​Summary:

 

This Privacy Policy document outlines how rhaw Magazine collects, processes and protects any information that you give us when you use this website (rhawmag.com). rhaw Magazine is collectively referred to as ‘we’, ‘us’ or ‘our’ in this privacy policy.

rhaw Magazine is an unincorporated non-profit organisation, meaning that we govern ourselves independently from any higher company and act as a small-scale organisation that aims to benefit the local community, without an intention to make a profit for ourselves (all of the money we make goes into producing the magazine and maintaining its online presence).

rhaw Magazine controls and is responsible for your personal data submitted to us via our submission form(s) and online shop. Personal data means any information about an individual from which that person can be identified.

We are committed to ensuring that your privacy is protected. Any data that we gather through this website is used only for the business of rhaw Magazine. We will not share your information with external organisations or individuals without your express permission unless otherwise stated in this Policy or we are required to do so by law.

All personal data will be stored and managed in accordance with the General Data Protection Regulations (GDPR). Whenever we ask you to share personal data with us, we will also ask for your express permission to collect and process the data in line with the policies described in this document. You may ask us to review, amend or delete your data at any time.

 

Third party:

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This website features links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

 

How we collect your personal data and how we process it:

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We use different methods to collect data from and about you including via the following:

Direct interactions: You may give us your personal data by filling in forms or by corresponding with us by post, phone, email, Facebook or Twitter direct message or otherwise.

Publicly available information: we may use publicly available contact details for individuals for the purposes of commissioning an article, or organisations for soliciting advertisements, for example.

Automated technologies or interactions: As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, for example. Please see below for more information about cookies.

We also receive Contact, Financial and Transaction Data from providers of technical, payment and delivery services, for example, PayPal or Stripe.

We only use your personal data when the law allows us to. Most commonly, we use your personal data for the following purposes: processing and delivering your magazine, organising submissions to future issues, contacting you regarding your submission to a future issue, distributing the magazine in local shops or events.

Please note, we do not collect any financial details; visitors choosing to purchase from our shop will be transferred to the relevant website and/or transactional screen (we use PayPal and Stripe) in which they are covered by the provider’s Privacy Policy.

 

Cookies:

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Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

We use Google Analytics data to analyse how our website is used. This is vital for informing us which web-pages and sections are popular with users and our readers thereby enabling us to improve our content, for giving an estimate of unique visitor numbers for online articles to possible funders and to provide potential advertising clients with an average estimate of page users. No personally identifiable information is made available to ourselves via Google Analytics, nor is it sent to Google Analytics from the website, rather the data they process is in the form of online identifiers: IP addresses, cookie identifiers and device identifiers.

 

How to opt out:

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You may refuse to accept cookies by changing the setting on your browser on your computer, or in your mobile device’s settings. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site. There are a number of ways that you can remove or block cookies at any time, for example by following the help file directions in your internet browser. Further information about cookies, and how to manage them can be found here: http://www.aboutcookies.org/DEFAULT.ASPX?page=2.

Please also note that we have no access to third party cookies and third parties do not have access to the cookies that we use on our website. Any third parties linked to from our site who use cookies should have their own cookie and privacy policies. Please refer to their website for more information about this.

 

Our legal bases for processing personal data:

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Under the General Data Protection Regulation (GDPR) there are 6 legal bases for processing personal data: ‘consent’, ‘contract’, ‘legal obligation’, ‘vital interests’, ‘public task’ and ‘legitimate interests’. See below for a list of the legal bases for the most common uses of personal data we undertake, plus more detail about our ‘legitimate interests’:

 

Processing and delivering your magazine: contract and legitimate interest

Marketing the magazine: contract, legitimate interest

Distributing the magazine to shops and at events: contract, legitimate interest

Distributing an e-newsletter: consent

Considering magazine submissions: legitimate interest

The process of editing written, visual or multimedia material: contract, legitimate interest

Correspondence with contributors, supporters, patrons & funders: contract, legitimate interest

Correspondence regarding feedback about our activities and related debate in the public interest: legitimate interest

Using data collected through cookies: contract, legitimate interests

If we are not able to receive and process the required personal data from you, we may not be able to fulfil our contractual obligations to you. For example, it is essential that we have your email address for us to be able to contact you regarding your submission or magazine purchase.

Our legal bases for processing information are determined also by the Data Protection Act 2018. This gives exemptions from certain GDPR provisions if the personal data is being processed for the special purposes with a view to publication by a person of journalistic, academic, artistic and literary material in the public interest. It also gives exemptions from certain GDPR provisions if the personal data is being processed for archiving, research and statistical purposes. More information can be found here: https://www.gov.uk/government/collections/data-protection-act-2018

 

Our legitimate interests:

These include the following:

 

Sustaining new magazine sales.

Marketing and distributing the magazine.

Sustaining enough income and contributions in ways that are essential for our commercial and progressive interests;

Developing an awareness of the demographic of our readership in order to publish work which is relevant to our readers.

Being able to swiftly contact potential contributors for forthcoming publication.

Correspondence to enable the editing of material to the highest standards and maintaining professional relationships with our contributors.

Retaining correspondence and other documentation of cultural value for archival purposes.

Correspondence with our authors and supporters to enable us to fulfil our role as a vital contributor to cultural and political debate and the wider public sphere in Wales.

Encouraging and retaining correspondence from readers giving feedback on the material we publish to ensure we continue to produce work of the highest quality, and which is popular with our readers.

Sourcing and retaining correspondence and other documents which include endorsements from readers, authors, patrons, supporters to (e.g.) make a strong case for the continuation of our funding, or to pursue new forms of support, to encourage authors to contribute or organisations to advertise. Consent would be sought to share any endorsement communicated in correspondence with third parties.

Beyond legal obligations, enabling and retaining correspondence and other documents to effectively fulfil our general obligations to and maintain professional relationships with those who submit work for potential publication, to our funders (public and private), advertisers, Board members, complainants, etc.

Contacting individuals to pass on a message from a third party or ask if their contact details can be passed on to the third party if in the significant interests of the individual or significant cultural/journalistic/public interest.

Initiating and retaining correspondence and other documentation as evidence to protect rhaw Magazine from potential defamatory claims, copyright infringement claims or other legal claims.

Using data collected via cookies to inform us which web-pages and online articles are popular with users and our readers thereby enabling us to improve our content, for giving an estimate of unique visitor figures for online articles to funders to justify support, to give us a sense of which areas of the world our online visitors and magazine purchasers are based through aggregate data, and to provide potential advertising clients with an average estimate of page users.

Access and control of your personal information.

Updating your information.

Please ensure you tell us if your personal information changes or is inaccurate. The best contact for this is rhawmagazine@gmail.com.

 

Withdrawing consent for processing:

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Where we may rely on your consent to process personal information, you have the right to withdraw that consent at any time. If you wish to withdraw consent please contact us with details of your request. In some instances we may still have an alternative legal basis to continue to process that personal information and we will inform you of that. If you do withdraw consent we may not be able to provide the product or service you have requested.

 

Other rights:

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You may request a copy of your personal information from us. You can also ask us to correct any inaccuracies in your personal information. In some circumstances you may be able to ask us to transfer information you have provided to us to another organisation.

You may also have the right to object, erase, or restrict our processing of your information – for example, where we process personal data because this is in our legitimate interests, you may object to this. We will need to carefully consider your request, as there may be circumstances which require us, or allow us, to continue processing your data.

To exercise any of these rights, please contact us at rhawmagazine@gmail.com. These rights may be restricted by law, for example we may not be able to provide a copy of your data where the data we hold is also the data of a third party and it is not reasonable to disclose this information.

 

Complaints:

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If you have a comment, concern, suggestion or complaint, please contact us at rhawmagazine@gmail.com. If you have a complaint and we cannot resolve the matter, you have the right to complain to the Information Commissioner’s Office in the UK https://ico.org.uk/. Alternatively you may contact the data protection regulator responsible for your country or region.

 

Data security and third parties:

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We would not under any circumstances sell your personal data. Due to our use of third party software, such as 123 Form Builder or Stripe, your personal data will be processed via such parties and be subject to their regulations and policies. However, the data that rhaw Magazine retains will not be shared with any other third party than what is necessary to continue the provision of our service.

rhaw Magazine will only use your information for the purposes outlined in the above Privacy Policy.

We are committed to ensuring that personal information is stored and managed securely. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

 

Retention of personal information:

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We will retain your information for as long as necessary for the uses set out in this Policy, or while there is another legitimate reason for doing so. If you ask us to delete your information before that time, we may not be able to do so due to technical, legal, regulatory or contractual constraints. For example, we would need to retain your name and contact details for suppression purposes if you do not want to receive direct marketing from us.

 

To conclude:

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This privacy policy may change from time to time in line with legislation, updates of the website or changes in rhaw Magazine policies. We will not explicitly inform you of these changes. Instead, we recommend that you check this page occasionally for any policy changes.

 

 

Last updated: 21 June 2018