1. What this notice covers

SWANSEA & DISTRICT WRITERS CIRCLE is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about members in accordance with the General Data Protection Regulation (GDPR). 
It applies to:

  • Users of this website
  • Members of SWANSEA & DISTRICT WRITERS CIRCLE
  • Competition entrants
  • Speakers, workshop moderators and other associates
  • Anyone contacting the SWANSEA & DISTRICT WRITERS CIRCLE by email, mail, telephone or other means

This notice explains what information we may collect about you, how and why we may keep and process this information, including circumstances in which we may share it with third parties, and how you can ask us to amend or remove from our records any information we hold about you

2. Who we are

SWANSEA & DISTRICT WRITERS CIRCLE’S objective is to advance the education of the general public by promoting the study of the art of writing in all its aspects.

Our website address is: http://swanseawriters.co.uk.

We can be contacted at secretary@swanseawriters.co.uk.

SWANSEA & DISTRICT WRITERS CIRCLE is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy policy.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

3. What personal data we collect and why we collect it

3.1 Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

3.2 Members’ data

When you join SWANSEA & DISTRICT WRITERS CIRCLE we may collect, store, and use the following categories of personal information about you:

  • Name
  • Address
  • Contact details (phone and email)
  • Any information provided by you in members personal pages
  • Competition results
  • Date of birth.

How is members’ personal information collected?

We typically collect personal information about members through the membership application process in which you provide information to enable us to process your membership and remain in contact with you.

Members are referred to this Privacy Notice as part of the Membership application process and are asked to confirm that they consent to
SWANSEA & DISTRICT WRITERS CIRCLE collecting and processing their data.

How we use information about members

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

  • Where we need to contact you with information about the Circle or relevant activities (such as writing competitions, events or information from the National Association of Writers Groups, training or educational material).
  • Where we need to comply with a legal obligation (e.g. management of our bank account, Health and Safety regulations)
  • We may also use your personal information in the following situations, which are likely to be rare:
  1. Where we need to protect your interests (or someone else’s interests).
  2. Where it is needed in the public interest [or for official purposes].

We will also, with member consent, share email addresses and telephone numbers within the group (to members only) in order to allow members to communicate with each other. If members do not wish their email addresses to be shared with other group members, they should indicate this on their membership form

If you fail to provide personal information

If you decline our request to provide certain information, we will not be able to process your application for membership of the Circle.

How long we retain members’ data

We retain membership data for one year after membership has expired, unless members ask us to delete their data.

3.3. Competition entrants

When you enter a SWANSEA & DISTRICT WRITERS CIRCLE competition we may collect, store, and use the following categories of personal information about you:

  • Name
  • Address
  • Contact details (phone and email)
  • Competition results
  • Date of birth
  • Any other personal information you volunteer to us in connection with the competition, prize-giving or winners’ anthology

How is competition entrants’ information collected?

We typically collect personal information about competition entrants through the entry process in which you provide information to enable us to process your entry and remain in contact with you.

Entrants are referred to this Privacy Notice as part of the entry process and by entering they agree to SWANSEA & DISTRICT WRITERS CIRCLE collecting and processing their data.

How we will use information about entrants

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

  • Where we need to contact you with information about the competition and inform you of the results.
  • Your name and, if applicable, your age in the announcement of the results and in any subsequent winners’ anthology.
  • Where we need to comply with a legal obligation (e.g. management of our bank account, Health and Safety regulations)

We may also use your personal information in the following situations, which are likely to be rare:

  1. Where we need to protect your interests (or someone else’s interests).
  2. Where it is needed in the public interest [or for official purposes].

How long we retain competition entrants’ data

We retain non-shortlisted entrants’ data until the shortlist has been announced. We retain shortlisted entrants’ and winners’ data until 3 months after the prize-giving or the publication of the winners’ anthology, whichever is later, unless entrants ask us to delete their data.

If you fail to provide personal information

If you fail to provide certain information when requested, we will not be able to process your entry for the competition and you will be disqualified.

3.4 Other personal data we may collect

We may also collect, store and use other individuals’ personal data in the following circumstances and for the following reasons:

Enquiries to the Circle

We may store the name and contact information of anyone who contacts SWANSEA & DISTRICT WRITERS CIRCLE with an enquiry of any kind, whether about membership or any other subject. We will only use this information for the purpose of responding to your enquiry and we will delete the information as soon as you enquiry has been resolved, unless you give us explicit permission to store it – for instance, for the purpose of keeping you informed of future events.

Speakers and other associates

We will store the name and contact information of any speaker or other associate of SWANSEA & DISTRICT WRITERS CIRCLE in order to facilitate the event or other activity in which you are involved. We will keep this data for 3 years after the date of the event or activity, after which the data will be deleted, unless you give us explicit permission to retain it – for instance, for the purpose of keeping you informed of other future opportunities for collaboration.

4. Additional information

4.1 Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

4.2 What rights you have over your data

You have the right to view or amend the information that we hold about you by emailing secretary@swanseawriters.co.uk

You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Under the General Data Protection Regulation (GDPR) you have various other rights as an individual data subject which you can exercise in relation to the information we hold about you, including the right to make a complaint. You can read more about these rights on the ICO’s website.

4.3 How we protect your data and what we do in the event of a data breach

We have put in place measures to protect the security of your information and we have a data breach procedure. Details of these measures are available upon request.

5. Changes to this notice

SWANSEA & DISTRICT WRITERS CIRCLE may change this policy by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from February 1 2019.