Essex Waterways
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Privacy and Cookie Policy
Essex Waterways Limited is committed to protecting your privacy and security. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information.
You can decide not to receive communications or change how we contact you at any time. If you wish to do so, please contact us:
We will never sell your personal data, and will only ever share it with organisations we work with where necessary to provide services and if its privacy and security are guaranteed.
It’s important that you read the full policy to understand what information we hold, how we may use it, and what your rights are – but if you don’t have time to read it all now, here’s a quick summary:
‘We’ and ‘Us’ is Essex Waterways Limited and our parent charity The Inland Waterways Association. Your personal data (i.e. any information which identifies you, or which can be identified as relating to you personally) will be collected and used by Essex Waterways Limited.
For the purposes of data protection law, Essex Waterways Limited will be the controller.
Personal data you provide
We collect data you provide to us. This includes information you give when using a service (including purchase of licences), placing an order or communicating with us. There are several means by which Essex Waterways Limited collects personally identifiable data, for example:
Information created by your involvement with Essex Waterways Limited
Your activities and involvement with Essex Waterways Limited will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with our activities.
If you decide to donate to us then we will keep records of when and how much you give to a particular cause.
Information we generate
We conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with our work we may be able to build a profile which helps us decide which of our communications are likely to interest you. Notes below (research and profiling) contains more information about how we use information for profiling and targeted advertising.
Information from third parties
We sometimes receive personal data about individuals from third parties. For example, if we are partnering with another organisation. Also, as explained below (Cookies and links to other sites), we may use third parties to help us conduct research and analysis on personal data (and this can result in new personal data being created).
We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.
Occasionally, we may collect information about certain supporters (e.g. particularly well known or influential people) from public sources. This could include public databases (such as Companies House), news or other media. We don’t do this to everyone, and it is the exception not the rule.
Sensitive personal data
We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about supporters and customers. However there are some situations where this will occur (e.g. if you volunteer with us or if you have an accident on one of our volunteering activities). If this does occur, we’ll take extra care to ensure your privacy rights are protected.
Accidents or incidents
If an accident or incident occurs on our property, at one of our events or involving one of our staff (including volunteers) then we’ll keep a record of this (which may include personal data and sensitive personal data).
Volunteer
If you are a volunteer (whether specifically for Essex Waterways Limited or if you are helping us for other reasons – for example you work for another organisation which is running an event with us) then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.
We only ever use your personal data with your consent, or where it is necessary in order to:
In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes):
Marketing
We use personal data to communicate with people, to promote Essex Waterways Limited and to help with fundraising. This includes keeping you up to date with our news, updates, campaigns and fundraising information. For further information on this please see below (Marketing).
Administration
We use personal data for administrative purposes (i.e. to carry out our work). This includes:
Supporter research and profiling
We evaluate, categorise and profile personal data in order to tailor materials, services and communications (including targeted advertising) and prevent unwanted material from filling up your inbox. This also helps us understand our supporters, improve our organisation and carry out research. Further information on profiling can be found below (Research and profiling).
We will never sell your personal data. If you have opted-in to marketing, we may contact you with information about our partners, or third party products and services, but these communications will always come from Essex Waterways Limited and are usually incorporated into our own marketing materials.
We may share personal data with subcontractors or suppliers who provide us with services.
Occasionally, where we partner with other organisations, we may also share information with them (for example, if you register to attend an event being jointly organised by us and another organisation). We’ll only share information when necessary and we’ll make sure to notify you first.
We will only ever share your data with such organisations where necessary to provide services and if the privacy and security of your data are guaranteed.
Essex Waterways Limited asks its supporters to “opt-in” for most communications. This includes all our marketing communications (the term marketing is broadly defined and, for instance, covers information about our events, news and Essex Waterways Limited).
This means you’ll have the choice as to whether you want to receive these messages and be able to select how you want to receive them (post, phone, email, text). This does not mean that all messages will be available in all formats.
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact us by email ([email protected]), by post (The Navigation Office, Paper Mill Lock, Little Baddow, Chelmsford, CM3 4BS) or by telephone (0145 226245 Lines open 9am to 4pm, Monday to Friday and weekends Easter to October).
What does ‘marketing’ mean?
Marketing does not just mean offering things for sale, but also includes news and information about: us, campaigns, restoration and maintenance work; benefits and offers; volunteering opportunities and how you can help protect the Navigation; appeals and fundraising (including donations and also competitions, raffles etc.); our events and activities; products, services and offers (our own, and those of third parties which may interest you); leaving a legacy; and taking part in projects.
When you receive a communication, we may collect information about how you respond to or interact with that communication, and this may affect how we communicate with you in future.
Newsletters and magazines
You can choose to unsubscribe from general marketing communications and any newsletters.
Fundraising
We will only contact you specifically about fundraising if you’ve opted in to receiving marketing from us (and you can, of course, opt out at any time).
This section explains how and why we use personal data to build profiles which enable us to understand our supporters, improve our relationship with them, and provide a better supporter experience.
Analysis and grouping
We analyse our supporters to determine common characteristics and preferences. We do this by assessing various types of information including behaviour (e.g. previous responses) or demographic information (e.g. age or location).
By grouping people together on the basis of common characteristics, we can ensure that group is provided with communications, products, and information which is most important to them. This helps prevent your inbox from filling up, and also means we aren’t wasting resources on contacting people with information which isn’t relevant to them.
Profiling to help us understand our supporters
We profile supporters in terms of financial, political and practical support. For example, we keep track of the amount, frequency and value of each person’s support. This information helps us to ensure communications are relevant and timely.
On occasion, we may also combine information about particular supporters with external information (such as directorships listed on Companies House, or news about an individual which has featured in the media) in order to create a more detailed profile about a particular individual.
We collect information on preferences and interests (e.g. whether you are interested in canal restoration or boating on certain waterways) so that we know what material you are mostly likely to be interested in.
Anonymised data
We may aggregate and anonymise personal data so that it can no longer be linked to any particular person. This information can be used for a variety of purposes, such as recruiting new supporters, or to identify trends or patterns within our existing supporter base. This information helps inform our actions and improve our campaigns, products/services and materials.
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.
Payment security
All electronic Essex Waterways Limited forms that request financial data will use the Secure Sockets Layer (SSL) protocol to encrypt the data between your browser and our servers.
If you use a credit card to donate, purchase a licence or purchase something on-line we will pass your credit card details securely to our payment providers (currently Barclays and Stripe). Other payment methods are handled in a similar manner. Essex Waterways Limited complies with the payment card industry data security standard (PCI-DSS) published by the PCI Security Standards Council, and never store card details electronically.
Of course, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.
Where we store information
Essex Waterways Limited’s operations are based in the UK and we store our data within the European Union. Some organisations which provide services to us may transfer personal data outside of the EEA, but we’ll only allow them to do so if we believe your data is adequately protected.
For example, some of our systems use Microsoft products. As a US company, it may be that using their products result in personal data being transferred to or accessible from the US. However, we accept this as we are certain personal data will still be adequately protected (as Microsoft is certified under the USA’s Privacy Shield scheme).
How long we store information
We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for. We may also be required to store data to satisfy legal requirements, for financial audit purposes or to satisfy insurance requirements.
If you ask us not to send you marketing emails, we may retain your email address to ensure that we don’t send marketing material to that e-mail address (though we’ll keep a record of your preference not to be emailed). We may also retain your email address for other purposes, such as for administration or have a mooring on the Chelmer & Blackwater Navigation.
We continually review what information we hold and delete what is no longer required. We never store payment card information on paper.
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows: the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as a subject access request); the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason); the right to have inaccurate data corrected; the right to object to your data being used for marketing or profiling; and where technically feasible, you have the right to personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
If you would like further information on your rights or wish to exercise them, please write to Membership at The Navigation Office, Paper Mill Lock, North Hill, Little Baddow, Chelmsford, CM3 4BS or telephone 01245 226245 (Lines open 9am to 4pm, Monday to Friday and weekends Easter to October) or email [email protected].
Complaints
You can complain to IWA directly by contacting the Administration Manager using the details set out above.
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk
Cookies
Our website uses local storage (such as cookies) to provide you with the best possible experience and to allow you to make use of certain functionality (such as being able to shop online). Further information can be found here in our Cookies Policy.
Cookies’ are small text files that are placed on a user’s computer hard drive by a website. There are several types of cookie and the most common are often referred to as ‘session’ cookies. These are used to keep track of information needed by a user as they travel from page to page within a website. These cookies have a short lifetime and expire within a few minutes of the user leaving the site.
Essex Waterways Limited uses benign, short lived ‘session’ cookies and ‘first party’ cookies to tell whether a website user has logged-in, where to find details that can be used to pre-fill parts of on-line forms and to personalise the user’s visit to the website. They are necessary for the e-commerce and member log-in parts of the site to work correctly. By use of the website you are consenting for this use of cookies.
Essex Waterways Limited’s website uses Google Analytics, a web analytics service provided by Google Inc. (Google). Google Analytics uses cookies to help the website analyse how visitors use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States of America. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for Essex Waterways Limited and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google.
Other types of cookies can be used to track internet activity after the user has left a website. These are either sponsored by organisations external to the website being visited (known as ‘third party’ cookies) or can originate from the website organisation itself (‘first party’ cookies). These usually have a long lifetime with several months being quite common. They are ‘harvested’ and ‘refreshed’ whenever the user visits a page where the same or a similar cookie is being used. These are often used for delivering adverts that are more likely to be relevant to you. They are also used to limit the number of times you see an advertisement as well as help measure the effectiveness of the advertising campaign. This website does not use third party cookies, but we do use advertising cookies to:
Identify that you have visited Essex Waterways Limited’s website, so that we can show you relevant information from Essex Waterways Limited.
Provide Google’s advertising network with information on your visit so that Google can present you with adverts that you may be interested in.
You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. It is also important not to exclude the benign and useful session cookies or first party cookies. If you do decide to refuse the use of cookies Essex Waterways Limited recommends that you choose an option that rejects all third parties.
By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.
Further information about cookies is available at www.aboutcookies.org
Links to other sites
Our website contains hyperlinks to many other websites. We are not responsible for the content or functionality of any of those external websites (but please let us know if a link is not working by using the ‘Contact us’ link at the top of the page).
If an external website requests personal information from you (e.g. in connection with an order for goods or services), the information you provide will not be covered by Essex Waterways Limited’s Privacy Policy. We suggest you read the privacy policy of any website before providing any personal information.
When purchasing goods or services from any of the businesses that our site links to, you will be entering into a contract with them (agreeing to their terms and conditions) and not with Essex Waterways Limited.
We’ll amend this Privacy Policy from time to time to ensure it remains up-to-date and accurately reflects how and why we use your personal data. The current version of our Privacy Policy will always be posted on our website.
This Privacy Policy was last updated on 10th November 2023.
