Who we are
Our website address is: https://englishassociation.ac.uk
What personal data this website collects and why we collect it
Cookies
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
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.
How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. 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.
Where we send your data
Visitor comments may be checked through an automated spam detection service.
What if I have questions?
You should contact the Association’s Data Protection Officer on hello@englishassociation.ac.uk.
General privacy policy
This Privacy Policy applies to information we (The English Association) collect about individuals who interact with our organisation. It explains what personal information we collect and how we use it. If you have any comments or questions about this notice, feel free to contact the Data Protection Officer at hello@englishassociation.ac.uk.
The EA is committed to safeguarding your personal information. Whenever you provide such information, we are legally obliged to use your information in line with all applicable laws concerning the protection of personal information, including the currently applicable Data Protection Act (DPA) and Privacy and Electronic Communications Regulations (PECR).
Please note that:
• “Personal Data” means any information relating to an identified or identifiable person
• We process this data on the basis of a specified legal basis
• By using our website, you’re agreeing to be bound by this Policy
• We may change this Policy sometimes so please check this page occasionally to ensure that you’re happy with any changes
Personal data that we process
| Who you are | The action you’re taking | The data we collect | Why we collect these data (legal basis) |
|---|---|---|---|
| Enquirer | Enquiring about our organisation and its work; enquiring about membership | Name, email, message | Legitimate interests - it is necessary for us to read and store your message so that we can respond in the way that you would expect. |
| Subscriber | Subscribing to email updates about our work | Name, email | Consent - you have given your active consent. |
| Completing a survey | Opinions | Legitimate interests - Your insight will help the Association to provide useful, relevant and impactful resources, events, and publications that respond directly to your priorities and experiences. | |
| Event attendee | Booking on an event | Name, email, address, payment information, access/dietary requirements | Legitimate interests - this information is necessary for us to fulfil your intention to pay for attendance and your expectation of attending an event. |
| Award & Prizes | Entering submission(s) for an award, prize or a competition | Name, email, home/school/office address; photographs and images, video recording, access/dietary requirements provided with nomination | Legitimate interests - this information is necessary in processing entries for an awards, contacting long-listed, shortlisted and winning nominees. Celebrating achievements and promoting positive stories. Consent - We will rely on the consent of the selected long/shortlist and winner(s) to process their personal information, following the judging process. Where consent is given, audio- visuals/ photographs will be used to tell positive stories across social media, website, Newsletter, press and at the English Association's awards ceremony. |
| Member | Signing up as a member | Name, email, payment information | Contract - by paying your membership fees you have entered into a contractual relationship with us. We fulfil the contract by using your data to send your publications and membership updates to you. |
| Year’s Work contributor | Signing up as a contributor to the Year’s Work publications | Name, email, payment information | Contract – this information is necessary for us to fulfil your expectation of being paid for your contribution, as per the contributor Agreement. |
| Visitor to our website | Looking at our website | Website activity collected through cookies (e.g. IP address) | Legitimate interests - it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect, such as remembering the contents of your order before you have fully completed the process. |
| Employee | Joining the Association as a staff member | The Association is hosted by the University of Leicester, and as such we comply with their Employment Information Privacy Notice: https://www2.le.ac.uk/legal/privacy/staff | |
| Committee member | Attending a committee meeting as a member | Name, email, opinions | Your attendance at committee meetings and discussions had at meetings will be recorded in the minutes |
| Trustee | Joining the Board of Trustees | Various | We are required to share some of your personal information with the Charity Commission. You can find their Charity Details Privacy notice here https://www.gov.uk/government/publications/update-charity-details-privacy-notice/update-charity-details-privacy-notice |
How we use your data
We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this policy.
For example, we may use your personal information to:
● reply to enquiries you send to us;
● handle donations or other transactions that you initiate;
● where you have specifically agreed to this, send you communications by email relating to our work which we think may be of interest to you (for example, upcoming Association events and publications).
When we share your data
We will only pass your data to third parties in the following circumstances:
● you have provided your explicit consent for us to pass data to a named third party;
● we are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors; or
● we are required by law to share your data.
In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.
How long we keep your data
We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.
Where data is collected on the basis of consent, we will seek renewal of consent at least every three years.
Rights you have over your data
You have a range of rights over your data, which include the following:
● Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting ‘unsubscribe’ links at the bottom of all our marketing emails).
● You have the right to ask for rectification and/or deletion of your information.
● You have the right of access to your information.
● You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.
A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.
Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.
Modifications
We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify people whose personal data we hold and is affected.