Writers' Summer School Policies & Procedures
Harassment Policy
The School does not tolerate any form of harassment and expects all members of its community, including visitors and tutors, to treat each other and staff of The Hayes with respect, courtesy and consideration.
The School is committed to fostering an inclusive culture which promotes equality, values, diversity and maintains a learning and social environment in which the rights and dignity of all members of its community are respected.
The School Policy on Harassment is available here - or by emailing the Swanwick secretary (secretary@swanwickwritersschool.org.uk).
The School is committed to fostering an inclusive culture which promotes equality, values, diversity and maintains a learning and social environment in which the rights and dignity of all members of its community are respected.
The School Policy on Harassment is available here - or by emailing the Swanwick secretary (secretary@swanwickwritersschool.org.uk).
Privacy Policy and Cookies
This policy explains how we respect privacy when we deal with personal information collected by our organisation. It applies to information we, Swanwick Writers’ Summer School, collect about individuals who interact with our organisation. It explains what personal information we collect and how we use it. If you have any comments or questions about this notice, feel free to contact us by e-mail at secretary@swanwickwritersschool.org.uk or via our contact form.
1. Personal data that we process
The following list explains the purpose, data we collect and the legal basis, under current data protection legislation, on which this data is processed.
Enquiring about our organisation and its work
Name, email or phone number, message
Legitimate interests - it is necessary for us to read and store your message so that we can respond in the way that you would expect.
Subscribing to email updates about Swanwick Writers’ Summer School
Name, email
Consent - you have given your active consent.
Subscribing to our newsletter
Name, email
Consent - you have given your active consent.
Making a donation or signing up as a Friend of Swanwick
Name, email, address, payment information
Legitimate interests - this information is necessary for us to fulfil your intention of donating money and your expectation of receiving a confirmation message.
Signing up for a place at Swanwick Writers’ Summer School
Name, email, address, phone number, accommodation and dietary requirements, emergency contact information, payment information, whether you are between 16 and 17 years of age and if so the name of the adult accompanying you to Swanwick
Contract - by paying for a place at Swanwick Writers’ Summer School, you have entered into a contractual relationship with us as set out in our terms and conditions.
Applying for the TopWrite Scheme
Name, email, contact details, age range, name and position of reference
Legitimate interests - this information is necessary for us to confirm your eligibility, assess your application, and contact you to let you know the results of your application.
Applying for the Assisted Places Scheme
Name, email, contact details, evidence of financial situation
Legitimate interests - this information is necessary for us to confirm your eligibility, assess your application, and contact you to let you know the results of your application.
Website functionality
Website activity collected through cookies
Legitimate interests
- it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect, such as remembering the contents of your order before you have fully completed the process.
2. How we use your data
We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this policy.
For example, we may use your personal information to:
3. When we share your data
We will only pass your data to third parties in the following circumstances:
When you book a place at Swanwick Writers’ Summer School, we share the details necessary to arrange appropriate accommodation and catering with The Hayes Conference Centre who oversee these services.
In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.
4. How long we keep your data
We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.
Where data is collected on the basis of consent, we will seek renewal of consent at least every three years.
5. Rights you have over your data
You have a range of rights over your data, which include the following:
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.
Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.
6. Cookies & usage tracking
A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, e.g. remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.
Where cookies are used to collect personal data, we list these purposes in section 1 above, along with other personal data that we collect. However, we also use some cookies that do not collect personal information but that do help us collect anonymous information about how people use our website. We use Weebly for this purpose. Weebly generates statistical and other information about website usage by means of cookies, which are stored on users' computers. The information collected by Weebly about usage of our website is not personally identifiable. The data is collected anonymously, stored by Weebly and used to create reports about website usage. Weebly's privacy policy is available at https://www.weebly.com/uk/privacy.
As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.
7. Modifications
We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we'll notify people whose personal data we hold and is affected.
8. Getting in Touch
If you have questions or concerns, believe that any information we are holding on you is incorrect or incomplete, or would like to access the rights listed above (or any other legal rights you have over your data under current legislation), please contact us as soon as possible via the contact form or e-mail secretary@swanwickwritersschool.org.uk.
9. Covid-19
To support NHS Test and Trace (which is part of the Department for Health and Social Care) in England, DHSC has provided guidance which we have chosen to follow. The guidance recommends that we collect and keep a limited record of staff, customers and visitors who come onto our premises for the purpose of contact tracing.
By maintaining records of staff, customers and visitors, and sharing these with NHS Test and Trace where requested, we can help to identify people who may have been exposed to coronavirus.
As a customer or visitor of Swanwick Writers’ Summer School you might be asked to provide some basic information and contact details. The following information will be collected:
NHS Test and Trace as part of its guidance, has recommended that we retain this information for 21 days from the date of your visit, to enable contact tracing to be carried out by NHS Test and Trace during that period. We will only share information with NHS Test and Trace if it is specifically requested by them. For example, if other customers at the venue subsequently tested positive, NHS Test and Trace can request the log of customer, visitor and staff details on a particular day.
Under government guidance, the information we collect may include information which we would not ordinarily collect from you and which we therefore collect only for the purpose of contact tracing. Information of this type will not be used for other purposes, and NHS Test and Trace will not disclose this information to any third party unless required to do so by law (for example, as a result of receiving a court order). In addition, where the information is only collected for the purpose of contact tracing it will be destroyed by us 21 days after the date of your visit.
However, the government guidance may also cover information that we would usually collect and hold onto as part of our ordinary dealings with you (perhaps, for example, your name and phone number). Where this is the case, this information only will continue to be held after 21 days and we will use it as we usually would, unless and until you tell us not to.
Your information will always be stored and used in compliance with the relevant data protection legislation. The use of your information is covered by the UK General Data Protection Regulations Article 6 (1) (f) – legitimate interests of the venue or establishment. The legitimate interest in this case is the interest of the venue/establishment in co-operating with NHS Test and Trace in order to help maintain a safe operating environment and to help fight any local outbreak of coronavirus.
Collection of information from or about children under the age of 18 requires the consent of their parent or guardian.
By law, you have a number of rights as a data subject, such as the, right to be informed, the right to access information held about you, the right to rectification on any inaccurate data that we hold about you. You have the right to request that we erase personal data about you that we hold (although this is not an absolute right). You have the right to request that we restrict processing of personal data about you that we hold in certain circumstances. You have the right to object to processing of personal data about you on grounds relating to your particular situation (also again this right is not absolute). If you are unhappy or wish to complain about how your information is used, you should contact a member of staff in the first instance to resolve your issue.
If you are still not satisfied, you can complain to the Information Commissioner’s Office.
1. Personal data that we process
The following list explains the purpose, data we collect and the legal basis, under current data protection legislation, on which this data is processed.
Enquiring about our organisation and its work
Name, email or phone number, message
Legitimate interests - it is necessary for us to read and store your message so that we can respond in the way that you would expect.
Subscribing to email updates about Swanwick Writers’ Summer School
Name, email
Consent - you have given your active consent.
Subscribing to our newsletter
Name, email
Consent - you have given your active consent.
Making a donation or signing up as a Friend of Swanwick
Name, email, address, payment information
Legitimate interests - this information is necessary for us to fulfil your intention of donating money and your expectation of receiving a confirmation message.
Signing up for a place at Swanwick Writers’ Summer School
Name, email, address, phone number, accommodation and dietary requirements, emergency contact information, payment information, whether you are between 16 and 17 years of age and if so the name of the adult accompanying you to Swanwick
Contract - by paying for a place at Swanwick Writers’ Summer School, you have entered into a contractual relationship with us as set out in our terms and conditions.
Applying for the TopWrite Scheme
Name, email, contact details, age range, name and position of reference
Legitimate interests - this information is necessary for us to confirm your eligibility, assess your application, and contact you to let you know the results of your application.
Applying for the Assisted Places Scheme
Name, email, contact details, evidence of financial situation
Legitimate interests - this information is necessary for us to confirm your eligibility, assess your application, and contact you to let you know the results of your application.
Website functionality
Website activity collected through cookies
Legitimate interests
- it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect, such as remembering the contents of your order before you have fully completed the process.
2. How we use your data
We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this policy.
For example, we may use your personal information to:
- reply to enquiries you send to us;
- handle donations or other transactions that you initiate;
- provide you with information about your booking and course programme;
- ensure that we provide you with appropriate accommodation and catering
- where you have specifically agreed to this, send you marketing communications by email relating to Swanwick Writers’ Summer School which we think may be of interest to you.
3. When we share your data
We will only pass your data to third parties in the following circumstances:
- you have provided your explicit consent for us to pass data to a named third party;
- we are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors; or
- we are required by law to share your data.
When you book a place at Swanwick Writers’ Summer School, we share the details necessary to arrange appropriate accommodation and catering with The Hayes Conference Centre who oversee these services.
In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.
4. How long we keep your data
We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.
Where data is collected on the basis of consent, we will seek renewal of consent at least every three years.
5. Rights you have over your data
You have a range of rights over your data, which include the following:
- Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting ‘unsubscribe’ links at the bottom of all our marketing emails).
- You have the right to ask for rectification and/or deletion of your information.
- You have the right of access to your information.
- You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.
Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.
6. Cookies & usage tracking
A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, e.g. remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.
Where cookies are used to collect personal data, we list these purposes in section 1 above, along with other personal data that we collect. However, we also use some cookies that do not collect personal information but that do help us collect anonymous information about how people use our website. We use Weebly for this purpose. Weebly generates statistical and other information about website usage by means of cookies, which are stored on users' computers. The information collected by Weebly about usage of our website is not personally identifiable. The data is collected anonymously, stored by Weebly and used to create reports about website usage. Weebly's privacy policy is available at https://www.weebly.com/uk/privacy.
As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.
7. Modifications
We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we'll notify people whose personal data we hold and is affected.
8. Getting in Touch
If you have questions or concerns, believe that any information we are holding on you is incorrect or incomplete, or would like to access the rights listed above (or any other legal rights you have over your data under current legislation), please contact us as soon as possible via the contact form or e-mail secretary@swanwickwritersschool.org.uk.
9. Covid-19
To support NHS Test and Trace (which is part of the Department for Health and Social Care) in England, DHSC has provided guidance which we have chosen to follow. The guidance recommends that we collect and keep a limited record of staff, customers and visitors who come onto our premises for the purpose of contact tracing.
By maintaining records of staff, customers and visitors, and sharing these with NHS Test and Trace where requested, we can help to identify people who may have been exposed to coronavirus.
As a customer or visitor of Swanwick Writers’ Summer School you might be asked to provide some basic information and contact details. The following information will be collected:
- the names of all customers or visitors
- a contact phone number for each customer or visitor
- date of visit
NHS Test and Trace as part of its guidance, has recommended that we retain this information for 21 days from the date of your visit, to enable contact tracing to be carried out by NHS Test and Trace during that period. We will only share information with NHS Test and Trace if it is specifically requested by them. For example, if other customers at the venue subsequently tested positive, NHS Test and Trace can request the log of customer, visitor and staff details on a particular day.
Under government guidance, the information we collect may include information which we would not ordinarily collect from you and which we therefore collect only for the purpose of contact tracing. Information of this type will not be used for other purposes, and NHS Test and Trace will not disclose this information to any third party unless required to do so by law (for example, as a result of receiving a court order). In addition, where the information is only collected for the purpose of contact tracing it will be destroyed by us 21 days after the date of your visit.
However, the government guidance may also cover information that we would usually collect and hold onto as part of our ordinary dealings with you (perhaps, for example, your name and phone number). Where this is the case, this information only will continue to be held after 21 days and we will use it as we usually would, unless and until you tell us not to.
Your information will always be stored and used in compliance with the relevant data protection legislation. The use of your information is covered by the UK General Data Protection Regulations Article 6 (1) (f) – legitimate interests of the venue or establishment. The legitimate interest in this case is the interest of the venue/establishment in co-operating with NHS Test and Trace in order to help maintain a safe operating environment and to help fight any local outbreak of coronavirus.
Collection of information from or about children under the age of 18 requires the consent of their parent or guardian.
By law, you have a number of rights as a data subject, such as the, right to be informed, the right to access information held about you, the right to rectification on any inaccurate data that we hold about you. You have the right to request that we erase personal data about you that we hold (although this is not an absolute right). You have the right to request that we restrict processing of personal data about you that we hold in certain circumstances. You have the right to object to processing of personal data about you on grounds relating to your particular situation (also again this right is not absolute). If you are unhappy or wish to complain about how your information is used, you should contact a member of staff in the first instance to resolve your issue.
If you are still not satisfied, you can complain to the Information Commissioner’s Office.
Comments and Complaints
Each year we invite you to provide comments on all aspects of the school, as well as suggestions for improvement, by completing a feedback form. If the form is not sufficient for your needs, or you have a more serious issue and wish to make a formal complaint, then the procedure can be found here.
