Your privacy is important to us
This privacy notice tells you what to expect when we collect personal data from you. It applies to information we collect about you when joining Tourism Swansea Bay as a member, booking on to our events, venue hire, or when contacting us for visitor / tourist information.
Under the new General Data Protection Act (GDPR), we have a legal duty to protect any personal information we collect from our members or anyone else in relation to our activities. We keep strict security standards to prevent any unauthorised access to your data.
The legal basis for which Tourism Swansea Bay holds your personal data is legitimate interest for the purposes of managing the membership process and keeping you informed about Tourism Swansea Bay, tourism industry news and our member events as part of the membership.
Tourism Swansea Bay will also hold data when processing is necessary for the performance of a contract to which you are party to (such as event or venue hire bookings or other services requested) or for any legal obligation to abide by the law.
For the purposes of the GDPR the data controller, unless otherwise stated, is Tourism Swansea Bay Ltd, Barham Centre, Mount Pisgah, Parkmill, Swansea , SA3 2EQ
Type of data we collect
Information you give us
This may be from you filling in one of our contact / booking forms (see online forms below), or by corresponding with us by phone, e-mail or otherwise such as social media. This includes information you provide when you complete a membership application form, when you amend your personal details or when you report a problem with our site. The information you give us may include your name, address, e-mail address, phone number and financial.
Information we collect about you
Other websites we Publish - WordPress - We use a third party service, WordPress.com, to publish our www.swanseabaywithoutacar.com , www.swanseabaytourismawards.com, www.swanseabayfoodcircle.com & www.swwtourismassociations.co.uk websites. The sites are hosted at WordPress.com, which is run by Automattic Inc. We use a standard WordPress service to collect anonymous information about users' activity on the sites, for example the number of users viewing pages on the sites, to monitor and report on the effectiveness of the site and help us improve it. For more information about how WordPress processes data, please see Automattic's privacy notice.
Email data - We use a third-party provider, mailchimp, to deliver our eNewsletters. We use mailchimp to store our mailing lists and to gather statistics on number of emails opened and clicks in order to help improve our eNewsletter. For more information, please see Mailchimps Privacy statement. You can unsubscribe from the eNewsletter at any time you wish by clicking the unsubscribe button that appears at the bottom of all of our eNewsletters or by contacting us on us on 01792 371441 / firstname.lastname@example.org
Surveys – We occasionally survey our members to better understand their needs and opinions of the tourism trade. Surveys are optional and anonymous.
Information provided from other sources
Tourism Swansea Bay is often involved in projects jointly with partners and as such may obtain information from project partners.
How we use your information
What we do with the information you provide us
Tourism Swansea Bay Membership
- To process and administer Tourism Swansea Bay membership
- To communicate to you about lobbying, industry news & to make you aware of events and workshops, (particularly ones organised by us for our members)
- In house research and statistics
- To make you aware of offers and opportunities provided by your fellow members
- To communicate to you about any changes in our service
- Membership - To provide you with information about joining Tourism Swansea Bay
- Tourist Information – To send you requested tourist information via email, phone or post
- To provide you with any other requested information
Tourism Swansea Bay assists in facilitating venue hire at the Barham Centre where we are located. We will use information you provide to us for the purposes of administering venue hire only.
What we do with information we collect about you
- To make visual and technical improvements to our website by better understanding how it is being used and how effectively.
- To provide a better membership experience
Information provided from other sources
Any information from project partners is solely for use related to any project we are undertaking.
Disclosing your information
Sharing your data:
Provided you have given us consent then we may share details with:
- Business or project partners
- Other members of Tourism Swansea Bay
We may disclose your information to third parties if:
- You have given us consent to
- We are under a duty to disclose or share your personal data in order to comply with any legal obligation
How data is stored and data retention periods
All completed membership / booking forms will be retained (securely in our office or office computer) for six years in line with current contract law. Some limited information will be retained in line with HMRC requirements for financial records for up to 7 years.
Letters - will be retained securely within the premises for no more than 12 months, unless subject to legal action.
People who email us - We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with best practice. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit. We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Our email is processed via our internet service provider, 123 Reg, and will be retained on their systems for no more than 5 years.
Social Media - We use a third party provider, Hootsuite to manage our social media interactions. If you send us a private or direct message via social media the message will be stored by Hootsuite for three months. It will not be shared with any other organisations.
Online Forms - We collect membership join requests, event / workshop bookings, and venue hire bookings using third party service Google Forms. The data stored on these forms may be stored outside the EU, however we download data from booking forms and delete it from Google Forms, within a week of receiving data. Google has also published its commitment to GDPR Compliance – Read here
Website - Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site in order to update your website listing, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. Your business name and email, and password are stored on our website for as long as you are a member of Tourism Swansea Bay or until you ask us to remove your details.
eNewsletter mailing list: We use a third-party provider, mailchimp, to deliver our eNewsletters and store a copy of our mailing list (we also keep a back up locally on the office computer. For more information, please see Mailchimps Privacy statement. You can unsubscribe from the eNewsletter at any time you wish by clicking the unsubscribe button that appears at the bottom of all of our eNewsletters or by contacting us on 01792 371441 / email@example.com
By joining Tourism Swansea Bay you are subscribing to a service that includes contacting you via email about membership, members events, industry news etc. We will hold your email address on our email list for as long as you are a member of Tourism Swansea Bay or for as long as you choose to subscribe to the mailing list. You can unsubscribe or re-subscribe at any time.
Tourism Swansea Bay will never keep a copy of your credit/debit card details
We will hold your data on PayPal for as long as you are a member of Tourism Swansea Bay or until you ask us to remove it. However, as mentioned above we may still need to keep some information outside of PayPal, such as invoices, in line with HMRC requirements.
Hardcopies – any paper hardcopies of personal information are stored securely out of sight in our office and accessed only by Tourism Swansea Bay staff.
Membership database – This is stored on our office PC securely. We consider any business to be a member up to 3 months after the end of their renewal date, after which, if you have not renewed your membership you will be contacted to confirm if you still wish to be a member. We keep a record of past members on the database indefinitely should they wish to re-join at any time as is often the case. You can amend / remove information we hold about you as per your rights defined below.
Under GDPR, you have rights as an individual which you can exercise in relation to the information we hold about you. Individuals rights are:
- a right of access to a copy of the information comprised in their personal data;
- a right to object to processing that is likely to cause or is causing damage or distress;
- a right to prevent processing for direct marketing;
- a right to object to decisions being taken by automated means;
- a right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed; and
- a right to claim compensation for damages caused by a breach of the Act.
More information on these rights can be found here
Under the GDPR you have the right to view and / or correct any data held about you. Any such request will be fulfilled within 30 days and will be free of charge. Information provided to you will be in a clear, legible format.
Complaints regarding our processing of your data
You can also file a complaint with the relevant data protection agency, which in United Kingdom is the ICO – Information Commissioners Office.
Address: Tourism Swansea Bay, Barham Centre, Mount Pisgah, Parkmill, Gower, Swansea, SA3 2EQ
Telephone: 01792 371441