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swan privacy policy

Please read this policy carefully to understand how we collect, use and store your personal data.


SWAN (South West Agencies Network) is an informal collaboration of mission agencies operating in the South West UK.


At SWAN we take your privacy very seriously and are committed to protecting your personal information. This privacy policy explains how we, SWAN, may collect and use the information you give us.


Our Data Protection Officer is Mike Frith. If you have any questions regarding our Privacy Policy, please email: or call us on 0300 121 1585.


This policy includes:

  • When we collect information

  • What categories of personal information we collect

  • Where we collect information from

  • How we will use your personal information

  • Children’s data

  • Your rights to your information

  • Third party access to your information

  • Our use of cookies

  • How we keep your data safe and who has access to it

  • How long we keep your information for

  • Complaints

  • Changes to this policy


When we collect information

When you interact with us we may collect information about you, for example when you:

  • Make and enquiry

  • Visit our website

  • Sign up to receive updates on our activities

  • Post content to our website/social media sites (including Facebook)

  • Volunteer for us

  • Take part in one of our events

  • Contact us through the following channels: online, email, phone, SMS, social media or post

What categories of personal information we collect

If you interact with us we may collect where relevant:

  • Your name

  • Your contact details (full address, email address and phone number)

Where it is appropriate, we may ask for your specific interests relating to SWAN’s work.


Where we collect information from

SWAN may receive information in the following ways:

  • When you give us information directly:

  • You may provide your details to us when you request specific information or participate in one of our events.

  • When you give us information indirectly:

  • Upon visiting our website, information about your visit is recorded and stored. See the section below on the use of  cookies for more details.

  • We may collect personal details about you from the public domain, such as company websites or from social networks.

How we will use your personal information

We may use your personal information in a number of ways, including for the following purposes:

  • To maintain our organisational records and ensure we have your most up-to-date marketing preferences.

  • To provide you with information if you have requested it

  • To update you about any changes to SWAN

  • To analyse the behaviour of visitors to our website (see cookies policy)

  • To contact you where you have been identified as a contact person for an organisation, such as a school (if we obtain your contact details in this way, we will only use them to contact you in the ways in which you have agreed to be contacted)


Children’s data

While we do not actively collect information from children (under 18s), we appreciate that those engaging with us may be of all ages. Where appropriate, we will always ask for consent from a parent or guardian to collect information about children.


Your rights to your information

You have the right to ask for rectification and/or deletion of your information at any time. You also have the right to object at any time, free of charge, to the processing of your information and you have right of access to your information. If you would like to exercise any of these rights please contact us at or call us on 0300 121 1585 – we will be happy to answer any queries you may have.


We also really appreciate it if you let us know if your contact details change.

Our intention is to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.

This Privacy Policy does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed.

Third party access to your information

We do use external organisations that collect and/or process personal data on our behalf. Before working with these companies we check to ensure they meet all relevant regulations and legislation.


We use the following third party providers to help us to engage with you and securely manage your data:

  • Mailchimp, to deliver our emails relating to your interest and use of our services. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our communications.

  • Google Drive, Google Forms, Googlemail and Dropbox, to store data. 

  • WIX (website hosting) to collect and store data.

These third parties will not pass your information onto anyone other than SWAN, unless you give them permission to.


Our use of cookies

'Cookies' are small pieces of information sent by a web server to a web browser, which enable the server to collect information from the browser. Essentially, a cookie takes the form of a small text file deposited on your computer's hard drive. We provide separate information about our use of cookies here; 


How we keep your data safe and who has access to it

We place great importance on the security of your personal information and will always try to take appropriate precautions to protect it.

We ensure that there are appropriate technical controls in place to protect your personal details and we ensure only authorised personnel (for example SWAN members) have access to your information, and that they are appropriately trained to manage your data.

Despite all of our precautions, no data transmission over the internet can be guaranteed to be 100% secure. So, while we strive to protect your personal information, we cannot guarantee the security of any information you disclose to us online, and you must understand that you do so at your own risk.

Information that we collect about you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). For example, very occasionally it may also be processed by our staff operating outside the EEA (in Uganda) who work for us. This would be rare and usually occur if you needed to communicate with them directly, i.e. to organise a visit. By submitting your data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy.

We may legally be required to disclose your details if required to by the police or for regulatory reasons. We will only ever share your data in other circumstances if we have your consent to do so.


We may need to share some of your information regarding donations with our auditors for auditing purposes.


How long we keep your information for

We will hold your personal information on our systems for as long as is necessary for the relevant activity, for example we will keep a record of any donations you have made for at least six years.

If you ask us to stop sending you marketing materials, we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.

Where you contribute material to us, for example if you write a blog post for our website, we will generally only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted, unless otherwise stated at the point of generation.



If you would like to make a complaint about how we process your personal data, please contact our Data Protection Officer.

If you are not happy with how your complaint is dealt with, you should contact the Information Commissioner’s Office.  Alternatively, you are entitled to make a complaint to the Information Commissioner’s Office without first referring your complaint to us.

For further information please see the Information Commissioner’s guidance. 


Changes to this Privacy Policy

This Privacy Policy may change and therefore you should review it regularly. We will of course notify you of any changes where we are required to do so.

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