OWPG Privacy Policy (including Cookie Policy)

(v1.0 as of 01/02/2018)


What information is being collected and held?

Your membership records (contact details, joining date, membership status etc) held in spreadsheet form on personal computers of guild officers

Your name, login name, email address, and IP address held in online database form on our website, Forum, and Mailchimp member mailing list

Information you post yourself for public viewing such as Website profile, Media News Bulletin postings, website header images, website recent publications, OF articles; these may be shared widely, as intended.

Media News Bulletin Names and email addresses of members and non-members for our ‘Media News Bulletin’ information letter, distributed four times a year and for press releases.

Who is collecting it?

The Outdoor Writers and Photographers Guild (OWPG) are collecting it. We can be contacted on secretary_AT_owpg.org.uk (please replace _AT_ with @ when sending!).

 How is it collected?

By online form, email, postal methods and (rarely) by telephone call.

How will it be used?

To supply you with the membership services you request from us. By paying your membership fee for each year’s subscription to the OWPG we consider that you have consented to your information being used for these purposes.

Who will it be shared with?

Your personal information and membership records will be held by the Membership Secretary, the Secretary, and the Website Manager. It will be shared with other Guild Officers (and occasionally others, such as our website developer, OWPG Awards judges, or AGM weekend accommodation provider) only as required, and to the extent required, for providing you with membership services.

In particular, members’ contact details are not distributed to third party enquirers: such enquiries will be forwarded to the member concerned. Nor are they stored on the open Internet (though backup copies may be stored in Cloud storage linked to Guild Officers’ private PCs.)

Information you post yourself, or submit, and which is intended for public viewing, including on social media, may be shared widely, as intended.

What will be the effect of this on the individuals concerned?

The effect will be to provide our members with the membership services they request from us; and to publicise members and their work as requested, authorised and intended by the members themselves.

Is the intended use likely to cause individuals to object or complain? The intended use should not cause any complaints from members. If you feel your privacy rights have been infringed or are insecure, please contact the website manager forum_AT_owpg.org.uk (please replace _AT_ with @ when sending). Please see the “in detail” section with regard to “Other Website Use” for information on IP addresses, cookies and Google analytics.

Changes to the Privacy Policy

Over time we may need to update this policy (usually to take account of new legal requirements or changing technology, sometimes it may be to do with a new or changed service we offer as part of membership). We will alert members by email and update this webpage immediately here; your continued use of the website and member services after this will be taken as acceptance of the new version.

In detail:

What information is collected about you: and when and how it is stored and deleted

Material supporting your application for membership

Deleted soon after your membership approved or rejected, unless you request its retention for a possible later membership application.

Membership records

After non-renewal of membership, basic membership contact details (name, email, joining date, leaving date, membership category) will be retained for reference (eg for your obituary) on spreadsheet (and in cloud storage) by the membership secretary unless you request otherwise to memsec@owpg.org.uk.

Mailchimp mailing list

Members can unsubscribe from the regular secretary mailing list at the foot of every email. If doing so, we request you let the membership sec know so you can be marked up on the membership records so as to be sent individual emails of constitutionally required messages such as notifications of the AGM. Otherwise you may cease to receive these notifications.

On request to the Forum Manager members may unsubscribe from Forum Digest notifications while remaining on the main mailing list. (NB 5/2/18 – achieving this separation of the forum digest from other mailings is still a work in progress!)

On becoming a member, you will be issued with a username and password for the website and forum, and your name will be associated with this record. This is required to enable you to use some of the benefits which membership brings, such as a public profile on our website and use of the forum.

Your initial password for website and forum is retained in your membership records as a convenience for members who forget passwords. You are welcome to (and ideally should) alter your password via account settings.

Website and Forum Profiles

Any data which you contribute to your website or forum profile record may be removed or altered by yourself at any time (in case of difficulty please apply to the web manager forum_AT_owpg.org.uk (please replace _AT_ with @ when sending). Your user record of both these, and on the Mailchimp mailing list, will be deleted at the end of the year following non-renewal, but a month or two later if renewal is still in doubt.

Forum Contributions

You may modify or delete any of your posting while a member but may not modify or delete any other users posting (unless you are a mod or admin). We would obviously like to keep your contributions to the forum as a useful resource to members even after you leave, as deleting parts of a conversation make the rest of the topic unreadable. However, if you wish for these to be deleted please let us know – preferably at time of leaving the guild. From time to time we may also have a clear out of user postings that have become out of date.

Other information submitted to the Guild

You may submit other material to the guild at your discretion. This is not limited to information on new books published, awards, submissions to the Media News Bulletin and/or Outdoor Focus, award entries, images for the website, votes, nominations (eg for committee positions, or for Golden Eagle candidates), surveys, emails and general correspondence. Submissions for print will be deemed to be submitted under legitimate interests and deemed irreversibly submitted once printed (as it is not possible to reverse this and they are usually part of a collaborative work). Images for the website will be kept until you ask us to remove them, or they are refreshed by newer images as the website is updated. Information may be passed on to those who have a need to process it – eg awards submissions go to judges for judging.

Media News Bulletin

Subscribers are collected for the media news bulletin by an explicit ‘click to subscribe’. The mailing list is managed via the Mailchimp software, and every bulletin has a link to unsubscribe.

Please note that unsubscribing from the MNB will not unsubscribe you from the general member mailings, nor vice versa.

Other website use (Analytics, Cookies, IP addresses)

Under legitimate interests we may collect anonymous information about how individuals use the site to help us understand how the website is being used and to aid us maintain it and add improvements that will benefit the membership. (We use Google Analytics at present). Currently Google Analytics data is held for the default time of 26 months from collection.

Our website may also log personal information such as IP address of any login attempt. This is to aid our efforts at keeping spamsters from hurting our site. We do not make use of it ourselves unless there is highly suspicious activity from a particular IP address, at which point we reserve the right to use it to protect our site and comply with law enforcement.

Our website uses cookies to aid in the functionality of our site, typically in remembering any settings you change so that you don’t have to re-enter them next time. (This can include your login details). Other uses include our firewall verifying that you are a human not a robot and provide anonymised tracking data to third party applications like Google Analytics. As a rule, cookies will make your browsing experience better and nearly every site on the internet uses them.

We use these for legitimate interests in the functionality of our site, but you are welcome to block them. (We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers). Like many sites, we cannot guarantee that all parts of the site will work if you do this. You may also remove them at the end of every session if you wish to – this may prevent the “remember me” functionality of your browser working.

External Links/Third Party Login Options

We are not responsible for any interaction taken when following external links on our website – as any such interactions will be governed by the privacy policy of the external site. We do not knowingly transmit any data to any external link. However, if in the future our website allows sign-in from a third party solution such as Facebook or Google, then please ensure you read their privacy policy carefully, as using such systems may give data to that third party. We have no control over this and your use of any such systems must be with regard to the third party’s privacy policy.

Outside the EU

Data may be sent outside the EU if necessary. Where practical, we will endeavour to use Privacy Shield operators (such as Mailchimp for our mailing list).

Financial Information

Financial transactions are handled by our payment service providers – either Paypal, or by transfer between banks (cheque or electronic banking). We share transaction data with these service providers only to the extent necessary for processing payments (to you or from you) and dealing with complaints and queries. Click the link for information about Paypal’s privacy policy.

Our treasurer and accountant have a legitimate need to see this information, other members of committee may do so rarely if there is a specific legitimate need. It will be stored in the service providers systems and on our own financial software. It will not be transmitted elsewhere unless specifically required to do so by law.

Closure of the Guild

On the winding up of the Guild, all member information will be deleted from the Guild website, Forum, online mailing lists within 12 months. Membership records, not stored online, may be retained for archive purposes and to ensure the proper winding up of the Guild’s affairs.

We have used the “information required” in https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/ as the basis for our Privacy Policy with some supplementary information from a template from SEQ Legal (http://www.seqlegal.com).

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