Privacy Policy

Privacy Policy

 

1.About this Policy

 

1.1 This policy explains when and why we collect personal information about our event attendees how we use it and how we keep it secure and your rights in relation to it.

 

1.2 We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.

 

1.3 We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website www.historicalwriters.org regularly for any amendments (but amendments will not be made retrospectively).

 

1.4 We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.

 

1.5 For specific policies relating to membership subscriptions, prize applications, events bookings and voluntary positions please see the relevant sections below.

 

2.Who are we?

 

2.1 The Historical Writers Association is a company limited by guarantee and registered in England no. 09132674

 

2.2 We can be contacted at admin@historicalwriters.org or through our registered address  The Union Building, 51-59 Rose Lane, Norwich, NR1 1BY. Members may use our communication address of 4 Crane Mews, Gould Road, Twickenham, TW2 6RS

 

 

3.How we protect your personal data

 

3.1 We will not transfer your personal data outside the EU without your consent.
3.2 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
3.3 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
3.4 For any payments which we take from you online we will use a recognised online secure payment system.
3.5 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

 

 

4.Who else has access to the information you provide us?

 

4.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law.
4.2 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). We do this for the purpose of our legitimate interests in operating our events, membership and grants and for performing our contract with you. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (subprocessors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for their own purposes.

 

 

5.How long do we keep your information?

 

5.1 We will hold your personal data on our systems for as long as it is in the HWA’s legitimate interests to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.

 

5.2 We securely destroy all financial information once we have used it and no longer need it.

 

 

6.Your rights

 

6.1 You have rights under the GDPR: (a) to access your personal data (b) to be provided with information about how your personal data is processed (c) to have your personal data corrected (d) to have your personal data erased in certain circumstances (e) to object to or restrict how your personal data is processed (f) to have your personal data transferred to yourself or to another business in certain circumstances.
6.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner: https://ico.org.uk/concerns/ 0303 123 1113. Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF For more details, please address any questions, comments and requests regarding our data processing practices to our Administrator at admin@historicalwriters.org

 

Cookies / Google Analytics

Cookies are small text files that are placed on your computer by websites that you visit. They are commonly used to make websites work more efficiently, as well as to provide information to the owners of the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.

 

Our site uses Google Analytics: a web analytics service provided by Google, Inc. Google Analytics sets cookies in order to evaluate your use of our site. Google’s privacy policy, and information on rejecting or deleting their cookies can be found at www.google.com/intl/en/policies/privacy/.

 

 

Changes to our privacy policy

Any changes made will be posted to this page, and will apply from the time we post them. This privacy notice was last changed on 22/05/2018

 

HWA Privacy Policy relating to membership subscriptions

The personal information supplied by you as a member is used, according to the legal requirements of the GDPR on the basis of the following purposes:

  • To communicate with you as a member of the Historical Writers’ Association
  • Personal details will be held electronically and may, at times, be in paper form.

Please also note that

  • We use WebCollect to manage our membership subscriptions. For details of their privacy policy please see https://webcollect.org.uk/help-topic/privacy-notice
  • Within 6 months of you ceasing to be a member your details (name, address, email) will be deleted from WebCollect but will be archived for financial and legal considerations
  • Details of subscriptions are kept for six years on our secure cloud based storage system before being permanently archived
  • If anybody within or outside the organisation wishes to contact you personally, you will be asked at the time whether you are prepared for your details to be passed on
  • We use MailChimp to send out members’ newsletters. For details of their privacy policy please see https://mailchimp.com/legal/privacy/
  • Members newsletters are a summary of events that we have coming up and resources that we are developing that we want to share with our community.
  • Your details are added to Mailchimp strictly for the purposes of sending out each newsletter and then deleted within 5 days.

HWA Privacy Policy relating to membership

  • Every member who joins as an author will have their own profile page set up on the HWA website. This will list your name and have a place for you to add any publications, contact details and biography.

What we collect:

  • We collect anonymous visitor information when you browse pages on our website. We cannot link this back to you as an individual.
  • If you log in to our website we may collect information about the pages you visit and any changes you make to your profile or your books. This may include your approximate location (city or county) as provided by your Internet service provider.
  • If you complete a form on our website then we may store your details along with your IP address may indicate your approximate location (city or county) as provided by your Internet service provider.

How we use the information:

  • To give us feedback on what content is popular so we can optimise the structure and layout of the site.
  • To administer contests, promotions, surveys, activities or other site features.
  • To send periodic emails.
  • To respond more effectively if you contact us.

How We Protect Your Information

  • Our website is hosted with a large, reputable, UK-based provider. All of our website data and backups are stored on servers with major suppliers in Europe or North America.
  • We actively maintain our website systems to protect against security risks and we have additional security software in place.

HWA Privacy Policy relating to the Historia Magazine newsletter

  • We use MailChimp to send out newsletters to those who have signed up for Historia Magazine. For details of their privacy policy please see https://mailchimp.com/legal/privacy/
  • Newsletters are a mixture of news items, blogs, summary of events that we have coming up and resources that we have developed that we want to share with our community. We have a monthly prize that subscribers may choose to enter
  • An option to unsubscribe is at the end of every email and subscribers may update their settings at any time
  • We use Rafflecopter for giveaways. For details of their privacy policy and how it relates to your entry and your details in any of our giveaways please see https://www.rafflecopter.com/privacy-policy
  • We only use the data entered in Rafflecopter to contact our winners and only use the email address/postal address to facilitate the distribution of prizes, with full permission of the winner.
  • We do not add entrants to any other mailing lists or store their data outside of Rafflecopter.
  • For details regarding Google analytics please refer to the main section above

 

HWA Privacy Policy relating to prize submissions

The personal information supplied by you as an applicant for any of our prizes is used, according to the legal requirements of the GDPR on the basis of the following purposes:

  • To communicate with you as an applicant for a HWA Award or Competition
  • To log your application in a spreadsheet and circulate to our Awards Committee in order to assess your nomination or entry
  • Personal details will be held electronically and may, at times, be in paper form.
  • If successful to log your bank details with the Co-operative bank so that awards can be paid electronically. Once logged any paper or email advice of your bank details is destroyed.

Please also note that

  • Your bank details will be deleted from the Co-operative bank account once it is confirmed that there are no further payments to be made to you
  • We use Wufoo to manage our prize applications. For details of their privacy policy please see https://www.wufoo.com/privacy/2016-01-18/
  • All prize applications are kept for six years on our secure cloud-based storage system before being permanently archived.
  • If anybody within or outside the organisation wishes to contact you personally you will be asked at the time whether you are prepared for your details to be passed on.

 

HWA Privacy Policy relating to event bookings

The personal information supplied by you as an applicant for any of events is used, according to the legal requirements of the GDPR on the basis of the following purposes:

  • To communicate with you as an attendee at our events
  • To process payments for any bookings. Once logged any paper or email advice of your bank details is destroyed
  • To log your booking in a spreadsheet and circulate to our committee to confirm attendance if required
  • To circulate your name, dietary and access requirements to venues. To circulate your name, email address and affiliation to printers for the purposes of printing name badges and compiling any conference booklet or schedules if required.
  • Personal details will be held electronically and may, at times, be in paper form.

Please also note that

  • We use EventBrite to manage our event bookings. For details of their privacy policy please see eventbrite.co.uk/support
  • All event bookings are kept for six years on our secure cloud-based storage system before being permanently archived.

 

HWA Privacy Policy relating to trustees, officers, committee members and volunteers 

The personal information supplied by you as a committee member/volunteer is used, according to the legal requirements of the GDPR on the basis of the following purposes:

  • To communicate with you as a committee member and/or volunteer of the HWA
  • To log your bank details with the Co-operative bank so that expenses can be paid electronically. Once logged any paper or email advice of your bank details is destroyed
  • To log your name and address at Companies House, via their website (if legally required)
  • To add your email address to any respective group email addresses as required

 

Please also note that

  • Within 14 days of you ceasing to be a committee member your details will be deleted from Companies House’s website
  • Within 14 days of you ceasing to be a trustee or member of any subcommittee your email will be removed from the respective group email address
  • Your bank details will be deleted from the Co-operative bank account once it is confirmed that there are no further payments to be made to you
  • If anybody within or outside the organisation wishes to contact you personally you will be asked at the time whether you are prepared for your details to be passed on
  • Your biography will be circulated with the notice of the AGM and added to our website but no contact details will be publically listed. Your details will be removed from the website within 14 days of you ceasing to be an officer, committee member or volunteer

 

If any of the above is not acceptable to you and/or you have any queries, please contact the Administrator admin@historicalwriters.org