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Privacy Policy |
The privacy and security of your personal information is extremely important to us. This privacy policy explains how and why the Association for Welsh Writing in English (AWWE) uses your personal data, to make sure you stay informed and can be confident about giving us your information.
This policy applies if you’re a member of the Association, a member of the Committee, or if you use any of our services (e.g. attend our conference), visit our website, email, call or write to us.
We’ll never sell your personal data and will only share it with organisations we work with when it’s required by law to do so and the privacy and security of your data is assured.
Who are ‘we’?
In this policy, whenever you see the words ‘we’, ‘us’, ‘our’, ‘the Association’, ‘AWWE’ it refers to Association for Welsh Writing in English.
The Association is a membership organisation, which aims to promote the study and scholarship of Welsh writing in English, to foster the life of the critical community that exists around such scholarly activity, and to provide a forum through which the field of study itself can be both promoted and enhanced. It organises an annual conference each year, and other related events. It also provides funding to support activities in the field.
If you have any questions in relation to this privacy policy or how we use your personal data they should be sent to [email protected] or addressed to AWWE, The University Registry, King Edward VII Avenue, Cathays Park, Cardiff CF10 3NS.
What personal data do we collect?
Your personal data (any information which identifies you, or which can be identified as relating to you personally – for example, name, address, phone number, email address) will be collected and used by us. We’ll only ever collect the personal data that we need.
We collect personal data in connection with membership status.
You can give us your personal data by filling in membership forms, contact forms, other forms on our website, or by corresponding with us by phone or email.
This personal data you give us may include name, title, address, age, gender, employment status, demographic information, email address, telephone numbers, personal description, photographs, work history, research history, details of publications and opinions.
Personal data provided by you
This includes information you give when you contact us, for example:
Personal data created by your involvement with us
Your activities and involvement with us will result in personal data being created. This could include details of how you’ve helped us by participating in AWWE events and activities. If you decide to donate to us then we’ll keep records of when and how much you have donated for accounting purposes.
Information we generate
We may conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with our work we may be able to build a profile which helps us decide which of our communications are likely to interest you. The Profiling section below gives more detail about how we use information for profiling.
Information from third parties
We never buy external data from third parties.
Sensitive personal data
At times we may collect sensitive personal data for Equal Opportunities monitoring, but this is only ever analysed at an aggregate level.
How we use your personal data
We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (GDPR)/UK Data Protection Act and Privacy of Electronic Communication Regulation.
Personal data provided to us will be used for the purpose or purposes outlined in any fair processing notice in a transparent manner at the time of collection or registration where appropriate, in accordance with any preferences you express. If asked by the police, or any other regulatory or government authority investigating suspected illegal activities, we may need to provide your personal data.
Your personal data may be collected and used to help us deliver our activities; below are the main uses of your data which depend on the nature of our relationship with you and how you interact with our various services, website and activities.
AWWE communications
Your privacy is important to us, so we’ll always keep your details secure. We’d like to use your details to keep in touch about Association activities that may be of interest to you.
If you allow us to contact you, we may send you information based on what is most relevant to you or things you’ve told us you are interested in. This could include working with us, subscription changes, and association events.
We’ll only send these to you if you agree to receive them and we will never share your information with third parties for inclusion in their marketing. If you agree to receive correspondence from us you can change your mind at a later date.
However, if you tell us you don’t want to receive AWWE communications, then you may not hear about events or other work we do that may be of interest to you.
We may use Mailchimp to correspond with you on our behalf. We only use third parties where we were confident that the third party will treat your data securely, in accordance with our terms and the requirements set out in the GDPR.
How can I change my contact preferences?
We very much want to stay in touch, but we don't want to out-stay our welcome. Let us know how you would like us to get in touch with you by contacting the Association Chair/s, [email protected].
We’ll always act upon your choice of how you want to receive communications (for example, by email or post). However, there are some communications that we need to send. These are essential to fulfil our commitment to you as a member or Committee member, or as an attendee at one of our events. Examples are:
Membership including newsletters
We use the personal data you provide as a member for sending renewal information by mail and/or email, for sending any members’ newsletter that we may decide to produce, and for sending information about our conferences/events, elections and Annual General Meeting.
Profiling
We know it’s important to our members to use our resources in a responsible way. So we use profiling and targeting to help us get to know our members and make sure that the communications we send to you are relevant to your interests. To do this we’ll analyse the information you provide us with via membership forms.
Sensitive personal data
The Act defines ‘sensitive personal data’ as information about racial or ethnic origin, political opinions, religious beliefs or other similar beliefs, trade union membership, physical or mental health, sexual life, and criminal allegations, proceedings or convictions.
We will never collect and process sensitive personal data without requiring the explicit consent of a member or delegate.
Your details
If you would like details of the information that the Association holds about you, please email us at [email protected]
If you would like to amend the details that we hold for you, please email us at [email protected]
You can also write to us at: AWWE, The University Registry, King Edward VII Avenue, Cathays Park, Cardiff CF10 3NS
Verification, updating or amendment of personal data will take place within 30 days of receipt of your request.
Your data protection rights (DPO)
Where the Association is using your personal data on the basis of consent, you have the right to withdraw that consent at any time. You also have the right to ask the Association to stop using your personal data.
Tell us using the details above.
Subject access rights
If you would like further information on your rights or wish to exercise them, please write to us at AWWE, The University Registry, King Edward VII Avenue, Cathays Park, Cardiff CF10 3NS or email [email protected].
We will also need you to provide information that will help us confirm your identity. If we hold personal information about you, we will give you a copy of the information in an understandable format together with an explanation of why we hold and use it.
Once we have all the information necessary to respond to your request we’ll provide your information to you within one month. This timeframe may be extended by up to two months if your request is particularly complex.
What to do if you’re not happy
In the first instance, please talk to us directly so we can resolve any problem or query. You also have the right to contact the Information Commissions Office (ICO) if you have any questions about Data Protection. You can contact them using their help line 0303 123 113 or at www.ico.org.uk.
Cookies and links to third party websites
Keeping your information
We will only use and store your information for as long as it is required for the purposes for which it was collected. How long it will be stored depends on the information in question, what it is being used for and, sometimes, statutory legal requirements.
How we secure your data
Information system and data security is imperative to us to ensure that we are keeping members and conference delegates safe.
All information you provide to us is stored on secure servers.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website, to any @awwe.org email addresses, or to the personal/professional email addresses of Committee members; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Personal data collected and processed by us may be shared with the following groups where necessary:
Storage of information
While the Association’s operations are based in the UK, some of our systems are provided by US companies. Using their products will result in data transfer to the USA. However we only allow this when we are certain that the information will be adequately protected (e.g. US Privacy Shield or Standard EU contractual clauses).
Payment card security
The association uses a third party to process debit card payments. Our online payment solutions are carried out using PayPal. This means that when you input card data into the payment page, you are communicating directly with PayPal who use a bank to pass your payment to us, which means that your payment card information is handled by the bank and not processed or held by us.
Changes to this privacy policy
We’ll amend this privacy policy from time to time to ensure it remains up to date and reflects how and why we use your personal data and new legal requirements. Please visit our website to keep up to date with any changes. The current version will always be posted on our website.
This privacy policy was last updated in May 2018.
This policy applies if you’re a member of the Association, a member of the Committee, or if you use any of our services (e.g. attend our conference), visit our website, email, call or write to us.
We’ll never sell your personal data and will only share it with organisations we work with when it’s required by law to do so and the privacy and security of your data is assured.
Who are ‘we’?
In this policy, whenever you see the words ‘we’, ‘us’, ‘our’, ‘the Association’, ‘AWWE’ it refers to Association for Welsh Writing in English.
The Association is a membership organisation, which aims to promote the study and scholarship of Welsh writing in English, to foster the life of the critical community that exists around such scholarly activity, and to provide a forum through which the field of study itself can be both promoted and enhanced. It organises an annual conference each year, and other related events. It also provides funding to support activities in the field.
If you have any questions in relation to this privacy policy or how we use your personal data they should be sent to [email protected] or addressed to AWWE, The University Registry, King Edward VII Avenue, Cathays Park, Cardiff CF10 3NS.
What personal data do we collect?
Your personal data (any information which identifies you, or which can be identified as relating to you personally – for example, name, address, phone number, email address) will be collected and used by us. We’ll only ever collect the personal data that we need.
We collect personal data in connection with membership status.
You can give us your personal data by filling in membership forms, contact forms, other forms on our website, or by corresponding with us by phone or email.
This personal data you give us may include name, title, address, age, gender, employment status, demographic information, email address, telephone numbers, personal description, photographs, work history, research history, details of publications and opinions.
Personal data provided by you
This includes information you give when you contact us, for example:
- Personal details (name, email, address, telephone numbers, and so on) when you join as a member
- Financial information (payment information such as credit or debit card or direct debit details, bank details for the payment of expenses)
- Your opinions and attitudes about the Association
Personal data created by your involvement with us
Your activities and involvement with us will result in personal data being created. This could include details of how you’ve helped us by participating in AWWE events and activities. If you decide to donate to us then we’ll keep records of when and how much you have donated for accounting purposes.
Information we generate
We may conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with our work we may be able to build a profile which helps us decide which of our communications are likely to interest you. The Profiling section below gives more detail about how we use information for profiling.
Information from third parties
We never buy external data from third parties.
Sensitive personal data
At times we may collect sensitive personal data for Equal Opportunities monitoring, but this is only ever analysed at an aggregate level.
How we use your personal data
We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (GDPR)/UK Data Protection Act and Privacy of Electronic Communication Regulation.
Personal data provided to us will be used for the purpose or purposes outlined in any fair processing notice in a transparent manner at the time of collection or registration where appropriate, in accordance with any preferences you express. If asked by the police, or any other regulatory or government authority investigating suspected illegal activities, we may need to provide your personal data.
Your personal data may be collected and used to help us deliver our activities; below are the main uses of your data which depend on the nature of our relationship with you and how you interact with our various services, website and activities.
AWWE communications
Your privacy is important to us, so we’ll always keep your details secure. We’d like to use your details to keep in touch about Association activities that may be of interest to you.
If you allow us to contact you, we may send you information based on what is most relevant to you or things you’ve told us you are interested in. This could include working with us, subscription changes, and association events.
We’ll only send these to you if you agree to receive them and we will never share your information with third parties for inclusion in their marketing. If you agree to receive correspondence from us you can change your mind at a later date.
However, if you tell us you don’t want to receive AWWE communications, then you may not hear about events or other work we do that may be of interest to you.
We may use Mailchimp to correspond with you on our behalf. We only use third parties where we were confident that the third party will treat your data securely, in accordance with our terms and the requirements set out in the GDPR.
How can I change my contact preferences?
We very much want to stay in touch, but we don't want to out-stay our welcome. Let us know how you would like us to get in touch with you by contacting the Association Chair/s, [email protected].
We’ll always act upon your choice of how you want to receive communications (for example, by email or post). However, there are some communications that we need to send. These are essential to fulfil our commitment to you as a member or Committee member, or as an attendee at one of our events. Examples are:
- transaction messaging, such as conference payment confirmation
- member-related mailings such as subscription renewal reminders, calls for papers, call for nominations for elections and notice of our Annual General Meeting.
Membership including newsletters
We use the personal data you provide as a member for sending renewal information by mail and/or email, for sending any members’ newsletter that we may decide to produce, and for sending information about our conferences/events, elections and Annual General Meeting.
Profiling
We know it’s important to our members to use our resources in a responsible way. So we use profiling and targeting to help us get to know our members and make sure that the communications we send to you are relevant to your interests. To do this we’ll analyse the information you provide us with via membership forms.
Sensitive personal data
The Act defines ‘sensitive personal data’ as information about racial or ethnic origin, political opinions, religious beliefs or other similar beliefs, trade union membership, physical or mental health, sexual life, and criminal allegations, proceedings or convictions.
We will never collect and process sensitive personal data without requiring the explicit consent of a member or delegate.
Your details
If you would like details of the information that the Association holds about you, please email us at [email protected]
If you would like to amend the details that we hold for you, please email us at [email protected]
You can also write to us at: AWWE, The University Registry, King Edward VII Avenue, Cathays Park, Cardiff CF10 3NS
Verification, updating or amendment of personal data will take place within 30 days of receipt of your request.
Your data protection rights (DPO)
Where the Association is using your personal data on the basis of consent, you have the right to withdraw that consent at any time. You also have the right to ask the Association to stop using your personal data.
Tell us using the details above.
Subject access rights
If you would like further information on your rights or wish to exercise them, please write to us at AWWE, The University Registry, King Edward VII Avenue, Cathays Park, Cardiff CF10 3NS or email [email protected].
We will also need you to provide information that will help us confirm your identity. If we hold personal information about you, we will give you a copy of the information in an understandable format together with an explanation of why we hold and use it.
Once we have all the information necessary to respond to your request we’ll provide your information to you within one month. This timeframe may be extended by up to two months if your request is particularly complex.
What to do if you’re not happy
In the first instance, please talk to us directly so we can resolve any problem or query. You also have the right to contact the Information Commissions Office (ICO) if you have any questions about Data Protection. You can contact them using their help line 0303 123 113 or at www.ico.org.uk.
Cookies and links to third party websites
- Cookies
- Links to other websites
Keeping your information
We will only use and store your information for as long as it is required for the purposes for which it was collected. How long it will be stored depends on the information in question, what it is being used for and, sometimes, statutory legal requirements.
How we secure your data
Information system and data security is imperative to us to ensure that we are keeping members and conference delegates safe.
All information you provide to us is stored on secure servers.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website, to any @awwe.org email addresses, or to the personal/professional email addresses of Committee members; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Personal data collected and processed by us may be shared with the following groups where necessary:
- AWWE Committee members
- Service Providers providing services to us.
Storage of information
While the Association’s operations are based in the UK, some of our systems are provided by US companies. Using their products will result in data transfer to the USA. However we only allow this when we are certain that the information will be adequately protected (e.g. US Privacy Shield or Standard EU contractual clauses).
Payment card security
The association uses a third party to process debit card payments. Our online payment solutions are carried out using PayPal. This means that when you input card data into the payment page, you are communicating directly with PayPal who use a bank to pass your payment to us, which means that your payment card information is handled by the bank and not processed or held by us.
Changes to this privacy policy
We’ll amend this privacy policy from time to time to ensure it remains up to date and reflects how and why we use your personal data and new legal requirements. Please visit our website to keep up to date with any changes. The current version will always be posted on our website.
This privacy policy was last updated in May 2018.
