New Writing South is committed to protecting your privacy. This statement explains how we collect, use and store your personal information.
We hold and process personal information in accordance with the General Data Protection Regulation (GDPR) and the Privacy and Electronic Communications Regulations (PECR).
By using our website, or by providing any personal information to New Writing South, you consent to the collection and use of your personal information as set out in this Privacy statement.
If you do not wish to receive future communications from New Writing South, please click the unsubscribe link which appears at the bottom of every email we send out through MailChimp, or contact us directly using the details at the bottom of this page.
If you want us to provide, amend or delete the information we hold about you, please contact us directly.
Who we are
New Writing South is the regional literature development agency for South East England.
We are committed to nurturing an inclusive community of writers, regardless of background or previous experience. We are an Arts Council England National Portfolio Organisation and receive regular funding through ACE. The rest of our income comes from project-based fundraising, partnerships, donations from friends and supporters, and income from courses, events and workshops.
New Writing South is a Charity Registered in England and Wales number 1092533. We are a limited company, registered at Companies House with number 4318810.
What information do we gather?
We collect only the data that we need to manage events, deliver related services such as workshops, courses, mentoring and 1-1s, and to keep in touch.
We collect personal information when you sign up for an event, enrol on a course or workshop, purchase a service, sign up to our mailing list, make a donation to New Writing South, respond to a survey, apply for a job or opportunity, or otherwise give us personal information online, in paper or electronic form, over the phone, or in person.
If you have signed up to receive our newsletter we will keep a record of this; we also keep a record of contacts that unsubscribe to avoid sending unwanted communications.
We maintain a record of our customers’ transaction history. However, we never store any information that will allow us to place charges on your account without your knowledge or consent. We do not hold your financial information: this is held by the third party payment platform, such as Eventbrite, Xero or PayPal.
We keep a record of the newsletter and marketing emails we send you and track whether you receive, open them and click links inside the email. This is so we can make sure we are sending you the most relevant content. We may then track any subsequent actions online, such as signing up for an event, workshop or course.
We receive and store certain details whenever you use the New Writing South, Coast is Queer and Hear us Out websites using ‘cookies’. This helps us understand how the site is being used, and enables us to make informed improvements. Cookies also mean that a website will remember you as a visitor.
We may also obtain personal information about you from other sources, such as if a family member or friend purchases a workshop for you on your behalf: for example, we may need to contact you to provide details ahead of the event. We may combine information you provide to us with information available from external sources in order to gain a better understanding of our audiences, visitors and supporters to improve our fundraising and marketing methods. These external sources include:
- Third party organisations
If you book a ticket to an event via Eventbrite, sign up for our newsletter through Mailchimp, fill out a survey on Survey Monkey or Google Forms, make a donation to us through PayPal, or make other make payments via Xero, Stripe, PayPal, BACS or through any other platform, or engage with New Writing South via another website or online platform, then your information may be shared with us, as necessary – to add you to an event attendance list, and so on.
When dealing with a third party organisation, as above, you should be sure to check their Privacy Notice to understand fully how they process your data.
- Social Media
We use social media to share information and updates about our courses, events and news. We may communicate with you directly by replying to messages and queries on social media platforms. You may also see adverts from us on social media that are tailored to your interests. Depending on your settings or the privacy policies of social media and messaging services like Facebook, you might give third parties (like New Writing South) permission to access information provided to those accounts or services. The main social media platforms we regularly are YouTube, Facebook, Instagram and Twitter.
- Information in public domain
This may include information in public directories, your biography on your professional or personal website, or information that has been published in articles, newspapers or online.
How we keep your personal information secure
Your personal data will be held and processed on New Writing South’s systems, as well as systems managed by suppliers on behalf of New Writing South. On each of our accounts with online platforms (such as Eventbrite, Mailchimp, PayPal, Survey Monkey, Google Forms) we maintain a record of contact details, and a record of your interactions with New Writing South, such as responses to newsletters and emails, donations, newsletter preferences, responses to surveys, attendance at events, and so on.
Access to customer information is strictly controlled. No data is held in the website CMS. Outside of the online platforms noted (Eventbrite, Mailchimp, PayPal, Survey Monkey, Google Forms) a central database is held offline, on a password protected hard drive. Customer and contact information can only be accessed by people who need it to do their job, and it is only accessed by members of staff who have a specific and legitimate reason to use it.
Occasionally data may be shared internally via Dropbox or Google Drive where staff collaboration is required (for example, for the purposes of shortlisting for contests or other applications). Data will be held on these platforms only as long as it is required, after which it will be deleted or archived offline.
We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and informed consent.
What we use your personal information for
We aim to be transparent when we gather your personal information, and not use your details for anything you wouldn’t reasonably expect.
If you sign up for a course, event or workshop with New Writing South or Hear us Out or Coast is Queer, or give a donation, we will collect your name, contact details and transaction details, where relevant.
Where appropriate we may also ask for your age, sexuality, gender, ethnicity, or information relating to your health – you have the right to decline in your answers to these questions. We use this data to improve our services, to ensure we contact you in your preferred manner, and to understand how we can improve our communications or events. We also use this data for insight into our general audience which helps ensure we are reaching a diverse set of readers, writers and book lovers.
You can update your newsletter preferences using the link in the footer of any newsletter from New Writing South.
You can also write to us on firstname.lastname@example.org for further assistance.
Consent and control of your data
With your consent, we will tell you about events, workshops, courses, festivals, our news, and information about our site (for example, when we launch a new project or a new video on YouTube). From time to time, we may include information in these communications from partner organisations or organisations who support us.
Every newsletter includes a link in the footer allowing you to unsubscribe or to modify your email preferences.
You can also contact us in person at email@example.com.
We do not sell personal details to third parties for any purpose. We will only share personal details for the purposes of marketing if you have given explicit consent for us to do this. There are occasional instances where your information has legitimate reasons to be shared: notably, if we run an event in partnership with another named organisation, then your details may need to be shared for the purposes of running the event. In such instances, we will not share more information than is absolutely required for this single purpose.
If you have opted out of marketing communications, we may still get in touch with you if there is a legitimate interest. For example we may email you to give you important information about an event you have signed up for.
We may share anonymised personal information with other organisations, particularly Arts Council England, who use this to analyse our work and audiences, and to understand the impact of the public investment in New Writing South.
Many events with New Writing South are presented in partnership with other companies, which have in the past included Brighton Festival, Brighton Fringe, Theatre Royal Brighton, Myriad Editions, Creative Future, Brighton and Hove Libraries, University of Brighton, University of Sussex, Marlborough Productions, Writing Our Legacy and more.
Where required we will share booking information, including your name and contact details, but partners can’t contact you unless you opt-in to receive communications from 3rd parties. We will not share sensitive information or your payment details.
If you would like us to stop sending your data to our partners, you can change your preferences in Mailchimp, accessing the option to update your preferences at the footer of any newsletter from New Writing South. . You can also contact us directly at firstname.lastname@example.org.
To opt in or out of marketing or other communications from another company, please get in touch with them directly. They should always provide instructions for opting out in any marketing or other communications you receive. We will not otherwise share your personal information with third party organisations.
Sometimes we ask you to provide sensitive information, for example when you sign up for a bursary to a course, or participate in some activities, such as when you apply for a job. As with all the personal information we hold, sensitive information is held securely and restricted to those who need to use it. If this information is used for reporting of any kind (for example, diversity reporting) it is entirely anonymised and used for statistical purposes only.
You have the following rights related to your personal data:
- The right to request a copy of personal information held about you
- The right to request that inaccuracies be corrected
- The right to request us to stop processing your personal data
- The right to withdraw consent
- The right to lodge a complaint with the Information Commissioner’s Office or Fundraising Regulator
Please contact us if you have any questions about our privacy notice or information we hold about you:
- Email us at email@example.com
Updates to this Privacy Notice
We may update this privacy notice to keep it current and accurate. This version was published on 3 March 2021.
What kinds of cookies we use
We use a few different types cookies across the three websites:
- A cookie to track consent We use a cookie to track that you give your consent to using cookies on this website.
- Cookies for Site Analytics and Performance Google Analytics – we use this to understand how the site is being used in order to improve the user experience. User data is all anonymous. We retain analytics data indefinitely. Find out more about Google’s policy regarding analytics.