Wilberforce Publications Ltd.
70 Wimpole Street, London, W1G 8AX
Company registration number 08429471
This document was last updated on 21 March 2019.
We take personal privacy seriously and we seek to be transparent, responsible and respectful in the way that we use personal information.
Like most organisations, we need to handle personal information to do our work. By ‘personal information’ we mean any information about you that is linked to you or could be used to identify you. This could include, for example, your name, contact details, or how you have engaged with our websites.
We work closely with Christian Concern. To facilitate our work and to answer your queries, Wilberforce Publications and Christian Concern share some personal information with each other. You can find out more about this below. Christian Concern has the same standards of privacy and security that we do. You can read the Christian Concern privacy notice here.
This page explains more about how we use personal information but if you have any questions, please contact us:
· Online: Contact form
· Email: firstname.lastname@example.org
· Telephone: 020 3327 1120
· Post: 70 Wimpole Street, London W1G 8AX
Why and how do we use personal information?
Holding and using personal information is very important for our work. For example, it helps us to:
1. Achieve our aims as an organisation
Using personal information helps us achieve our organisational aims. For example, to:
Respond to queries and provide help and support
Inform public policy makers and church leaders about our publications
2. Provide, improve and tailor the service that we offer you personally
Using personal information helps us provide you with a more personalised service. For example, if we have your address, we can let you know about upcoming book launches or send you review copies of upcoming books
3. Provide, develop and protect our services more generally
Using personal information helps us provide and improve our activities. For example, as we see how people engage with our website, we can tailor it to help people find the information they find the most valuable.
In practice, this means that we collect and use personal information for a wide variety of activities. For example:
To organise, promote and manage events
To process purchases of books and other resources
To respond to queries or requests for help, and keep appropriate records
To engage with people (on social media, for example) who comment on our work
To manage our volunteers
To pay our employees
To maintain our accounts and records
To personalise and improve our communications
To improve our website and social media presence
Whose personal information do we use?
We handle personal information for a variety of reasons. For example, we may hold or use your personal information if:
1. You engage with us
For example, you may have:
Visited our website (or the website of one of our associated initiatives)
Engaged with us, or our work, on social media (e.g. Facebook, Twitter, YouTube)
Met us (or one of our representatives)
Asked us to keep in touch with you
Booked for, or attended, one of our events, or an event at which we were present
Purchased a book from us
2. We think that you may be interested in finding out more about us and our work
3. We think that you have a role in shaping public debate, policy or the publishing industry, especially if this role is part of your work or professional interest
4. You are employed by us, volunteer with us, or provide services to us (or you have been in the past or you have shown interest in doing so in the future)
In some cases, we may have additional policies about how we handle your personal information. For example, if you are a current (or former) employee, volunteer or service provider – or you express interest in becoming one.
We aim to give you this information at the point that it becomes relevant to you, or you can ask us for it.
We do not normally collect personal information about children under the age of 16. If we become aware that we are holding personal information of children under the age of 16, we will usually remove it, unless we have parental consent.
What types of personal information do we use?
Name and contact details
If we hold or use your personal information, it will often include your name and either your postal address or your email address.
We may also hold further contact details including other email addresses, other postal addresses and telephone numbers.
Permissions and preferences
We may hold information about how you would like us to contact you, how you would us to address you, and what areas of our work you are interested in.
Your relationship with us
We may hold information about your relationship with us, such as:
Information or invitations that we send to you
Questions you ask us, and details of how we respond
Images, audio and video
We may hold images or audio or video recordings that feature you. This is only likely to be the case if:
The material is already publicly available
You attend one of our book launches
We may use this material to produce resources (for example, an audio recording of a talk given at a book launch), or for promotional purposes (for example, a brochure about our publications). If the material is produced by us, and you don’t want to feature in it, please let us know.
Other information about you and from you
We may hold other information such as:
Name of companies and other organisations that you work for or are associated with
Services usage information
We may also hold information such as:
How you choose to engage with our website or social media presence
This information may be collected, for example, by the services that we use to operate our website, to send our emails or to help us engage on social media. Having this information can help us provide and improve the service that we offer you or others. You can find out more about what information we collect and what we use it for below. It is possible to stop some of this information being collected if you wish.
Special category information
It is possible that some of the information that we hold (for example, association with a religious organisation), is classed as ‘special category’ information. If so, we only knowingly hold and use this information if it is appropriate for us to so on the basis of the reason that you have given it to us or because it is consistent with our legitimate activities as a book publisher. We do not usually require you to provide such information.
How do we gather personal information?
We may collect information in person, using paper forms, over the telephone, via email, online, or using other means.
To help us collect information, we may use systems provided by other organisations. Where we do, we have agreements in place to protect your privacy.
We collect personal information in various ways. For example:
1. You give the information to us
You may do this directly – for example, you fill in a form at an event asking us to send you information about our work.
2. We keep a note of our activities in relation to you
For example, if we send you a letter, or an invitation to an event, we may keep a record of that action.
We may record this information directly but we also use third-party services to help us collect the information.
3. We keep a note of actions you take
For example, if you write to us, we may keep a note of what you have said, in case we need to refer to it in the future.
We may record this information directly but we also use third-party services to help us collect the information. For example, if you book for one of our events using a third-party website, we may use the information provided to keep a record.
We also use third-party services that record how people engage with our online activities. For example, we use tracking technologies, and services provided by Google and Squarespace that collect information about how people arrive at, and use, our website. We use these types of services to understand how people engage with our website so that we can improve them and encourage more people to use them. You can find out more about these analytics services and tracking technologies (including cookies) below. In many cases, it is possible to block the collection of this information.
4. We use other sources
We may use freely available information. For example, if we want to send you a review copy of one of our books, we may try to find your address online.
We may also use sources that charge us. For example, we use a third-party service to check that postal addresses are valid and correctly formatted.
We may receive relevant information from Christian Concern. For example, if you have indicated to Christian Concern an interest in the topic of one of our books, or that you may be interested in attending the launch of one of our books.
We may also use other sources. For example, if a letter that we have sent out is returned to us marked ‘return to sender’, we may update our records.
We collect this information because it helps us to achieve our organisational aims and because it helps us to offer you and others the best service that we can.
Why can we use personal information?
As we explain above, holding and using personal information is very important for our work. This section highlights the lawful bases on which we use personal information.
We hold and use most personal information on the basis that it is in our ‘legitimate interests’ to do so.
For example, if you have expressed interest in our work and we have your postal address, we may send you information about our work by post (unless you ask us not to do so), or if you contact us asking a question, we will respond to your enquiry.
We may send business-to-business marketing emails on the basis that it is in our ‘legitimate interests’ to do so.
To assess whether we can hold and use information on the basis of ‘legitimate interests’, we look at what we want to achieve, examine whether we need to use your information to do that, and consider whether you would reasonably expect us to act in this way and what impact doing so will have on your privacy.
Our legitimate interests include:
Promoting our publications
Responding to queries
Understanding how people relate to us and improving our services
There are some cases, however, where we act on a different lawful basis:
The main area where we may rely on consent as the lawful basis for our action is in sending emails to particular individuals about our work.
This doesn’t apply to email messages that are purely for administrative or operational purposes.
Contract and legal obligation
In some specific contexts, we hold and use information in order to fulfil our contractual or legal obligations. For example, if you buy a book from us, then we need to use your address to send it to you. If you are employed by us, then we need certain information to pay you. Similarly, we need to keep information to fulfil our legal obligations for financial record keeping.
How long do we keep personal information?
How long we keep your personal information depends on what the information is, and what we use it for. We have a data retention policy that governs how long different types of information are kept.
We hope to build long-term relationships with those who benefit from, contribute to or receive information about our work, and be in regular contact.
We will keep your personal information whilst we still have an active relationship with you. If the relationship becomes inactive, we may keep your personal information for a limited period in case you re-establish the relationship with us.
There is some information that we are required to keep for a certain period of time. For example, even if you end your relationship with us, we need to keep records relating to purchases and contracts.
There is also some information that we believe is in our legitimate interests to hold even if we don’t have an active relationship with you.
You have various rights, including the right to ask us to delete your personal information, or to stop contacting you in certain ways (see below), although there are some circumstances in which these rights do not apply.
Do we share personal information with others?
We do not sell, rent or lease your personal information.
In certain, narrow and well-defined circumstances we may share your personal information. For example:
1. With other organisations in the ‘Christian Concern’ family
Wilberforce Publications is a fully-owned subsidiary of Christian Concern. We may share personal data between the two organisations where it helps either organisation fulfil its objectives.
2. With organisations that help us to operate
We use various third-party providers to help us conduct our work and provide the service that we do. To facilitate this, we may share personal information with them.
For example, we use Squarespace to host our website, which collects certain kinds of personal information, such as how people arrive and use our website, or how they engage with our email content. We use this information to understand how people use our services and to make improvements. In some cases, you can prevent this information being collected, although doing so may affect the service you receive.
When we share or collect information in this way, it is governed by an agreement that protects your information and privacy.
3. To promote or explain our work, or provide resources
Occasionally, we may use comments that you have made about us or our work, to promote the work that we do and encourage others to purchase our books – for example, a review.
If we do this, we will seek to get your explicit permission (unless you have already made the comment publicly). If we do not have your explicit permission, we may use the comment in such a way that you cannot be identified. If you do not want us to use your comment (even anonymously), please let us know.
If you attend an event or public activity organised by us, or at which we are present, we may take photographs, or make audio or video recordings. We may use these (a) to produce and provide resources for people, in line with our organisational aims and / or (b) to help promote or explain our work. If you do not want your image or recording to be used in this way, please contact us.
4. For legal, regulatory or safety reasons
In some circumstances, we may share your personal information if we are required to do so by law or to comply with regulation. In rare circumstances, we may need to disclose your personal data to defend against legal or regulatory action, or to prevent you or others from harm.
How do we keep personal information safe, and where do we store it?
We take the security of your personal information very seriously. We take appropriate steps to protect it against loss, misuse and unauthorised alteration, including the use of encryption technologies where we deem it necessary. We and our suppliers use a variety of processes and technologies to achieve this, including the use of encryption where we consider it necessary.
We regularly review our security arrangements. When we make changes to our systems or processes, we consider the security implications.
Where we share personal information with other organisations (for example, where we use third-party organisations to help us provide services), we have agreements in place requiring that they take appropriate steps to protect against unauthorised access or disclosure.
Some of our third-party providers store and process data outside the European Economic Area (EEA). We only allow this to happen if robust agreements are in place that provide equivalent protections for the privacy and security of your personal information.
Whilst we take information security very seriously, it is important to understand that the security of any internet connection or connected storage can never be completely guaranteed.
If you are concerned about submitting your personal information in a particular way (e.g. sending a message online), there is often another way to achieve the same end if you would prefer to use that (e.g. you can phone us or write to us).
How do we keep you informed?
We regularly review our use of personal information and keep this policy up to date.
We’re always looking to improve the way that we do things and develop the services that we offer. Whenever we’re planning significant changes, we consider the privacy implications and design our processes accordingly.
If we make policy changes that are likely to affect you significantly, we will let you know. We will do this in ways that are most appropriate given the changes that we make. For example, if the change affects how we use personal information on our website, we might add a pop-up box to tell you, or if the change affects how we send emails, we might let you know by email.
What rights do you have?
Under data protection legislation, you have various rights, including the right to see what personal information we hold about you.
From 25 May 2018, you have a number of rights including:
The right to be informed: You have the right to be informed about how we use your personal information.
The right to access: You have the right to see what personal information we hold about you and know how it is used.
The right to rectification: You have the right to correct inaccurate or incomplete information that we hold.
The right to object: You have the right to ask us not to use your personal information in certain ways. For example, you can ask us to stop sending you our postal mailings.
The right to erasure: You have the right to ask us to delete your personal information if we have it. This is sometimes known as the ‘right to be forgotten’.
You also have other rights, including the rights relating to data portability, the restriction of data processing, and automatic decision making and profiling.
You can find out more about your rights here.
There are some circumstances in which these rights don’t apply.
If you wish to exercise any of these rights, please contact us. We usually need to comply with your request within one month of receiving it. We may need some information from you to ensure that we can identify you.
You also have the right to complain.
How can you update your information or change how we communicate with you?
We value our relationships and want to communicate effectively, and in ways that suit you. So, we are grateful when you help us to do that.
If, for example, your address changes, please let us know and we will update our records as soon as we can.
You can always contact us directly and ask us to make changes:
Online: Contact form
Telephone: 020 3327 1120
Post: 70 Wimpole Street, London W1G 8AX
The main ways we communicate with people are by email, post, telephone, in person or via our websites and social media presence.
If we have your postal address, we may send you information about our work by post. At any point, you can ask us to stop sending these mailing by contacting us.
If you visit our website or engage with us on social media, we may collect or use personal information to help us engage with you or to improve our service. You can find out more about this below.
What happens if you are unhappy or have a complaint?
We value our relationships and we hope that you will be happy with the way that we relate to you. If you have a question, or you're unhappy about how we may have used your personal information, please get in touch and we will investigate.
Online: Contact form
Telephone: 020 3327 1120
Post: 70 Wimpole Street, London W1G 8AX
You also have the right to make a complaint to the Information Commissioner’s Office.
You have the right to make a complaint to the ICO without contacting us first.
What about our websites and the use of personal information?
We use Squarespace to host wilberforcepublications.co.uk
You may choose to use our website to provide personal information to us to achieve various outcomes. For example, you may wish to contact us or donate to us.
We may use various third-party organisations to help us collect this information and provide the service you have requested. For example, we use Microsoft Office 365 to receive and answer email queries.
In general, to browse our website you do not need to provide this kind of information to us.
Some specific functionality does require you to provide certain information (e.g. we can’t respond to a question if you don’t provide us with a way of contacting you). It is usually possible, however, to achieve the same outcome through other channels. For example, if you want to ask us a question, you can telephone us during office hours.
Like many other websites, we collect what is often termed ‘usage data’.
‘Usage data’ refers to information about how the website is accessed and used. It may include information such as your internet browser type (e.g. Google Chrome), browser version, your Internet Protocol (IP) address, the date and time of your visit, which pages you visited and how you arrived at the website.
We (or the third-party organisations that we use) process this information to:
Operate the website and improve your immediate experience of it (for example, on some parts of the website we might use larger text if you are using a small screen such as a mobile phone)
Analyse how people arrive at our website and what action they take, so that we can make the website easier to use and improve their experience
Protect our website and the information contained
Certain information (such as your IP address) is needed by the webserver to provide the web pages that you have requested. Information such as the browser and the type of device that you are using helps us to provide web content to you in the best format.
The providers hosting our websites store this and other information (e.g. the date and time of the request) in server log files. This information is used to maintain and improve the security and performance of the web server. They keep it for a limited period, in accordance with their data retention policy and may share it with us.
Cookies are small computer files that may contain data such as an anonymous, unique identifier. Cookies are sent to your browser from a website and stored on your device. These cookies may be set by us, or by third-parties that we use either to monitor activity on our website or to serve content to you.
The cookies we have identified on our main website along with type and purpose include:
_ga - Statistics - Registers a unique ID that is used to generate statistical data on how a visitor uses our website (Google Analytics)
_gat - Statistics - Used by Google Analytics to control speed of requests
_gid - Statistics - Registers a unique ID that is used to generate statistical data on how a visitor uses our website (Google Analytics)
collect - Marketing - Used by Google Analytics
In addition, a number of cookies are set automatically by our host, Squarespace and are explained in their document ‘About the cookies Squarespace uses’.
OTHER TRACKING TECHNOLOGIES
Scripts are a form of code on the website page. They can be used to track how a website is used. We use the following scripts, provided by Google, on our main website:
ga.js, analytics.js, and dc.js – combined with services provided by Google (see below) this helps to understand and improve how people arrive at and use our website. It is possible for you to block these scripts (see below).
SHARING WITH OTHER ORGANISATIONS
Some of the information collected via these cookies and other tracking activities is passed to third-parties with whom we have an agreement. We do this to help us to understand better how you arrived at our site and so that we can improve our performance.
These third-party tools include:
Google Analytics is an analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our website.
This data is shared with other Google services. Google may use the collected data to contextualize and personalise the adverts served by its own advertising network.
For more information on the privacy practices of Google, please read ‘How Google uses information from sites or apps that use our services’.
Third-party tracking technology not controlled by us
To improve the functionality or content of our website, we may use services and embed content from other organisations. For example, we embed videos from our YouTube channel so that you can watch promotional videos on our website, and we may embed material from Twitter so that you can read it on our website.
These organisations may include:
CONSENT AND OPT-OUT
We collect and use website usage data, as outlined above, because it helps us to understand and improve how people arrive at and use our website. This enables us to provide a better and more useful service and achieve our organisational aims more effectively.
You can disable various tracking technologies and opt out of the collection and use of information for advert tracking. You can find more information about this at www.aboutads.info/choices or www.youronlinechoices.eu
What third-party service-providers do we use?
The more significant providers that we currently use include:
Sending & receiving emails, data storage
Google / YouTube
Usage tracking, video sharing