Last updated: January 2024
Our contact details
You can contact us by post, email or by telephone:
Whitmar Publications Ltd
30 London Road
Telephone: 01892 514437
Please address all correspondence to the Data Protection Lead
Whitmar Publications Ltd (‘Whitmar’, ‘we’, ‘our’, ‘us’) wants to be completely transparent about why we need the personal details we request, and how we will use them. This policy explains how Whitmar looks after your personal data in accordance with UK General Data Protection Regulations (UK GDPR) and explains your rights.
The type of personal information we collect and where we get it from
- Customers & prospects
The personal information we hold will include your name, e-mail address, postal address, telephone and/or mobile number, and the answers to our Controlled Circulation Questions specific to the magazine(s) you’ve requested to receive, alongside any specific requests you may have made, or details of events that you may have purchased tickets for or enquired about. If you are attending one of our events, we may also ask you to provide us with sensitive data such as any special access or dietary requirements.
When you choose to utilise our services, such as buy event tickets, take up a reader offer, register to receive one or more of our printed materials, sign up to our regular newsletters, and/or enter one of our competitions, we will ask for personal information about you, and hold this information to enable us to contact you and provide the requested service. Other occasions when we may also ask for your information include following your attendance at an event or trade show where you provided consent for your details to be passed to selected third parties or if you are submitting a job application.
If you are aged 16 or under, you will need to get the permission of your parent or guardian before registering to receive email newsletters, or any other materials, from us. We do not knowingly collect or solicit information from anyone under 16 or knowingly allow such persons to provide us with their personal information without parent or guardian consent. In the event we learn that we have collected personal information from anybody aged 16 or under and do not have the consent of a parent or guardian, we will delete that information as quickly as possible.
- Business contact information
We may hold business contact data if you are a decision maker or influencer in an organisation and your responsibilities include the buying of media opportunities for your company. This is to enable us to speak to you about Whitmar and our offerings. This data would have been supplied directly to us by you or via your attendance at an event or trade show where you provided consent for your details to be passed to selected third parties, of whom we are one. The information is held on a central database to enable us to manage and monitor contact preferences. Your data can only be used where the potential opportunity with Whitmar Publications might be relevant to you in your professional capacity.
The personal data we hold centrally is your name, job title, company and contact details, including your preferred email address and telephone number where supplied, and any additional information you may have supplied relating to your business. If you are attending one of our events, we may also ask you to provide us with sensitive data such as any special access or dietary requirements.
We want to respect your wishes about how and when you hear from us. When we request your data, we will ask you for your preferences as to how we contact you, as well as your preferences as to whether you wish to receive emails and/or post from carefully selected third party companies which contain targeted and relevant offers. This information will be added to our database so that we can confirm and collect your consent to be contacted in the future. Please note, when we work with third party businesses as described, they provide the information to be distributed to contacts to Whitmar, and we dispatch it to you. They are not given access to your data at any point in this process. If you have entered and/or are attending our Awards or conference, as per the terms and conditions and your agreement to abide by them when entering and/or purchasing tickets/attending the event, we reserve the right to share your data with our Sponsors who may contact you for marketing purposes.
We do not store credit or debit card details.
We will not share any of your personal details with any third party companies for marketing purposes without collecting your explicit consent first.
Some of the information we ask for is to satisfy the needs of the Audit Bureau of Circulation Ltd (ABC). It is gathered to enable them to audit the accuracy of our data. Here is the link to ABC for information on their privacy notice: https://www.abc.org.uk/privacy-policy
It is possible we might have to disclose information to them for legal purposes.
What lawful basis (or bases) apply to this type of processing?
Under the UK GDPR, the lawful basis we rely on for processing this information is ‘legitimate interest’. Whitmar benefits from registrations, subscriptions, advertising, events ticket sales and sponsorships booked across the range of its brands and would like you to order again. However, where we think that any information collected may contain sensitive data (such as special access or dietary requirements) then we will consider that your consent has been provided, for the specific event only, to gather and share that information with appropriate entities (such as the venue/catering suppliers etc) by the nature of supplying us with this data.
We do not use your personal data for any automated decision making or profiling.
Our website and contacting us via social media
If you send us a private or direct message via social media, this will remain on the relevant platform in accordance with the terms and conditions of that platform.
How we store your personal information
We take reasonable steps to protect your personal data through technological means and internal processes. All personal data is stored either electronically or in paper format which are secure and cannot be accessed by external parties without our authorisation. We keep your data and will continue contacting you after you have stopped being an active customer for a period of five years. After this point we will delete your data unless you ask us to keep it, or we have a lawful reason to retain the data.
Your data protection rights
Your rights concerning your personal data that is held with us are:
- Right to be informed – you are entitled to receive certain information about how organisations use your personal data. This Privacy Notice complies with the legal requirements and will be updated regularly to reflect best practice, as further guidance/GDPR updates are published.
- Right of access – you can request access to the personal data we hold about you, so that you can verify that we are processing your data lawfully. If you agree, we will try to deal with your request over the phone or we can supply you with an electronic copy of the personal data we hold about you if you ask us to. We may ask you to provide evidence of your identity, so we know that we are releasing the data to the right person.
- Right to rectification – we will update your personal data to correct errors when you tell us about them. You have a responsibility to help us to keep your personal information accurate and up to date – we encourage you to notify us of any changes regarding your personal data as soon as possible including changes to your contact details or telephone number.
- Right to erasure – we will delete your personal data and/or stop processing your personal data if you ask us to unless we have to continue to process your data due to a legal obligation (in which case we will make you aware that this is so). The law says we must not contact you again if you ask us not to – for this reason, we may need to keep the paper trail confirming deletion to make sure this happens.
- Right to object – you have the right to object to the processing of your personal data in certain circumstances such as where we cannot demonstrate a genuine business reason for that processing.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. If you wish to make a request, then please contact us at:
Whitmar Publications Ltd
30 London Road
Telephone: 01892 514437
Please address all correspondence to the Data Protection Lead.
How to complain
If you have any concerns about our use of your personal information and wish to submit a complaint, you can do so by using the same contact details above, addressing all correspondence to the Data Protection Lead.
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 contact us in the first instance.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Changes to this Privacy Notice
We keep our privacy notice under regular review. This was last updated January 2024.