Privacy Policy Terms

By visiting any IMA website or otherwise providing personal information to IMA or any of its Strategic Interest Groups (SIGs) via any other means, you accept and consent to the practices described in this Privacy Policy.

Incentive Marketing Association

Date November 14, 2018

Who We Are
The Incentive Marketing Association (IMA) is an organization of providers of incentive merchandise and services dedicated to promoting high standards of professionalism in the incentive and recognition field, creating greater awareness of incentives, and helping its members prosper in a changing business environment through education, training, research, and marketing services.

Privacy Notice:
This Privacy Policy explains the practices employed by the Incentive Marketing Association in collecting and using information related to the association membership, events and other activities.

All data collected and processed for these purposes is conducted in line with the requirements of international data regulations including the GDPR. Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as: 

“any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

Our services are not intended for children and we do not knowingly collect data relating to children.

How We Collect and Use Your Personal Information 
We collect and use your personal information in order to provide information and services to you and/or your organization, to manage our relationship with you, to carry out our obligations and enforce our rights arising under any contractual agreements entered into between you and us (including for billing and collection purposes), to respond to inquiries and provide information or advice about industry questions or IMA events or services, to provide you with access to protected areas of our website and notify you about changes to our website, to improve our events and services, and to improve the quality of our client service. 

Type of Data Collected
Depending on the nature of your interaction with us, we may collect the following types of personal information from you: current and historical information about your name, contact details (including postal address, email address, telephone number, etc.), organizational affiliations, positions held, forms submitted, communication preferences, payment details, details of the events/programs you have participated in, and any additional information relating to you that you have provided to us directly or indirectly through your access and use of our websites, by email or telephone, client surveys or conversations with our staff or otherwise. 

Use of Our Website 
We may also collect information about your access and use of our website, including information about your computer and internet connection (e.g., IP address, operating system, browser type) and details about your visits to our website (e.g., traffic and location data, logs and other communication data, and the resources you use and access on the website). We may also collect information that is not personal information because it does not identify you or anyone else, such as collecting anonymous answers to surveys or aggregated information about how users use our websites. We use this information to help us better suit our users’ needs.

When you engage in a new action with IMA (membership or conference/event registration) you will be asked to consent to the use of your information for the purposes outlined above. You may withdraw your consent at any time by logging into your member profile and viewing your communication options or by contacting the IMA global office at

Your refusal to, or withdrawal of, consent will affect our ability to promote your company to prospective customers and provide promotional information, services and/or communications to you related to IMA membership and activities.

Retention Period

Information for individuals who have not engaged with the Incentive Marketing Association for over three years will be removed from the database.

Third Party Websites 
Our website may contain links to other websites that are outside our control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from ours.

Third Party Access to Data
We may provide your data to third parties for the legitimate purposes of fulfilling member benefits by promoting your company to potential customers or conducting industry research.  Any third party processing your information is also bound by this privacy policy and cannot use, store, or distribute your data for any purpose others than its intended purpose. 

Direct Marketing Materials 
We may collect, hold and use your personal information to send you direct marketing communications and information about IMA events and member benefits that we believe may be of interest to you. These communications may be sent in various forms, including without limitation mail and email, in accordance with applicable marketing laws. At any time you may opt–out of receiving marketing communications from us by using the opt–out facilities specified in our direct marketing communications or by contacting us at We will then ensure that your contact information is removed from the marketing contact list.  Be aware that if you choose to opt-out of email communication it will include ALL promotional communication sent via this method and not just that related to one specific topic.

How to Access and Update Your Personal Information and Consent
You may update your consent designations at any time by logging into your member profile and viewing your communication options  or by contacting the IMA national office at

Your rights as a data subject
At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organization.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
  • Right to judicial review: in the event that IMA refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain.

Any requests will be forwarded on should there be a third party involved in the processing of your personal data.