Privacy Policy

Last modified 20th May 2022

Contents

• Contents
• Introduction
  • Data controller
  • Lawful basis for processing
  • Individual rights
  • Security
  • Disclosures
  • Changes to this privacy policy
• Cookies
• Data collected when you contact us
  • Comments
  • Forms
• Data collected by third parties on our behalf
• Other data collected by third parties

A.      Introduction

We protect your personal data in line with the requirements of the General Data Protection Regulation (GDPR). The GDPR requires data controllers such as ourselves to document our lawful basis for processing personal data. It also gives you rights over how your data is processed. This privacy policy documents the data we collect, why and how we process it, and how to exercise your rights.

1)     Data controller

The data controller responsible for this website is South West Maritime History Society.

This privacy policy applies only to this website.  This website contains third-party plugins to optimise the service we give members. They have their own privacy policies which are detailed at the end of this document.

If you have any concerns regarding privacy of your data, please contact the Acting Chairman Martin Hazell, e mail address: chair@swsmaritime.org.uk

2)     Lawful basis for processing

For each method by which we collect personal data, this privacy policy documents our lawful basis for processing the data. Where we rely on your consent to process your data, we explain how you can withdraw your consent and delete your data.

3)     Individual rights

The GDPR gives you rights over how your personal data is processed. You can exercise your rights by contacting us. In some cases you can also exercise your rights through automated systems, as described at the relevant points in this privacy policy.

4)     Disclosures

In addition to any sharing of data described elsewhere in this privacy policy, we may disclose data for legal reasons. If we suspect criminal activity we may disclose data relating to those involved or affected to the appropriate authorities. We may also be obliged to disclose data if we receive a request from an appropriate authority.

5)     Changes to this privacy policy

We may occasionally make changes to this privacy policy. Following any changes, the date at the top of this privacy policy will be updated. If any change allows for wider access to data, such changes will only apply to data collected after the date of the updated privacy policy.

B. Cookies

Cookies are small pieces of text that are stored by your browser. Each cookie has a name and is associated with a particular site. When your browser sends a request to a site (for example, to download a page, image, or video), the computer that responds (known as a server) may tell your browser to set one or more cookies. When your browser makes further requests to the same site it sends the cookies back to the server. This allows the server to remember you as you browse the site, and provide features such as shopping baskets or password-protected areas. For more information on the cookies we use, see our cookie policy.

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 visit our login page, 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.

C.       Data collected when you contact us

1.       Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

You can delete a comment by contacting us with your request.

2.       Forms

When submitting a form on this website, the submitted data is accessible by SWMHS Administrators. We use this data to contact you in relation to your enquiry. Access to data we collect is limited to the members of our staff who require that data to perform their duties.

The South West Maritime History Society collects your contact details (including name, telephone number, email address and physical address) with the purpose of administering your membership account with us and contacting you regarding events and publications organised by the society which we believe you may be interested in. Occasionally we may contact you regarding events arranged by other organisations that are relevant to your interests (such as maritime museums and other local history societies). We will never share your personal information with anyone else, nor use it in any way not described above. If you do not wish to be contacted by us, please inform us and you will be removed from our mailing list.

3. Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

4. 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.

D.  Your data

 1. Who we share your data with

We do not share your data with any organisation for commercial gain.  

If you request a password reset, your IP address will be included in the reset email.

2. 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.

3. 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.

4. Where we send your data

All data is stored securely in the UK.  It is not sent out of the EU.

Hosting is carried out by 20i whose Privacy Policy can be seen here: https://www.20i.com/legal/20i-ltd-privacy-policy

5. Analytics

By default, WordPress does not collect any analytics data. We have installed a WordPress plugin that provides analytics services Jetpack so that we can understand how visitors use the website and ensure that it is fit for purpose.  Jetpack’s GDPR policy can be seen here: https://jetpack.com/blog/jetpack-gdpr/

E.       Data collected by third parties on our behalf

To enable us to sell books and other publications we use a WordPress plugin: woocommerce; their GDPR policy can be seen here: https://woocommerce.com/gdpr/

To enable us to manage our membership administration and payments  we use a WordPress plugin: paidmembershipspro; their GDPR policy can be seen here: https://www.paidmembershipspro.com/getting-ready-for-gdpr/