SWWJ Privacy Policy

Last updated: May 2026

The Society of Women Writers and Journalists (“SWWJ”, “we”, “our”, or “us”) is committed to protecting your privacy and handling your personal information responsibly and in accordance with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

The Society of Women Writers and Journalists is a UK-based organisation supporting women writers and journalists.

If you have any questions regarding this Privacy Policy or the handling of your personal data, please contact us via the Contact page on this website.

2. Information We Collect

We may collect personal information that you voluntarily provide to us, including:

  • Name
  • Email address
  • Postal address
  • Telephone number
  • Membership application details
  • Information submitted through contact forms, email correspondence, or applications

We do not intentionally collect sensitive personal information unless it is specifically provided by you for administrative or membership purposes.

3. How We Use Your Information

We use personal information only for legitimate organisational purposes, including:

  • Processing membership applications and renewals
  • Communicating with members and applicants
  • Responding to enquiries
  • Administering events, competitions, publications, and Society activities
  • Maintaining membership records
  • Sending information relevant to SWWJ activities

We do not sell, rent, or trade personal information to third parties.

4. Legal Basis for Processing

Under UK GDPR, we process personal data on one or more of the following legal bases:

  • Consent
  • Performance of a membership arrangement or contract
  • Legitimate interests of SWWJ
  • Compliance with legal obligations

5. Storage and Security of Information

We take reasonable technical and organisational measures to help protect personal information against unauthorised access, loss, misuse, or disclosure.

Membership and administrative information may be stored electronically, including within databases and spreadsheets maintained on behalf of SWWJ. Access to such information is restricted to authorised persons acting on behalf of the SWWJ Council and used solely for Society administration.

While we take care to protect personal information, no method of internet transmission or electronic storage can be guaranteed completely secure.

6. Sharing Information

We do not share personal information with third parties except where necessary for:

  • Website hosting and technical operation
  • Email communication services
  • Legal or regulatory obligations

Any third-party service providers are expected to handle data securely and lawfully.

7. Cookies

This website does not intentionally use advertising or tracking cookies.

However, the website platform or certain embedded content may use limited technical or functional cookies necessary for the operation of the site.

You can control cookies through your browser settings.

8. Your Rights

Under UK data protection law, you have rights including:

  • The right to access your personal data
  • The right to request correction of inaccurate data
  • The right to request deletion of your data
  • The right to restrict or object to processing in certain circumstances
  • The right to lodge a complaint with the UK Information Commissioner’s Office (ICO)

Further information about your rights is available from the:
Information Commissioner’s Office (ICO)

9. Retention of Information

We retain personal information only for as long as reasonably necessary for administrative, legal, or organisational purposes.

10. External Links

This website may contain links to external websites. SWWJ is not responsible for the privacy practices or content of external sites.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.

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