The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore the way this website processes, stores and protects user data and information will also be detailed within this policy.
This policy also outlines the use and handling of client information should you choose to engage with The Webmistress for work relating to your website or your marketing.
The Webmistress is currently taking steps to become fully GDPR compliant. ICO No. ZA362571.
1. The Website
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies to all UK national laws and requirements for user privacy.
2. View, change or request deletion of your personal information
At any time, you can visit this page to request to view, update, delete your personal details or report a data breach, if you are concerned that one a has taken place. If a need arises share your information with a 3rd party, we will always ask for your permission first.
3. Use and storage of your personal information and data
Your data is kept safe and secure and there are 6 cases in which your data might bee seen/shared:
- Other members of The Webmistress contracting team might see, and need to use, some of your information
- If you signup to the mailing list, your data will be sent to the 3rd party software used for our marketing automation platform (see below for more information)
- If I need to share your details with a 3rd party, for example a college at which a workshop is run and you are attending. I will always ask for your permission first
- My accountant might see your name and email address
- If you choose to pay via PayPal, your details will appear in my PayPal account.
Any confidential information gathered about you or your business during our business relationship, is kept private and confidential.
Some of your information will need to be seen and used by 4 trusted contractors. Contractors are all bound by a Non-Disclosure Agreements.
Usernames and passwords
Sensitive information, e.g. usernames and passwords, is shared through an online password safe which is encrypted. We ensure very strong passwords are used to access the safe.
This personal data is kept for up to 5 years.
For ease of transfer to you, some usernames and passwords need to be stored on a document. This document will be password protected and shared with you.
Documents and other files
Documents and files pertaining to the building of a website, or marketing material production, are stored on password protected and encrypted cloud storage. A backup copy is kept on and external hard drive, in a fireproof safe.
These documents and files are kept for up to 5 years.
Credit card details
Credit card details are needed to purchase online accounts e.g. website hosting package. Purchasing such packages is mostly done in person, during a consultation. In some cases, this needs to be done over the phone, and all efforts are taken for you to read the details off your card while they are entered by us into the 3rd party website. Sometimes it is not possible to coordinate this with you and will need to write down your credit card details on a piece of paper. This paper is then shredded after the details are used.
These details are never saved to the browser, stored in a document on the cloud or on a computer.
Rights to your property
Anything that is created for you e.g. a website or a logo, are your property. You can request copies at any time, by using this form.
As mentioned above, we keep usernames, passwords and files pertaining to your website, for 5 years. At this point, these will be deleted if we have not done any work for you in this time.
All communication between us will also be deleted. Your contact details will however remain on the contacts list.
If you feel you have moved on form working with The Webmistress and you would like to be deleted from The Webmistress internal mailing list at any time, please use this form. We won’t be offended and you will be welcome back any time!
3. Contact about products and services
Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Contact can be made through this form or directly through email: firstname.lastname@example.org.
Your personal information is stored securely for 1 year and then deleted if you do not become a client. Your details are never shared outside of The Webmistress contracting team.
Every effort has been made to ensure a safe and secure form-to-email submission process (contact forms) but advise users that they use the contact forms at their own risk. Information submitted on any form on this website is held briefly in the website database and then removed.
This website and its owners use any information submitted to provide you with further information about the products / services they offer or to assist you in answering any questions or queries you may have submitted. At this stage of contact, you will not be automatically signed up to any mailing list.
When we engage officially in the business relationship, you will be added to two mailing lists, with your permission, for newsletters and internal client mailing list.
Internal client mailing list offering information directly related to you and your website
You are provided with information pertaining to The Webmistress processors or information relating directly to your website e.g. your website hosting company changing their fees.
Although it is assumed you would like to be on this list, as it is an important part of our working relationship, you will only be added with your permission. You can unsubscribe from this list at any time using this form.
Emails to this list are sent directly from The Webmistress email to your email i.e no mailing list app is use.
Email Newsletter mailing list offering industry technical information, products/services and workshop updates
Subscribing through the online automated process is done at the users own discretion. Some subscriptions may be manually processed through prior written agreement with the user.
Subscriptions are taken in compliance with UK Spam Laws detailed in the Privacy and Electronic Communications Regulations 2003. All personal details relating to subscriptions are held securely, within a 3rd party newsletter software website, and in accordance with the Data Protection Act 1998. Under the Data Protection Act 1998 you may request a copy of personal information held about you by this website’s email newsletter program. If you would like a copy of the information held on you please fill out this form.
Email marketing campaigns published by this website or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no far a comprehensive list]. This information is used to refine future email campaigns and supply the user with more relevant content based around their activity.
Unsubscribing from newsletters
In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 subscribers are given the opportunity to change their email address or unsubscribe at any time through an automated system. Please use the UNSUBSCRIBE link at the bottom of those emails for that purpose.
4. External Links
Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, similar to this website.
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
5. Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened Links in Social Media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls [web addresses] (this is an example: http://bit.ly/zyVUBo).
Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
- Data Protection Act 1998
- Privacy and Electronic Communications Regulations 2003
- Privacy and Electronic Communications Regulations 2003 – The Guide
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Date: May 2018
Edited and customised by: The Webmistress