The Writing Web Privacy Notice

  1. The Writing Web is committed to processing data in accordance with its responsibilities under the EU General Data Protection Regulation. The only lawful bases for collecting and processing personal data are: consent, contract, legal obligation, vital interests, public task or legitimate interests.
  2. Our Responsibilities
    1. All personal data that we collect and process will be:
      1. processed lawfully, fairly and in a transparent manner
      2. collected for specified, explicit and legitimate purposes only
      3. adequate, relevant and limited to what is necessary
      4. accurate and kept up to date
      5. kept no longer than necessary
      6. appropriately secured
  3. Your Rights
    1. You have the right to:
      1. object to the processing of your personal data by The Writing Web
      2. be told that we are collecting and processing your personal data, what personal data we are collecting and processing, why we are collecting and processing it and who we are sharing it with. We must provide this information in a way that is concise, transparent, intelligible and easily accessible
      3. have inaccurate or incomplete personal data that we hold on you corrected
      4. request the erasure and disposal of personal data we hold about you
      5. restrict the way that The Writing Web processes your personal data
      6. obtain and reuse your personal data for your own purposes across different services including moving, copying or transferring personal data that we hold digitally to another digital environment in a safe and secure way.
    2. We must action any request to activate your rights without delay (within a month at the latest). If exceptional circumstances mean that it will take longer for us to respond to your request or that we have to make a charge, we must explain why.
    3. We may need to verify that a request to activate your rights originated from you before actioning it.
    4. If we decide that we cannot comply with your request, we must explain why.
  4. Opt-Out Requests
    1. Anyone who believes that The Writing Webcollects or processes their personal data may activate any of their rights at any time by emailing us at in**@5r***************.com.
    2. In addition, we want to make it as easy as possible to opt-out or unsubscribe from communications. You may opt-out of all further communications at any time. If you request to opt-out we will remove your personal data from our database. Group emails to our database include an ‘unsubscribe’ button.
  5. Circumstances In Which We Collect And Process Personal DataWhen you visit our website:
    1. Our website is hosted by  Bestwebhosting. When you visit our website,  Bestwebhosting collects information to identify and track visitors, usage and access preferences. This information is collected to enable Bestwebhosting to understand more about how visitors use our website.
    2. Bestwebhosting does not provide The Writing Web with any personal data about visitors to our website. The only information that we have access to is anonymised analytics on website traffic (e.g. number of visitors). We do not routinely access this data.
    3. Read Bestwebhosting’s full privacy policy.

    If you subscribe to receive further information:

    1. If you want to receive further information from The Writing Web about our work, you can submit an email address. We will add your email address to our contacts database (see paragraph 16).

    If you are included in our contacts database:

    1. The Writing Web maintains a contacts database of relevant people with whom we come into contact in the course of pursuing our charitable objectives. The types of personal data we collect in our contacts database includes: name, job title, organisation, email address, address, phone numbers, video conferencing ID, mutual interests or contacts.
    2. We use a third party provider, Mailchimp, to hold our database securely and to deliver our e-communications. Mailchimp is operated by the Rocket Science Group LLC. Mailchimp collects information to allow us to see whether our communications are delivered, are opened or the links are clicked on, so that we can measure the performance of our communications. Read Mailchimp’s full privacy policy. Mailchimp has confirmed that it is committed to compliance with the General Data Protection Regulation.
    3. In addition to our main contacts database, we may collect and process personal data in our internal office management systems (including email accounts, address books, cloud storage facilities and document management systems) of those who work for or represent The Writing Web. For example, we may store email addresses from emails we receive so that we can contact that person again, we may file business cards, we may follow up on introductions to individuals and organisations with relevant expertise or similar interests or we may record the publicly available contact details of individuals and organisations with whom The Writing Web should engage. We are often introduced by other organisations, and we sometimes introduce people in our network.
    4. At any time you may request to activate any of your rights (see above) including the right to have your personal data deleted. Please contact in**@th***********.org
  6. Security
    1. The Writing Web ensures that personal data is stored securely. Our security software is kept up-to-date and appropriate back-up and recovery solutions are in place. Personal data stored in hardcopy is stored in our secure office.
    2. 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, we will promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the relevant parties
  7. Children’s and Young People’s Data
    1. Where we hold the personal data of a person under the age of 18, for example a child who contributes to a workshop, we will make certain that the child (and/or the parent of the child is under 13) understands beyond doubt the ways in which their data may be used. It is our policy not to share a child’s data unless it is prearranged, and for reasons that are transparent, accountable, understood and in the child’s best interests.
    2. The Writing Web adheres to the Information Commissioner’s Office (ICO) guide to the General Data Protection Regulation (GDPR) and associated checklists1
  8. ICO Checklists