The Sussex Guild
Privacy and Cookies
The Sussex Guild is committed to protecting your privacy. This policy explains how we collect and use the personal information you provide to us whether online or via phone, mobile, e-mail, letter or other correspondence.
By using our website, any of our services, or providing us with any personal information we will assume you are agreeing to your information being used and disclosed in the ways described in this policy.
The EU General Data Protection Regulation (GDPR) effective from May 2018 gives all EU citizens more rights and protections for their personal data, to minimise the possibility of theft and fraud.
These regulations include provisions for the following areas:
- The right to be informed: Organisations must publish a privacy notice, in addition to explaining transparently how they use this personal data.
- The right of access: Individuals will have the right to demand details of any of their data that an organisation may hold. This information must be provided within one month of request at no charge to the individual.
- The right to rectification: If a person’s data is incorrect or incomplete, he or she has the right to have it corrected. If the organisation that holds the information has passed any of that information to third parties. The company must inform the third party of the correction and inform the person which third parties have their personal data.
- The right to be forgotten: A person may request the removal of his or her personal data in specific circumstances.
- The right to restrict processing: Under certain circumstances, an individual can block the processing of his or her personal data.
- The right to data portability: A person can access their data for their own use anywhere they prefer.
- The right to object: A person can object to the use of their personal data for most purposes. We operate our Data protection in compliance with BS 10012:217: Specification for a personal information management system.
Our core principles regarding user privacy and data protection
User privacy and data protection are inviolable human rights
- We have a duty of care to people contained within our data.
- Data is a liability: it should only be collected and processed when absolutely necessary.
- We despise spam in all its forms.
- We will never sell, rent or otherwise distribute or make public any personal information
Alongside our business and internal computer systems, The Sussex Guild website is designed to comply with the following national and international legislation with regards to data protection and user privacy:
- UK Data Protection Act 1988 (DPA)
- EU Data Protection Directive 1995 (DPD)
- EU General Data Protection Regulation 2018 (GDPR)
This site’s compliance with the above legislation, all elements of which are stringent in nature, means that this site is likely compliant with the data protection and user privacy legislation set out by many other countries and territories as well. If you are unsure about whether this site is compliant with your own country of residences’ specific data protection and user privacy legislation you should contact us (our contact details are under the Privacy Queries heading) for clarification.
Data Protection Act
In carrying out our day to day activities we process and store personal information relating to our supporters and we are therefore required to adhere to the requirements of the Data Protection Act 1998. We take our responsibilities under this act very seriously and we ensure the personal information we obtain is held, used, transferred and otherwise processed in accordance with that Act and all other applicable data protection laws and regulations including, but not limited to, the Privacy and Electronic Communication Regulations.
This website collects and uses personal information for the following reasons:
Site visitation tracking
Like most websites, this site uses Google Analytics (GA) to track user interaction.
We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to track their journey through the website.
Although GA records data such as your approximate geographical location, device, internet browser and operating system, none of this information personally identifies you to us.
Disabling cookies on your internet browser will stop GA from tracking any part of your visit to pages within this website. See: ‘Changing your cookie preferences’ below.
We use an online form to help you contact us. The information collected by these forms is send to us via email and stored in the website’s database, long enough to enable us to manage our processes.
We delete any information when it is no longer needed.
If you choose to join our newsletter mailings (which is sent via email), the email address that you submit to us will be stored in MailChimp, which we use for our email marketing. We consider this company to be a third party data processor. The email address that you submit will be stored within this website’s own database but not in any of our internal computer systems.
Your email address will remain within MailChimp database on our website for as long as we continue to use this platform for email marketing or until you specifically request removal from the list.
You can do this by unsubscribing using the unsubscribe links contained in any email newsletters that we send you or by requesting removal via email. When requesting removal via email, please send your email to us using the email account that is subscribed to the mailing list.
Postal Mailing List
If you choose to join our postal mailing list (which is sent via Royal Mail), the address details that you submit to us will be stored on a password-protected storage device within a locked location. Our annual mailing is processed by a designated Sussex Guild Member who has been assigned the role of the Mailing List Manager.
Your address will remain on the storage device for as long as we continue to use this platform for marketing or until you specifically request removal from the list.
You can do this by unsubscribing by writing to us at any time and you will be reminded of this option on each mailing. When requesting removal via email or letter, please send your unique identifier or name & address so that we can easily identify you in order to remove you from our postal mailing list.
To unsubscribe from our postal mailing list please contact us at:
The Sussex Guild, Mailing List Manager, The North Wing, Southover Grange, Southover Road, Lewes, East Sussex BN7 1TP, Email: email@example.com
Information sharing and disclosure
We will not sell or swap your information with any third party.
We may share your information with our data processors. These are trusted partner organisations that work with us in connection with our organisation’s purposes. All our trusted partners are required to comply with data protection laws and our high standards and are only allowed to process your information in strict compliance with our instructions. We will always make sure appropriate contracts and controls are in place and we regularly monitor all our partners to ensure their compliance.
We may disclose your personal information to third parties if we are required to do so through a legal obligation (for example to the police or a government body); to enable us to enforce or apply our terms and conditions or rights under an agreement; or to protect us, for example, in the case of suspected fraud or defamation.
We do not share your information for any other purposes.
The accuracy of your information
We aim to ensure that all information we hold about you is accurate and, where necessary, kept up to date. If any of the information we hold about you is inaccurate and either you advise us or we become otherwise aware, we will ensure it is amended and updated as soon as possible.
Storing your information
We will keep your information for as long as required to enable us to operate our services but we will not keep your information for any longer than is necessary. We will take into consideration our legal obligations and tax and accounting rules when determining how long we should retain your information. When we no longer need to retain your information we will ensure it is securely disposed of, at the appropriate time.
For all areas of our website which collect personal information, we use a secure server. Although we cannot 100 percent guarantee the security of any information you transmit to us, we enforce strict procedures and security features to protect your information and prevent unauthorised access.
What are cookies?
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work better, as well as to provide information to the owners of the site. A cookie often contains a unique number, which can be used to recognise your computer when a user of your computer returns to a website that it visited previously.
Changing your cookie preferences
The “Help” menu in the toolbar of most web browsers will tell you how to change your browser’s cookie settings, including how to have the browser notify you when you receive a new cookie, and how to disable cookies altogether. An online guide is available if you have difficulties trying to change your browser settings.
We have classified our cookies into two broad types – ‘first party cookies’ and ‘third party cookies’:
- We use Google Analytics cookies which help us monitor the site and improve it to make your experience better.
- We also use some social media cookies which allow you to interact with our website through various social media sites such as Facebook, Twitter and YouTube.
- Our content management system will also set cookies without which the site could not function.
In addition, cookies may be either ‘session cookies’ or ‘persistent cookies’. Your computer automatically removes session cookies once you close your browser. Persistent cookies will survive on your computer until an expiry date specified in the cookie itself, is reached.
We do not use third-party cookies that track your usage on this and other websites to serve advertising.
In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, The Sussex Guild shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).
Changes to the policy
This policy replaces all previous versions and is correct as of the date at the end of this web page. We will regularly review and update this Privacy and Data Protection Statement and will update, modify, add or remove sections at our discretion. Any changes will be notified to you through on this page. Your continued use of our website, any of our services and/or the continued provision of personal information after we have posted the changes to these terms will be taken to mean you are in agreement with those changes.
You have the right to:
- request a copy of the information we hold about you;
- update or amend the information we hold about you if it is wrong;
- change your communication preferences at any time;
- ask us to remove your personal information from our records;
- object to the processing of your information for marketing purposes;
- or raise a concern or complaint about the way in which your information is being used.
If you wish to find out more about these rights or obtain a copy of the information we hold about you, please contact us at:
The Sussex Guild, Data Protection, The North Wing, Southover Grange, Southover Road, Lewes, East Sussex BN7 1TP, Tel: +44 (0) 1273 479565
If you have any questions or queries about this Privacy and Data Protection Statement, please contact us using the above address and contact details.
Date of publication: 22nd May 2018