Privacy Policy

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Your personal data – what is it?

“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address).  Identification can be directly using the data itself or by combining it with other information which helps to identify a living individual (e.g. a list of staff may contain personnel ID numbers rather than names but if you use a separate list of the ID numbers which give the corresponding names to identify the staff in the first list then the first list will also be treated as personal data). The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR”) and other legislation relating to personal data and rights such as the Human Rights Act.

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Who are we?

This Privacy Notice is provided to you by Woven Network whose directors are the data controllers for your data. A description of what personal data Woven Network processes and for what purposes is set out in this Privacy Notice.

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Woven Network will process some or all of the following personal data where necessary to perform its tasks:

• Names, titles, aliases, and photographs;

• Contact details such as telephone numbers, addresses, and email addresses;

• Where they are relevant to the services provided by Woven Network, or where you provide them to us, we may process information such as email addresses or website URLs.

• Where you pay for products, meetings or services, identifiers such as invoices, receipts, bank account numbers, payment card numbers, and payment/transaction identifiers will be recorded.

• All personal data we process will have been provided by you.

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How we use sensitive personal data?

We may process personal data including, email addresses, bank details, building addresses as appropriate to fulfil tasks such as purchases and registration for meetings.

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Woven Network will comply with data protection law. This says that the personal data we hold about you must be:

• Used lawfully, fairly and in a transparent way.

• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

• Relevant to the purposes we have told you about and limited only to those purposes.

• Accurate and kept up to date.

• Kept only as long as necessary for the purposes we have told you about.

• Kept and destroyed securely including ensuring that appropriate technical and security measures are in place to protect your personal data to protect personal data from loss, misuse, unauthorised access and disclosure.

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We use your personal data for some or all of the following purposes:

• To deliver a regular newsletter containing information related to insects for food and feed;

• To confirm your identity to provide services to you;

• To contact you by post, email, telephone or using social media (e.g., Facebook, Twitter, WhatsApp);

• To help us to build up a picture of how we are performing;

• To enable us to meet all legal and statutory obligations and powers including any delegated functions;

• To carry out procedures (including due diligence and complaints handling);

• To promote the interests of the Woven Network;

• To maintain our own accounts and records;

• To seek your views, opinions, or comments;

• To notify you of changes to our facilities, services, events and staff, directors and other role holders;

• To send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other new projects or initiatives;

• To process relevant financial transactions including grants and payments for goods and services supplied to Woven Network

• To allow the statistical analysis of data so we can plan the provision of services.

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What is the legal basis for processing your personal data?

Woven Network is a Community Interest Company and is constituted for certain purposes and obligations. Some of your personal data may be processed for compliance with a legal obligation which includes the discharge of Woven Network’s procedures, and financial reporting. This Privacy Notice sets out your rights and Woven Network’s obligations to you.

We may process personal data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. An example of this would be processing your data in connection with the purchase of goods, or the registration for a meeting.

Sometimes the use of your personal data requires your consent. We will first obtain your consent to that use.

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Sharing your personal data

Woven Network will only share your data with third parties for services that you request with your permission. Third parties have an obligation to put in place appropriate security measures and will be responsible to you directly for the manner in which they process and protect your personal data.

• Our agents, suppliers and contractors. For example, we may run a meeting in collaboration with another organisation who will perform the tasks of collecting payment or disseminating programme and venue information.

How long do we keep your personal data?

We will keep records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is currently best practice to keep financial records for a minimum period of 8 years to support HMRC audits or provide tax information. We may have legal obligations to retain some data in connection with our statutory obligations as a Community Interest Company. Woven Network is permitted to retain data in order to defend or pursue claims. In some cases the law imposes a time limit for such claims (for example, 3 years for personal injury claims or 6 years for contract claims). We will retain some personal data for this purpose as long as we believe it is necessary to be able to defend or pursue a claim. In general, we will endeavour to keep data only for as long as we need it. This means that we will delete it when it is no longer needed.

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Your rights and your personal data

You have the following rights with respect to your personal data:

When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.

The right to access personal data we hold on you

• At any point you can contact us to request the personal data we hold on you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from. Once we have received your request we will respond within one month.

• There are no fees or charges for the first request but additional requests for the same personal data or requests which are manifestly unfounded or excessive may be subject to an administrative fee.

The right to correct and update the personal data we hold on you

• If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.

The right to have your personal data erased

• If you feel that we should no longer be using your personal data or that we are unlawfully using your personal data, you can request that we erase the personal data we hold.

• When we receive your request, we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example, because we need it for to comply with a legal obligation).

The right to object to processing of your personal data or to restrict it to certain purposes only

• You have the right to request that we stop processing your personal data or ask us to restrict processing. Upon receiving the request, we will contact you and let you know if we are able to comply or if we have a legal obligation to continue to process your data.

The right to data portability

• You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.

The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained

• You can withdraw your consent easily by contacting us via email.

The right to lodge a complaint with the Information Commissioner’s Office.

• You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

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Transfer of Data Abroad

Any personal data transferred to countries or territories outside the European Economic Area (“EEA”) will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is accessible from overseas; so on occasion, some personal data (for example, in a newsletter) may be accessed from overseas.

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Further processing

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

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Changes to this notice

We keep this Privacy Notice under regular review and we will place any updates on the Woven Network website. This Notice was last updated in May 2018.

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Contact Details

Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:

Data Protection Officer, Woven Network CIC

Contact Form

You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

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Cookie Policy

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Cookies

Cookies are text files containing small amounts of information which are downloaded to your device when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. Cookies are useful because they allow a website to recognise a user’s device.

You can find more information about cookies at:

• www.allaboutcookies.org

• www.youronlinechoices.eu

• www.whoishostingthis.com

Cookies do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improve the user experience. They can also help to ensure that adverts you see online are more relevant to you and your interests. The cookies used on this website have been categorised based on the categories found in the ICC UK Cookie guide.

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Category 1: strictly necessary cookies

These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these, cookies services you have asked for, like shopping baskets or e-billing, cannot be provided.

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Category 2: performance cookies

These cookies collect information about how visitors use a website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. They are only used to improve how a website works.

By using our website, you agree that this type of cookie will be placed on your device.

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Category 3: functionality cookies

These cookies allow the website to remember choices you make (such as your username, language or the region you are in) and provide enhanced, more personal features. For instance, a website may be able to provide you with local weather reports or traffic news by storing in a cookie the region in which you are currently located. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for, such as watching a video or commenting on a blog. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.

By using our website, you agree that this type of cookie will be placed on your device.

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Category 4: targeting cookies or advertising cookies

These cookies are used to deliver adverts more relevant to you and your interests. 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. They are usually placed by advertising networks with the website operator’s permission. They remember that you have visited a website and this information is shared with other organisations such as advertisers. Quite often targeting or advertising cookies will be linked to site functionality provided by the other organizations.

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Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

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Controlling your personal information

Any information that you choose to display on your Member Profile will be visible to other Woven Network members. You may also choose to restrict how we use your personal information by letting us know.

We will not sell, distribute or lease your personal information to third parties unless we have your prior permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

You may request details of personal information which we hold about you under the Data Protection Act 1998.

If you would like a copy of the information held on you please get in touch.

If you believe that any information we are holding on you is incorrect or incomplete, again, please let us know as soon as possible. We will promptly correct any information found to be incorrect.

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Membership

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Woven Network provides a membership subscription service, the benefits of which include access to industry resources, a networking search service, and your incorporation into a national organisation capable of lobbying government bodies. You can view our membership packages and benefits here.

For the purposes of definition, when we use the term Associate (formerly Associate Member), we are referring to any member that has simply registered an account with us on our website to receive our newsletter. If a member has also bought and paid for a membership subscription, we will use the term  Member (formerly Full Member).

Membership subscriptions are usually on a basis of one year, renewal of which will either be automatic or performed via a Renewal Order through email correspondence.