1. Who we are
We are the Penguin Collectors Society (“the Society”), founded in 1973. We are both a company limited by guarantee (registered in England number 4261702) and a registered charity (number 1093965). The Society is an educational charity with the objects of encouraging and promoting the study of Penguin Books and of conserving historical material in institutions available to researchers.
- to do our best to keep your data safe;
- never to supply your data to third parties, except as below; and
- to give you ways to control the use of your data whenever we can.
2. Data Protection contact
If you have any queries about data protection in relation to the Society, please contact our data protection officer:The Membership Secretary
c/o 18 The Tyning
Email: [email protected]
3. The type of personal information we collect
The personal information ("Personal Data") that may be collected and processed includes but is not limited to:
- Email address
- Postal address
- Phone number
- Date of birth
4. How we get your Personal Data
We normally obtain your Personal Data either from you or (if relevant) the organisation you represent. We may also obtain it indirectly through payment processors such as Paypal, in order to fulfil your purchases through our website. There are no statutory or contractual obligations to provide Personal Data for the activities of the Society save as referred to at paragraph 6. Your provision of any Personal Data is strictly on the basis that you consent to doing so.
5. How we use your Personal Data
We use the information that you have given us in order to conduct the Society’s day-to-day business and we may contact you in that regard from time to time. Our communications concern the Society’s interests, including but not limited to the collection of subscriptions, supply of publications, and the administration of our Bursary Scheme.
Depending on the information you have provided, you may be sent emails by the Society dependent on your geographical location, organisation, or role. This is the only profiling conducted for the purpose of marketing and subscriptions. Personal Data may be processed internally in conducting the day-to-day business of the Society, including but not limited to obtaining UK Gift Aid relief, reviewing the effectiveness of our Bursary Scheme or matters concerning our publications.
6. The lawful bases for processing your Personal Data
Under the General Data Protection Regulation (GDPR) the lawful bases we rely on for processing your Personal Data are:
- a. your consent, which we understand to be given when we have dealings with you in connection with the Society’s day-to-day business. You may withdraw that consent at any time by informing our data protection officer in writing of your wish to do so. You may also choose to contact our data protection officer to control what information you receive from us; and
- b. where we have a contractual obligation. We then have legal obligations such as to comply with our duties to HMRC, the Charity Commission, etc..
7. Recipients of Personal Data
The Society's database, including members and contacts, is managed by our Membership Secretary. From time to time, Personal Data may also be shared with and received by the Society’s trustees and their agents, including professional advisors such as lawyers and accountants, and regulatory bodies, such as HMRC and the Charity Commission.
8. Details of transfers of Personal Data to any third countries or international organisations
Any Personal Data held by the Society within our database is held within the UK and, in the case of the name and address (including email address) of purchasers of our publications, may be transferred to and stored in the United States.
9. How long we keep your Personal Data
Personal Data will be held for as long as you are included in our database. This will normally be for the duration of your involvement with the Society and for a period of six years afterwards. Once you are removed from our database, your Personal Data may be held within a suppression list by our data protection officer to ensure that you do not receive further communication from us. Such data is processed only to prevent the sending of unwanted communications. We do not place a retention period on this data but review our lists and processes every 5 years.
10. Your data protection rights
Under data protection law individuals have rights, including:
- A right of access - you can write to [email protected] to ask what personal data is held about you. We will confirm that you are the correct data subject and it may take up to 30 days from your original request for us to send a full response.
- A right of rectification – if any of your data is incorrect or requires updating, you can manage this by contacting our data protection officer
- A right of erasure - upon request, we will erase personal data held about you save for retaining your details within our 'suppression list' or, where necessary, to continue any funding or to comply with our legal obligations, if required. The suppression list helps us to ensure that you do not receive emails you have asked not to receive. We will erase your Personal Data from our internal analysis.
- A right to restrict processing - if you wish to restrict our processing of your data, you may advise us of your personal preferences. We only process Personal Data provided in this context as detailed at paragraph 5.
- The right to object to processing – if you no longer wish to receive any emails from us, then you may inform us of your preferences and your data will not be processed for that purpose. If you wish to be removed from our internal analysis, please let us know as above and we will cease the use of any Personal Data.
- The right to data portability – where requested, within 30 days of request the Society will provide a breakdown of the Personal Data of the data subject which was provided by them.
- Rights in relation to automated decision making and profiling – as detailed at paragraph 5, we carry out very limited automated decision making and profiling in relation to potential grant-making and related matters. This is dependent upon the information that you have provided. If you have any concerns in connection with this or wish to know whether any profiling has been applied to your Personal Data, please contact us as above.
11. How to complain
Please let us know if you are unhappy with how we have used your personal information. You also have the right to complain to the Information Commissioner’s Office ("ICO"). Details of how to do so are available on the ICO's website: https://ico.org.uk/concerns/
Alternatively, you can write to the ICO at:The Information Commissioner’s Office,
or you can telephone the ICO on: 0303 123 1113.Last Updated: [06/04/21]