SWLEN Terms and Conditions

At SWLEN we take your privacy seriously and are committed to protecting your personal information online.

This statement explains how we collect and use the information which you give us. We are currently exempt from registration under the Data Protection Act 1998 as we are a relatively small charity, but we observe the duties laid down in the Act to use information fairly, keep it secure and up to date and make sure it is accurate.

Our aim is to safeguard your privacy whilst providing a personalised and valuable service.

Personal information

In some areas of our website, we ask you to provide personal information that will enable us to contact you with information that you request or that may be of interest to you, e.g. when you subscribe to our newsletters or ask to be reminded about events.

Examples of your personal information include your name, postal address, phone number and email address.

If you've indicated that you're interested in receiving information about our activities e.g. via newsletters and/or reminders, we may occasionally send you additional information that we feel may be of interest to you, such as details of forthcoming events.

You can ask us to stop sending you any type of information at any time by contacting us using the Sign up form available in the “Contact us” function on the website.

We don't send out random, untargeted emails, known as “spam”.

We will not share your contact details with any other organisation unless we have your permission, or under special circumstances, such as when we believe the law requires it.

We may occasionally use carefully selected agents to process information on our behalf, such as a mailing house to post communications. Third parties to which we transfer your information are only authorised to use that information to fulfil their contractual obligations to us and will not be permitted to use it for any other purpose. We retain full responsibility for how your personal information is used by our agents.

We collect information about the date and time at which our web site was accessed and the internet address of the server from which you linked to our site. This may be linked to personal data you have given us. We use this data to improve our site performance and to evaluate traffic statistics, such as the times of day and days of week at which we see peak traffic, and to assess the relative popularity of different areas of the site.

Accuracy

The accuracy of your information is important to us. If you change email address or if any of the other information we hold is inaccurate or out of date, please contact us using the above contact information.

Any information we hold that is incorrect will be amended or deleted promptly. We will give you confirmation of corrections and deletions.

Security

We place great importance on the security of your personal information and we always try to take appropriate precautions to protect it. The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”).  It may also be processed by staff operating outside the EEA who work for one of our suppliers.  We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

All information you provide to us is stored on secure servers operated by our third party providers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, our third party providers will use strict procedures and security features to try to prevent unauthorised access.

This website is hosted by Voice, a community participation and engagement tool. See Voice’s Terms and Conditions by clicking the link at the foot of each page.

Despite all of our precautions however, no data transmission over the internet can be guaranteed to be 100% secure. So, whilst we strive to protect your personal information, we cannot guarantee the security of any information which you disclose to us online and you must understand that you do so at your own risk.

We are also concerned to protect your personal information off-line. We take steps to ensure that access to personal information is restricted to employees who need it. All SWLEN employees and volunteers who handle personal information are kept up-to-date on our security and privacy practices. Our employees and volunteers are notified and reminded about the importance we place on privacy, and what they can do to ensure your information is protected.

We cannot, however, be responsible for the theft, destruction or inadvertent disclosure of your personal information whether we hold it on or off-line.

Cookies

Like many websites, SWLEN uses cookies in order to provide you with a more personalised web service. A cookie is a small piece of information sent by a web server to a web browser, which enables the server to collect information from the browser.

You may avoid the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website.

Further information about cookies, including steps you can take to refuse their use, can be found at the Interactive Advertising Bureau's website www.allaboutcookies.org.

Changes

We may make changes to these terms and conditions from time to time. We will post the changes on this page.

Your acceptance of this policy

By using our sites, you consent to the collection and use of information by SWLEN in accordance with these Terms and Conditions. If you do not agree with these terms and conditions, please do not use our sites.

Your rights

Any personal information submitted via our websites is treated in accordance with the Data Protection Act 1998. To find out more about your entitlements under the data protection legislation, visit the Information Commissioner's website: www.dataprotection.gov.uk.

Access to your personal information

You have the right under the Data Protection Act 1998, to request details from us of personal information which we hold about you. You can make such a request by email or by post using the contact information shown on the website. We will take steps to confirm your identity before releasing any information to you. We have the right to charge a small fee for complying with your request. We will respond to your request within 40 days, unless there are exceptional circumstances.

Minors

The protection of children is very important to us. If you are under 18, please do not provide us with any personal information.

Children should always ask a parent or guardian for permission before sending personal information to anyone online.

Email

We cannot guarantee the confidentiality of any messages transmitted between you and us via email as these are potentially accessible by the public. We will not be liable to you or anyone else for any loss in connection with any email message sent by you to us or by us to you.

Sensitive Information

When using or subscribing to our services, you may choose to provide us with information which is defined as sensitive personal information in the Data Protection Act 1998. Examples of sensitive information include details of your ethnicity or state of health. As with all of the personal information which you provide to us, we will use and store this information carefully.

These terms and conditions are governed by the laws of England.