of Interest
9.14. Members shall avoid conflicts of interest and disclose any which may arise that impact upon their impartiality in performing their duties.
Competency
9.15. Members shall accept full responsibility and accountability for their work, and shall take all reasonable steps to ensure that others working under their direction are competent to carry out the tasks assigned to them.
9.16. Members shall exercise their professional skills and judgement to the best of their ability and discharge their professional responsibilities with integrity. This means Members will not permit personal or political views, or the views of other persons, to influence their professional judgement.
9.17. Members shall not purport to be experts in an area of geographic information in which they have insufficient ability, qualifications and experience.
9.18. Members shall take all reasonable steps to improve and develop their own learning and professional competence, as well as encourage those under their supervision or direction to improve their skills and potential by undertaking suitable training.
9.19. Our membership directory is a shared resource to encourage networking between our members. We expect all members to never use this information for commercial gain, to act responsibly and ethically and never share this information with non-members and to demonstrate exemplary professional standards and practice to the use of any information provided within the directory
9.20. The AGI Council reserve the right to cancel any membership, without refund, should it come to light that any member has breached this Code of Conduct.
10. Data Protection
10.1. Each party shall where applicable only process Personal Data as defined in Section 1 (1) of the Data Protection Act 1998 for the purpose of fulfilling its obligation under this contract or in accordance with the express written instructions of the other. Our website Privacy Policy can be viewed on the Association’s website here.
10.2. We will only process data that is relevant to our membership services and is required in order to deliver our membership services.
10.3. The Association shall :
10.3.1. process the Personal Data in compliance with all applicable laws, enactments, regulations, orders, standards and other similar instruments;
10.3.2. take all appropriate technical and organisational measures against the unauthorised or unlawful processing of the Personal Data and against the accidental loss or destruction of, or damage to, the Personal Data;
10.3.3. notify the Client immediately if it becomes aware of any unauthorised or unlawful processing, loss of, damage to or destruction of the Personal Data;
10.3.4. not store, process or transfer any Personal Data outside of the European Economic Area; and
10.3.5. ensure that all staff and others involved with processing any Personal Data, including Access Group, are subject to a relevant duty of confidentiality in respect of the Personal Data.
10.4. The following types of Personal Data of the user may be shared between the parties during the term of this Agreement:
• full name
• full postal address
• email address
• telephone/mobile number(s)
• job role(s)
• when they became a member
• when they ceased to be a member
• information provided about themselves in connection with their membership or in connection with their use of the membership portal of the Association’s website.
10.5 For individual membership and named memberships, the Association shall ensure that adequate consent has been obtained in order to perform our obligations and that a copy of such consent is retained for as long as is reasonably necessary (and not more).
10.6 The Association shall procure that the following organisations or their successors shall implement and maintain during the subsistence of this Agreement all reasonable security measures to ensure that Personal Data provided by the member may not be subject to unauthorised access, alteration or deletion. These organisations will be bound by the same data protection conditions as are included in these Association Membership terms and conditions:
- Compleat Secretariat Services Limited, 8 Barnes Wallis Road, Fareham, PO15 5TU
10.7 Each party must ensure compliance with applicable national data protection laws at all times during the Term of this Agreement.
10.8 Each party warrants that it has a valid registration with the Information Commissioner’s Office which, by the time exchange of any Shared Personal Data is expected to commence, covers the intended data sharing pursuant to this Agreement, unless an exemption applies.
10.9 Each party warrants and undertakes that it will:
1. process any Shared Personal Data in compliance with all applicable Laws, enactments, regulations, orders, standards and other similar instruments that apply to its Personal Data processing operations;
2. make available upon request to data subjects who are third party beneficiaries a copy of this Agreement, unless the clause contains confidential information;
3. respond within ten working days and as far as reasonably possible to enquiries from the relevant data protection authority in relation to the Shared Personal Data;
4. respond to Subject Access Requests in accordance with the privacy and data protection laws;
5. where applicable, maintain registration with all relevant data protection authorities to process all Shared Personal Data for the Agreed Purpose.
10.10 The Association will securely process data throughout the term of the agreement. NGA will securely destroy all Personally Identifiable Data within three months of the termination of the agreement.
10.11 To request a change or removal of your personal information please send an email to info@agi.org.uk.
11. Variation
11.1. We may change these Terms at any time on giving you 14 days prior written notice. If you object to the changes we plan to make to the Terms, you are entitled within 14 days of the date of such notice to email us at info@agi.org.uk terminating your membership. Provided we receive your notice of termination within such 14-day period we will:
• confirm the termination of your membership in writing to you; and
• refund such proportion of your membership fee as relates to the unexpired period of your annual membership (calculated by reference to the value of benefits you have received up to that date, in proportion to the value of membership benefits available during your whole membership year).
11.2 If you do not give us notice of termination as set out above, then at any time the most recent edition of these Terms available on the AGI website will be binding on you.
12 Indemnity
12.1 You agree to indemnify us and any related third parties in full from and against all third party claims, liabilities, losses and expenses (including reasonable legal fees) incurred or suffered by such persons arising out of any breach by you of any term in these Membership Terms and Conditions.
13 Liability
13.1 The Association excludes all liability for direct, indirect, punitive or consequential loss or damage which arises as a result of your membership or use of the Members’ Portal.
Version 1.0. Dated 1 March 2021