Privacy Policy

/Privacy Policy
Privacy Policy 2018-06-06T08:23:27+00:00

Effective May 23 2018

At Swan Publishing, we take privacy very seriously. We’ve updated our privacy policy (Policy) to ensure that we communicate to you, in the clearest way possible, how we treat personal information. We encourage you to read this Policy carefully. It will help you make informed decisions about sharing your personal information with us.

Glossary of Terms

What is personal data?

Personal data relates to any information about a natural person that makes you identifiable which may include (but is not limited to) names and contact information i.e. emails, telephone numbers, postal addresses.

What is a data controller?

For general data protection regulation purposes, the data controller means the person or organisation who decides the purposes for which and the way in which any personal data is processed. The data controller is Swan Publishing.

What is a data processor?

A data processor is a person or organisation which processes personal data for the controller.

What is data processing?

Data processing is any operation or set of operations performed upon personal data, or sets of it, be it by automated systems or not. Examples of data processing explicitly listed in the text of the GDPR are: collection, recording, organising, structuring, storing, adapting, altering, retrieving, consulting, using, disclosing by transmission, disseminating or making available, aligning or combining, restricting, erasure or destruction.

What information do we collect about you and how?

Swan Publishing as a data controller is bound by the requirements of the General Data Protection Regulations (GDPR).

You agree that we are entitled to obtain, use and process the information you provide to us to enable us to discharge our services and for other related purposes including accounting, payment transaction, marketing, and general correspondence.

We may process your data for:

  • Updating and enhancing client records
  • Analysis for management purposes
  • Legal and regulatory compliance

By accessing our Website and using our Service, You consent to the terms of this Policy and agree to be bound by it and our Terms & Conditions.

Swan Publishing collects your personal information

Swan Publishing is a publisher of community magazines helping business market their services to residents via advertising.

Swan Publishing may collect personal information directly from you when you:

  • enquire about using the Service,
  • use the Service,
  • visit our Website,
  • respond to direct marketing from Swan Publishing.

You can always choose not to provide your personal information to Swan Publishing, but it may mean that we are unable to provide you with advertising services.

Swan Publishing collects, holds, and uses your personal information for limited purposes

Swan Publishing collects your personal information so that we can provide you with advertising services and any related services you may request. In doing so, Swan Publishing may use the personal information we have collected from you for purposes related to advertising services including to:

  • verify your identity,
  • administer the advertising service,
  • notify you of new or changed services offered in relation to the services we provide,
  • carry out marketing or training,
  • comply with laws and regulations in applicable jurisdictions, and
  • communicate with you.

By using our advertising services, you consent to your personal information being collected, held and used in this way and for any other use you authorise. Swan Publishing will only use your personal information for the purposes described in this Policy or with your express permission.

Swan Publishing can aggregate your non-personally identifiable data

By using our advertising services, you agree that Swan Publishing can access, aggregate and use non-personally identifiable data Swan Publishing has collected from you. This data will in no way identify you or any other individual.

Swan Publishing may use this aggregated non-personally identifiable data to:

  • assist us to better understand how our customers are using our advertising services,
  • provide our customers with further information regarding the uses and benefits of our advertising services,
  • to improve our advertising services.

Swan Publishing takes steps to protect your personal information

Swan Publishing is committed to protecting the security of your personal information and we take all reasonable precautions to protect it from unauthorised access, modification or disclosure. Your personal information is stored with Third Party Service Providers on secure servers that have Digital Certificates to ensure all Data transferred is encrypted.

Links to the third party software providers’ GDPR / Current Privacy Policies / Security:

Xero: www.xero.com/uk/about/terms/privacy

GoCardless: gocardless.com/security

Paypal: www.paypal.com/uk/webapps/mpp/ua/privacy-prev

MagManager: www.magmanager.co.uk/Home/Privacy

Mailchimp: mailchimp.com/legal/privacy

Unfortunately, the Internet is not in itself a secure environment and we cannot give an absolute assurance that your information will be secure at all times.

We will advise you at the first reasonable opportunity upon discovering or being advised of a security breach where your personal information is lost, stolen, accessed, used, disclosed, copied, modified, or disposed of by any unauthorised persons or in any unauthorised manner.

Swan Publishing will not disclose your personal information to a third party unless you have provided your express consent. However, you should be aware that Swan Publishing may be required to disclose your personal information without your consent in order to comply with any court orders, or other legal process or investigation including by tax authorities, if such disclosure is required by law. Where possible and appropriate, we will notify you if we are required by law to disclose your personal information.

Swan Publishing does not store your credit card details

If you choose to pay Swan Publishing by credit or debit card, your credit or debit card details are not stored by Swan Publishing and cannot be accessed by Swan Publishing staff. Your credit or debit card details are encrypted and securely stored by Go Cardless or Paypal to enable Swan Publishing to automatically bill your credit or debit card on a one-off, occasional or recurring basis.

You may request access to your personal information

It is your responsibility to ensure that the personal information you provide to us is accurate, complete and up-to-date. You may request access to the information we hold about you, or request that we update or correct any personal information we hold about you, by setting out your request in writing and sending it to us at info@swanpublishing.org

Swan Publishing will process your request as soon as reasonably practicable, provided we are not otherwise prevented from doing so on legal grounds. If we are unable to meet your request, we will let you know why. For example, it may be necessary for us to deny your request if it would have an unreasonable impact on the privacy or affairs of other individuals, or if it is not reasonable and practicable for us to process your request in the manner you have requested.

We’ll only keep your personal information for as long as necessary to fulfil the purposes we collected it for:

  • Marketing: We will hold your data for an unspecified period, unless you choose to opt out or update or delete data at any point should you need to do so. This is easy to do via the unsubscribe button that is on all electronic mailers we send out
  • Contracted Services: We will hold your data for a minimum period of 6 years in line with our regulatory requirements. We may hold onto your data for extended periods should our obligations under law change.

You can opt-out of any email communications

Swan Publishing sends billing information, product information, service updates, electronic magazines and booking deadline notifications to you via email. Our emails will contain clear and obvious instructions describing how you can choose to be removed from any mailing list not essential to the advertising services we provide.

This policy may be updated from time to time Swan Publishing reserves the right to change this Policy at any time, and any amended Policy is effective upon posting to this Website.

Swan Publishing will make every effort to communicate any significant changes to you via email. Your continued use of our advertising services will be deemed acceptance of any amended Policy.