Privacy and cookies statement
We are committed to protecting your personal information and being transparent about what we do with it, however you interact with us. We are therefore committed to using your personal information in accordance with our responsibilities. As part of this, we are required to provide you with the information in this Privacy Notice under applicable law which includes:
- the Data Protection Act 1998, which will be replaced by the General Data Protection Regulation (EU) 2016/679 from 25 May 2018
- the Privacy and Electronic Communications (EC Directive) Regulations 2003.
We won’t do anything with your information you wouldn’t reasonably expect, and this policy explains how and what we do with your data and why we use and store it.
- How we collect information about you
- What personal information we collect
- Why we collect your personal information and how it is stored
- How long we store your personal information
- When we share your personal information
- Collecting your consent
- Protecting your data
- Your rights for your personal data
- External websites and social media platforms
- How to make a complaint or raise a concern
If you have any queries about our Privacy Notice, please contact us by email on email@example.com or using the ‘Contact us’ form on the website.
How and when we collect information about you
We may collect and store information about you whenever you interact with us. Examples of this include:
- When you sign up for our newsletter
- When you sign up for one of our events
- When you contact us with a query
- When you offer to write content for our website
- When you post or comment on a post on one of our social media groups or pages.
What personal information we collect
The types of personal information we collect will be based on the way in which you interact with The London Literary Salon. The majority of this information will be personal information, primarily your name and email address, occasionally and optionally your postal address, telephone number, age and gender. The nature of the personal information collected will be based on how you interact with us, which is detailed in the following section. In all cases we only collect information that we need.
What we collect your personal information and how it is stored
In almost all cases will only ever contact you following initial contact by you or following provision of personal information by you. We use and store your personal information in the following ways:
- When you contact us with a query of any kind by email (e.g. regarding our newsletter, an event, our website) we use the information you have provided to respond to your initial message. We then delete any emails considered to be solved and w not hold any information (emails or email addresses) we deem to be no longer needed.
- You may interact with us via a page, group or account on a social media platform (e.g. Facebook, Twitter or Instagram) . In these cases, your interaction with us is stored on that page, group or account on which it was posted. Such interactions may include personal information such as your name. If you would like any such interactions to be removed please either delete the interaction yourself, send us a message on the platform in question, or email us at firstname.lastname@example.org The personal information stored will be determined by your privacy settings on the social media platform in question.
- We may use your personal information to record and deal with a complaint, to record a request not to receive further information and for other essential, internal record keeping purposes. Following completion of any such tasks your personal details will be removed from the records.
- When you use our website anonymous user details will be collected to enable development of the website and for usage tracking, which is undertaken by Google Analytics. Further details of this type of data collection can be found in our Cookies section (Section 13).
- We may use your personal information to prevent crime and to keep our team and the public safe.
- We may use your personal information where we reasonably think that there is a risk of serious harm or abuse to you or someone else.
- We may be required to process your personal information to fulfil a legal, regulatory or tax obligation.
How long we store your information
We will keep your personal information collected for financial transactions, excluding your credit/debit card details, for as long as the law requires us to for tax or accounting purposes (which may be up to six years after a particular transaction).
When you unsubscribe from our newsletter your personal information will automatically be deleted through our mailing list database software, Mailchimp. If you wish to rejoin the mailing list at any point you will need to do this by contacting us.
In respect of any other personal information, we will retain it for no longer than necessary for the purposes for which it was collected, taking into account guidance issued by the Information Commissioner’s Office.
When we share your personal information
We will always only use your information for the purposes for which it was obtained. We will not, under any circumstances, sell or share your personal information with any third party for their own purposes, and you will not receive marketing from any other companies, charities or other organisations as a result of giving your details to us unless you explicitly consent to receive communication from them.
We may need to share your information with data hosting providers or service providers, such as our website developer, who help us to deliver our services. These providers will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations containing strict data protection clauses.
We will also comply with requests where disclosure is required by law, for example, we may disclose your personal information to the government for tax investigation purposes, or to law enforcement agencies for the prevention and detection of crime. We may also share your information with the emergency services if we reasonably think there is a risk of serious harm or abuse to you or someone else.
Collecting your consent
If you change your mind in regards to whether you receive such communications please follow the unsubscribe link in the correspondence from the organisation in question.
Protecting your personal information
We undertake biannual reviews of those who have access to information that we hold to ensure that your information is only accessible by appropriately trained staff and contractors.
If you use your credit or debit card to buy something or make a booking online, your card details are securely processed through PayPal. We never have direct access to your payment information.
Whilst we take all possible precautions to ensure your personal data is safe, there are always inherent risks in sending information by public networks or using public computers and we cannot 100% guarantee the security of data (including personal information) disclosed or transmitted over public networks.
Your rights to your personal information
Data protection legislation gives you the right to request access to personal information about you which is processed and stored by The London Literary Salon, and to have any inaccuracies corrected. You also have the right to ask us to delete your personal information or to object to our processing of your personal information. If you wish to exercise these rights, please email email@example.com
When asking for such a procedure, you will need to provide copies of two separate identification documents, such as a passport, driving licence, or utility bill, and any additional information that is relevant to the nature of your contact with us. This information will help us to locate your records. Please email them to firstname.lastname@example.org.
We will respond within 28 days, on receipt of your written request and copies of your identification documents. We reserve the right to charge a fee to process the request.
We have strict security measures in place to attempt to protect against the loss, misuse and alteration of personal information under our control. Whilst we can’t ensure or guarantee that loss, misuse or alteration of information won’t occur, we will always use standard industry methods to prevent this.
The transmission of information across the internet is never completely secure, and whilst we will always do our best to protect the security of your information, we cannot ensure or guarantee that loss, misuse or alteration of information won’t occur whilst you or we are transferring this information.
Where you or we have provided a password enabling you to access parts of our websites or use our services, it is your responsibility to keep this password confidential. Please choose a secure password and do not share it with anyone else.
You can switch cookies off by adjusting your browser settings to stop it from accepting cookies. Doing this is likely to limit the functionality of ours and a large proportion of the world’s websites as cookies are a standard part of most modern websites.
How to make a complaint or raise a concern
(Last updated: 19th June 2018)