We care a lot about the privacy of all our clients.

If you contact us about a project, whether it comes to fruition or not, we will have a small amount of your data stored.

We put a lot of thought into managing that data in ways that will not compromise your privacy. Below, you can read about the decisions we’ve made.

We hope it covers everything you need to know, but if you still have any questions please feel free to contact us.

Who we are

Wordscape is a limited company, registered in the UK at Companies House. Our registration number is 06798250. You can find our contact details at the bottom of this page and read more about what we do here. We are registered with the ICO, reg no ZA743454.

What information we collect and how we use it

If you subscribe to our newsletter: We’ll add your name and email address to Wordscape’s newsletter mailing list, which is managed via Mailchimp. Mailchimp may transfer personal data outside the EU. Please contact Mailchimp with questions or concerns about this. More information on how they are managing GDPR can be found here.

You will receive one general Wordscape newsletter monthly. On rare occasions (eg at Christmas), you may receive an additional email from us.

How to unsubscribe from the newsletter: Every newsletter contains a quick and easy unsubscribe link in its footer, or you can contact us on hello(at)wordscape.org.uk to request that your name be removed. When you unsubscribe from a newsletter managed via Mailchimp, your details remain on the list of past recipients. This is a measure to prevent circumstances such as a member of staff accidentally manually re-adding you. Mailchimp states: “As a compliance measure, subscribers who unsubscribe themselves can’t be deleted from your list.”

However, provided you are still a subscriber at the point when you contact us, on request your details can be permanently removed from the list – please get in touch if you would like this to happen.

If you contact us via email: Your email address and message will be accessible to our small team of staff and may be forwarded to the person or people in the organisation best equipped to respond. We adhere to strict internal privacy policies which comply with the GDPR.

Your personal information is never shared externally or used for purposes other than the above.

Legal basis for processing

In subscribing to the newsletter or contacting us, you are consenting to the processes as described on this page. The legal basis is GDPR 6(1)(a) – Consent of the data subject.

Retention periods

In all cases listed above, we retain your personal data until you unsubscribe or ask us to remove your details. If you contact Wordscape via our contact form, we reserve the right to keep your message indefinitely. This is to aid continuity and so that we can view any historic context which may have a bearing on subsequent support mail, even if members of the staff change. All team members adhere to strict internal privacy and security policies.

We are obliged to keep records relating to financial transactions for at least six years following the end of the accounting period in which the transaction took place. We destroy our records after this point. We use Xero to process our accounts. Xero may transfer personal data outside the EU. You can find out more about how Xero is managing GDPR here.

Your right to access

You may contact us at any time to ask to see what personal data we hold about you. Please contact us to request this.

Your right to erasure

You may request that we destroy the personal data that we hold about you, provided that there is no legitimate reason for us continuing to hold it, that is to say if it does not relate to financial transactions or is unlikely to be of any legal or practical purpose in the future. Please contact us to request this.

Your right to complain

If you believe that we have mishandled your data, you have the right to lodge a complaint with the Information Commissioner’s Office. You can report a concern here (but do contact us first, so that we can try and help).

Data, cookies, and external services

When you visit sites that use these tools, you’re potentially telling companies such as Facebook and Google that you visited, as well as some information about how your web browser is configured. Nothing more than that – we don’t give out personal information like your email address, home address or private mail.

If you don’t want to share your browsing activities on the Wordscape site with other companies, you can install opt-out browser plugins. Here is a link with more detail: The Guardian – How to Keep Your Privacy Online.

For more information on Google Analytics, which we do use on our website, and its associated cookies, please email us to request our information sheet Google Analytics and its cookies.

Last updated: April 2020 (update of company name and ICO registration)