1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2018 (the “GDPR”).
The privacy and security of our customers personal data is important to us. This privacy notice explains how we use the information we collect about you, how you can instruct us if you prefer to limit the use of that information, and the procedures that we have in place to safeguard your privacy.
If you visit a website operated by a third party through a link included on the Websites, your information might be used differently by the operator of the linked website. You should review the privacy information on that website for more information.
2. Who we are and contact details
Athletics Weekly is the data controller and responsible for deciding how your personal data is processed and for what purposes (collectively referred to as “AW”, “we”, “us”, or “our” in this privacy notice).
Our full details are:
Full name of legal entity: Athletics Weekly Ltd
Role: Office Manager
Email address: email@example.com
Postal address: 22 Long Acre, Covent Garden, London, WC2E 9LY.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO). We would however appreciate the chance to deal with your concerns before you approach the ICO so please get in touch with us in the first instance.
Warners Group Publications
If you purchase a print subscription to Athletics Weekly, we use Warners Group Publications (WGP) to manage print subscriptions and to hold print subscription customer data. WGP are the processor and process all orders on our behalf.
If you purchase a digital subscription to Athletics Weekly, we use Pocketmags (Jellyfish Connect Ltd), to manage digital subscriptions and to hold digital subscription customer data. Jellyfish Connect Ltd are the processor and process all orders on our behalf.
3. How we process your personal data
AW complies with its obligations under the GDPR by keeping your personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
Any information that we collect about you is stored electronically on our database.
4. The information we collect
We may collect, either directly or indirectly through our data processors, and use different kinds of personal data about you which we have grouped together as follows:
- Identity Data
e.g. your name;
- Contact Data
e.g. your address, phone number, e-mail address;
- Transaction Data
e.g. your billing and delivery address (if different) for print magazine subscriptions, and a record of our services to which you have signed up, such as our website forums, regular newsletters, competitions, order products or take up a reader offer;
- Profile Data
e.g. a username and password for your online account(s), your athletics club, your county;
- Financial Data
We do not hold your payment data. Your payment details for print and digital magazine subscriptions are processed by WGP and Pocketmags with payment taken via a third party payment provider such as MPP Global Solutions Ltd, SagePay Europe Ltd and PayPal. Please refer to WGP’s Privacy Information or Pocketmags’ Privacy Information for more details.
- E-zine & Marketing Data
e.g. your preferences in relation to whether or not you want to receive marketing information from us
We will not collect or store any other sensitive information about you without your explicit consent.
Where we need to collect personal information from you in order to fulfil purchase of a subscription (through WGP or Pocketmags), if you do not provide the data requested we may not be able to provide the goods or services you are attempting to purchase.
5. How we protect your information
We will keep your personal information confidential except to the extent that we are compelled to disclose it by law (for example where fraud or other crime is involved) or to comply with an instruction of a regulatory body of competent jurisdiction. To comply with the GDPR we follow strict security procedures for storing data.
The personal information that we hold will be held securely to ensure no unauthorised disclosure or access. The internet is not a secure medium. We have put in place various security measures but you are advised to treat the internet as an insecure medium in all of your communications with us.
6. Purposes for which we will use your personal data
We will only use your personal detail where we are allowed to by law. There are three main circumstances where we use your data:
- Where we have entered (or are about to enter) into a contract with you most usually related to your magazine subscription.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and rights do not override our legitimate interests.
- Where we need to comply with a regulatory obligation.
Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending our e-zine and certain forms of marketing communications. You can ask us to stop sending you these at any time.
We have set out below a description of all the ways we plan to use your personal data, and which of the lawful bases under GDPR that we rely on to do so. We have also identified what our legitimate interests are where appropriate.
|Purpose / Activity||Type of data||Lawful basis for processing including basis of legitimate interest|
|To register you as a new customer||i) Identity|
|i) Performance of a contract with you|
|To process and fulfil your subscription, take up a reader offer, or order products||i) Identity|
|i) Performance of a contract with you
ii) Necessary for our legitimate interests (to keep our records updated)
|To process any request for advice or information supplied by us or to contact you should there be any changes to your subscription which are likely to affect you||i) Identity|
|i) Performance of a contract with you
ii) Necessary for our legitimate interests (to keep our records updated)
|To include you in our website forums||i) Identity|
|i) Where you have given consent for us to do so|
|To send you our newsletter email and promotional information containing messages about AW or third party products and services||i) Identity|
|i) Where you have given consent for us to do so|
|To comply with our statutory and regulatory obligations||i) Identity|
|i) Necessary to comply with a legal obligation|
7. Sharing your personal data
Categories of third parties are listed below:
- Print Subscriptions (Warners Group Publications)
- Digital Subscriptions (Jellyfish Connect Ltd (Pocketmags))
- Merchandising fulfilment
- Competition/Prize fulfilment
We may provide anonymous, non-personally identifiable aggregate information to advertisers and our business partners, including information relating to sales and web-usage, to enable us to sell advertising and monitor the efficacy of our business partnerships.
It is possible that AW could merge or be acquired by another business. If this happens we may share the information that relates to you.
AW reserves the right to disclose personally identifiable information in order to comply with the law, applicable regulations and government requests. We also reserve the right to use such information in order to protect our operating systems and integrity as well as other users.
We never pass your personal information onto any third parties for marketing purposes.
8. How long we keep your personal data
In accordance with the GDPR and good commercial practice we keep data in a form that permits identification of the person to whom it relates for no longer than reasonably necessary.
Where you have purchased a magazine subscription, we are obligated by law to keep your details for a minimum of seven years so that we can maintain sufficient records. After this period we will either permanently delete your personal information or remove all identifiers within it so that it is no longer personal data. We may use such anonymised data for research and/or business analysis purpose.
Where you have given us your consent to send you marketing communications we will hold this consent as valid for two years. You can ask us to stop contacting you at any time.
9. Automated decision making
Where you have consented for us to send you communications about our products and services, we may from time to time use automated decision making in order to minimise the chance of emailing you with information about events and services that may less relevant or not relevant to you. For example we may use your county to ensure that you are emailed about events closer to where you live, rather than events that are far away.
10. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of your personal data which we hold;
- The right to request that we correct any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for us to retain such data;
- The right to withdraw your consent to the processing of your personal information for the purposes of sending marketing communications at any time;
- The right to request that the we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability);
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, where applicable;
- The right to lodge a complaint with the Information Commissioners Office.
If you wish to exercise any of the rights set out above please contact us at firstname.lastname@example.org or by writing to Athletics Weekly, 22 Long Acre, Covent Garden, London, WC2E 9LY.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data. This is a security measure to ensure that personal data is not disclosed to any person who does not have right to receive it.
11. Updating your details and marketing preferences
If any of the information that you have provided to us changes, for example if you change your email address, let us know by emailing email@example.com or by writing to Athletics Weekly, 22 Long Acre, Covent Garden, London, WC2E 9LY.
If you have consented to receiving such material you may opt-out at a later stage from:
- Emails – by clicking on an email unsubscribe link;
- Post or telemarketing – by writing to Athletics Weekly, 22 Long Acre, Covent Garden, London, WC2E 9LY.
12. Further processing
If we wish to use your personal data for a new purpose, not covered by this data 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.
13. Cookies and website analytics
14. Your consent
Owing to the global nature of the internet’s infrastructure the information you provide may be temporarily transferred to and stored in countries outside the European Economic Area, for example if the location of the Internet service provider hosting our Websites is outside of this area. By agreeing to our terms and conditions of use of our Websites you consent to any transfer of your personal information outside the European Economic Area.
15. Contact details
To exercise all relevant rights, queries or complaints please in the first instance contact our customer services team at firstname.lastname@example.org.
If we cannot resolve your query or complaint satisfactorily 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.
We will use the information we collect about you to analyse web usage and compile aggregate statistics about our users, for advertising and marketing purposes and to enable us to provide a more personalised internet experience.
- What is a cookie?
A cookie is a small text file that we, and in certain circumstances third parties, place on your browser when you visit our website or open some of our emails. Cookies, amongst other things, allow AW to recognise you each time you re-visit our website and provide you with a more personalised user experience. There are in existence a variety of different cookies which are designed for use in specific sets of circumstances.
When you initially enter this AW site we may place an anonymous cookie on your browser to enable us to recognise you the next time you visit the site. We may also place a further cookie on your browser when you register for one of our services, this will enable us to remember you next time you come to sign in, eliminating the need for you to re-enter your login details and customising your future uses of our site.
Cookies may also be used to track your use of this website to better develop it, for example, determining which parts of the website are most popular and determining content accordingly.
We may also place cookies on your browser to provide you with behavioural advertising and monitor the advertising on our site to, among other things, ensure that you are not subjected to intrusive advertising.
Small pieces of code called pixel tags, web beacons or GIF files, are used in conjunction with cookies to help us manage and monitor our online advertising and wider business arrangements with third parties. These files will allow us to aggregate anonymous information relating to advertising and website usage. The type of information collected includes, but is not limited to, information relating to advertising responses, page views, promotion views and purchases made. Such pixel tags may be used to recognise cookies generated by third parties and inform us and/or third parties of which advertisement or link brought you to our website, allowing us to monitor the efficacy of our business relationships with third parties.
Most internet browsers are automatically set up to accept cookies, but you can set your browser to refuse a cookie or ask your browser to show you where a cookie has been set up.
- Use of different cookies
We will use different cookies at various different stages of your use of our website and below we summarise some of the key cookies on our site.
- Tracking and customisation cookies:
These are used to recognise repeat visitors to the AW website and customise the visitor experience, as described above. They may also be used in conjunction with other information we or our third party partners hold to attempt to record specific browsing information (for example, regarding the way visitors arrive at this website, pages viewed, options selected, information entered and the path taken through the AW site).
- Session cookies
These are used to maintain your session when you sign in on this website, allowing you to access AW’s online services without the need to sign in on every page you visit. The session cookie is used to tailor advertising to you on AW online services and websites and selected third party websites.
- Advertising cookies:
Cookies enable behavioural advertising through the use of “audience segments” to provide you with advertising based on content that you have previously viewed on this website and other third party websites. We may also share behavioural data with other websites. This may mean that when you are on other websites you are served advertising based on your behaviour at this website, and on this website you may be served advertising based on your behaviour on other sites.
Opting out of behavioural advertising or tracking does not mean that you will no longer receive advertising when you are using this website. It simply means the advertising you see will not be customised for you.
More general information about behavioural advertising can be found at www.youronlinechoices.com.
- Research cookies:
These gather data across the AW website through using cookies and pixel tags for the purposes of gathering research data on the traffic and users of the site.
- Cookies placed independently by third parties:
The majority of adverts you see on the AW website will have been placed by third parties. These third parties may choose to generate their own cookies for the purposes of collecting anonymous information relating to the viewing of their advertising. The information collected cannot be used to personally identify someone.
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.
This privacy notice was updated on May 24, 2018.