Privacy notice

Last updated: 27 October 2026

This notice explains what personal data PINM collects through pinm.ie, why we collect it, who helps us handle it, how long we keep it and what your rights are. In this notice "we", "us" and "PINM" mean the Professional Institute for Nurses and Midwives.

The data controller is PROFESSIONAL INSTITUTE FOR NURSES AND MIDWIVES (PINM) COMPANY LIMITED BY GUARANTEE, trading as PINM. We are registered in Ireland with the Companies Registration Office, number 818484. Our registered address is 39 Old Muirhevna, Dublin Road, Dundalk, Louth, A91 D1W4, Ireland.

For anything about your data, email hello@pinm.ie.

To make you a member we ask for:

• your name, and your title if you want to give one;
• your email address;
• which group you belong to: registered nurse, registered midwife, both, student, retired, or practising abroad;
• depending on that group: your NMBI PIN (optional), your college and year (students), or your overseas regulator and registration number (if you practise abroad);
• if you choose to give them: your phone number, your address, your grade and your place of work;
• whether you chose monthly or yearly membership;
• whether you want updates from PINM.

We use this to run your membership: to confirm you can join, to take your membership payments, to give you a member account, to send you your welcome, your certificate and your membership emails, and to keep our member records. We also record that you accepted our terms and this notice, and when.

If you start joining but do not finish paying, we keep your application so you can come back and finish it.

Payments are taken by Stripe. You type your card details on Stripe's own payment page, not on pinm.ie, and we never see or store your full card number. Stripe tells us whether a payment worked, your plan and your renewal date. We keep a reference to your Stripe customer record so we can match payments to your membership.

To change your card, switch between monthly and yearly, see your invoices or cancel, you use the billing page Stripe provides for us, which you reach from your member area.

Members and PINM staff sign in with a one-time link sent by email. There is no password. Our sign-in service is Clerk. Clerk holds your email address and your sign-in sessions so it can confirm it is you. We decide what you can see once you are signed in.

For PINM staff, we keep a record of when each staff member used the admin area. This helps us keep the admin area secure.

When you register for the conference we ask for your name, email address, role, organisation and whether you are a PINM member. You can also tell us about dietary needs and access needs.

Dietary and access needs can be health information. We only collect them if you tick the box agreeing to how we use them, and we only use them to plan catering and access for the event. Staff see catering totals as numbers.

We use your registration to hold your place, email you your confirmation and a calendar invite, and run the event. If you ask for a reminder email, we record that you agreed and send you one reminder.

The 3Rs survey (recruitment, retention and retirement) is anonymous. We do not store your name, your IP address or your browser details with your answers. Answers are stored with the date only, not the time.

At the end you can choose to leave an email address, for example to get the report or to take part in a follow-up study. That email is stored separately from your answers, with only the month, so it cannot be linked back to what you answered. We do not count survey pages in our website statistics.

When you use the contact form we keep your name, email address, the topic you chose and your message. We use them to answer you. We email you a copy to confirm we received it.

If you tick "Send me updates from PINM" when you join, we may email you news about PINM. You can change your mind at any time by emailing hello@pinm.ie. Emails about your membership itself, such as payment and renewal emails, are not updates: we send those to every member.

The website sets only the cookies it needs to work. If you click Accept on the cookie banner, two more things are switched on:

• Page counts. We count page views with PostHog. This uses no cookies and builds no profile of you. Each page view is counted as a new, anonymous visitor. We send the page address without any search terms, and only the name of the website you came from.
• Error reports. If a page breaks, we send a report to Sentry so we can fix it. The report holds the page address and technical details of the error. Anything that looks like an email address or a password is removed before it is sent.

If you click Reject, neither is switched on. You can change your answer at any time from "Cookie settings" at the bottom of every page. Our cookies page has the details.

To protect our forms from spam we use Cloudflare Turnstile, which checks that a form is being sent by a person. To stop a form being sent too often, we count attempts using a scrambled version of your IP address. We do not store your IP address in our database.

PINM staff can use an AI assistant called Florence inside the admin area. When a staff member asks Florence about members, Florence can see a member's name, membership status, plan, group and renewal date. It never sees email addresses, phone numbers, addresses, notes or payment details. For enquiries and conference registrations it sees names and summary details only, never contact details, messages, or dietary or access needs.

Florence's requests go through OpenRouter to an AI model provider. We set every request so that the provider does not keep the data and does not use it to train its models. Staff chats are deleted automatically after a set time.

• To provide your membership and take payments: because it is needed for our agreement with you (contract).
• Conference registration, answering your messages, survey contact emails: to do what you asked us to do.
• Updates from PINM, page counts and error reports, conference reminders: your consent. You can withdraw it at any time.
• Dietary and access needs: your explicit consent.
• Keeping financial records: because the law requires it (legal obligation).
• Keeping the website and admin area secure, stopping spam and keeping records of consent: our legitimate interest in running a safe and reliable service.

We use these service providers to run the website. They handle personal data only on our instructions.

• Supabase stores our database. Our database is hosted in Frankfurt, Germany.
• Cloudflare hosts the website, stores files such as images and reports, and runs our spam check (Turnstile). Our file storage is set to the EU.
• Stripe takes membership payments and runs the billing page.
• Clerk runs sign-in.
• Resend sends our emails, from hello@pinm.ie.
• PostHog counts page views, only if you accept, using its EU service.
• Sentry receives error reports, only if you accept, using its EU (Germany) service.
• OpenRouter and the AI model provider it routes to run Florence, the staff assistant described above.

We do not sell your data and we do not share it with anyone for their own marketing.

Some of these providers are based in, or use services in, the United States or elsewhere outside the European Economic Area. When your data leaves the EEA, we make sure it is protected, for example through the European Commission's Standard Contractual Clauses or the EU-US Data Privacy Framework. You can email us for more details.

• Membership records: while you are a member, and for 6 years after your membership ends, because we must keep financial records for that long. After that we erase your personal details.
• Unfinished applications: up to 12 months, then we delete them.
• Conference registrations: up to 12 months after the event.
• Contact form messages: up to 2 years after we answer.
• Survey contact emails: until the report is shared or the follow-up study ends, then we delete them. Anonymous survey answers may be kept for research.
• Records of your consent: as long as we rely on that consent, and for as long as we may need to show we had it.
• Staff assistant chats: deleted automatically after a set number of hours.

You have the right to:

• ask for a copy of the data we hold about you;
• ask us to correct it;
• ask us to erase it;
• ask us to limit how we use it, or object to how we use it;
• get your data in a format you can take elsewhere;
• withdraw your consent at any time, where we rely on consent. This does not affect what we did before.

To use any of these rights, email hello@pinm.ie. We will answer within one month. If you are still paying for a membership, we will need to cancel it before we can erase your details.

If you are unhappy with how we handle your data, please tell us first at hello@pinm.ie. You also have the right to complain to the Data Protection Commission, Ireland's data protection regulator, at www.dataprotection.ie.

We may update this notice. The date at the top shows when it last changed. If we make an important change, we will tell members by email.