Privacy Statement

At Small Publishing Ltd, as the owners of ActivityVillage.co.uk, we take your privacy very seriously. We aim to earn and keep your trust by not only providing an excellent service through the website to visitors and Members, but also by making every effort to keep our website safe, maintain very high standards in respecting your privacy and explain in simple language how we operate.

This Privacy Statement comes into effect on 25th May 2018. You can read our previous Privacy Policy here.

Our Services

All visitors can browse ActivityVillage.co.uk (our website) without having to create an account or become a (paid) Member. However, to download our Member content, visitors must create an account and purchase a Membership. We also offer an optional weekly newsletter and provide a Help Desk and Contact Us form. Throughout this Privacy Statement we therefore outline our services as follows:

  1. Browsing our website
  2. Creating an account
  3. Purchasing a Membership
  4. Subscribing to the newsletter
  5. Contacting us

You can follow the links in this Index to the sections that interest you if you choose.

Index

What information is collected and why

To provide our services, we may collect your personal information in various ways. We explain the ways below and provide, in square brackets, the lawful bases for each as obliged by the EU GDPR.

1. Browsing our website:

  • Log files: When you browse our website, our services automatically receive and store information from your browser such as your IP address and the pages you visit. This information is stored in log files for up to 2 days. We may use this information to defend our servers against abuse, troubleshoot technical problems and understand how our platform is used. [Legal obligation GDPR Article 6(1)(c)] [Legitimate interests GDPR Article 6(1)(f)]
  • Analytics: To improve the website for our visitors and Members, we collect anonymized and aggregated (grouped) information (such as pages viewed, length of visit, browser and device). The data is stored for up to 5 years. It helps us to know what you like, so we can provide more! [Consent GDPR Article 6(1)(a)] [Legitimate interests GDPR Article 6(1)(f)]
  • Cookies: Like most websites, our website uses cookies. We use some necessary cookies, and some statistical cookies. Where necessary (for the statistical cookies) we ask for consent. You can find out what cookies are, how we use them and how you can control and/or remove them on our Cookie Policy page, which is an integral part of this Privacy Statement. [Legitimate interests GDPR Article 6(1)(f)] [Consent GDPR Article 6(1)(a)]

2. Creating an account:

  • The first step in becoming a Member is creating an account on the website by providing your name and email address. We store these on our servers. If you become a Member, we store your information as long as your Membership lasts and as long as we are legally required. If you don't become a Member, we delete your information automatically after 7 days. [Contract GDPR Article 6(1)(b)]

3. Purchasing a Membership:

  • When you become a paid Member, our shopping card provider stores necessary information such as your name, email address, country (self-certified) and IP Address. We do not store your credit card or bank details ourselves as we use payment processors for security, but we are legally required to keep a record of these transactions for at least 6 years after the end of the financial year that you joined up in and, for EU citizens, for 10 years (to comply with EU Digital VAT policy). You can find more details about our shopping card provider and payment processors below. [Contract GDPR Article 6(1)(b), [Legal Obligation GDPR Article 6(1)(c)]

4. Subscribing to the newsletter:

  • When you sign up for our newsletter you give us your email address through one of our forms, and then confirm your request by clicking a link in a confirmation email. We use a newsletter service (details below) which stores your email address and IP address as well as information such as whether you open a newsletter or click on a link, which helps us to provide a better newsletter service. [Consent GDPR Article 6(1)(a)] [Legitimate interests GDPR Article 6(1)(f)]

5. Contacting us:

  • When you contact us via email, we will save your message and contact details in order to provide support. [Legitimate interests GDPR Article 6(1)(f)]
  • When you contact us via our Help Desk, our service provider stores your name (if provided), email address and IP address so that we can respond to you promptly and efficiently. [Legitimate interests GDPR Article 6(1)(f)]

How we share your information (our relationships with data processors)

To provide our services we need the help of other companies, who process some aspects of your personal information. We list them and for what purposes they use your information below, and link to their Privacy Policies in case you would like more information about them.

1. Browsing our website

2. Creating an account

  • Drupion. As above.
  • Mandrill / Mailchimp. Transactional emails. Privacy Policy.

3. Purchasing a Membership

  • SendOwl. Provides shopping cart and Membership delivery. Transactional emails. Privacy Policy.
  • Stripe. Payment processor. Privacy Policy.
  • Paypal. Payment processor. Privacy Policy.
  • Mandrill / Mailchimp. Transactional emails. As above.

4. Subscribing to the newsletter

5. Contacting us

6. Additional services

How we store and secure your information

1. Browsing our website.

  • Our log files are stored on secure servers in the US, hosted by Drupion. Drupion has state-of-the-art security processes in place, including
    • at platform level, SSH Key Authentication, Intrusion Detection System, Advanced Policy Firewall, Monitoring System, User Activity Analysis
    • at datacentre level, SAS 70 Type II Audited Facilities, 24x7x365 On-Site Staff, Restricted Access NOC, Remote Hands, Equipment Monitoring
  • Our analytics are provided by Google Analytics, which operates data centres around the world. Google is committed to keeping the information stored on its computer systems safe and secure. A multi-layered security strategy is implemented throughout the organisation. You can read more about their strategy here. We ask Google Analytics to mask IP addresses to further protect your privacy.

2. Creating an account

  • Your account details are stored on our servers in the US, hosted by Drupion. See above for more information about Drupion's security measures.

3. Purchasing a Membership

  • Your personal (but not financial) details will be stored on SendOwl's servers in the UK (and previously Shopify's servers in the US). The financial details of your purchase will be stored by either Stripe or Paypal.

4. Subscribing to the newsletter

  • Your email address and a record of yor interactions with the newsletter will be stored on Aweber's servers in the US.

5. Contacting us

  • Your emails to us will be stored on Google's servers while we are in correspondence with you and until it is appropriate for us to delete them.
  • Your communications through our contact form with us will be stored on Help Scout's servers in the US.

When we transfer any personal information to a third party processor in a country which is not a member state of the EU we endeavour to comply with the applicable legislation to ensure that your personal information is adequately protected. We will not knowingly transfer personal information to jurisdictions that do not provide adequate safety and security guarantees.

How you can access and control your information

If you would like to access your personal information, please contact us and give us as much detail as possible about what you require, and why.

You may also write to us at

Small Publishing Ltd
Orchard House
Leatherhead Road
Leatherhead
Surrey KT22 0HG

If you would like to rectify your personal information, please contact us.

If you would like to remove your personal information, please contact us. If you have purchased a Membership we may need to store your information to comply with UK law.

Children

Children are welcome to browse our website with adult supervision, but we ask that anyone creating an account on the website is over 16. Since May 2018 we have required confirmation via a check-box to this effect. Likewise we ask that anyone signing up for the newsletter is over 16.

Other important privacy information

  • Links to other websites or services
    • Our website may contain links to other websites. Where possible we alert you that you will be leaving Activity Village if you click on one of these links, but some may have escaped! These third party websites and the way they process collected information are the sole responsibility of their owners.
  • Embedded videos or maps
    • We no longer embed any videos or maps on our website, but we do occasionally link to Youtube or other video sharing sites. As above, we are not responsible for the way those third party websites collect and process your information.
  • Updates to our Privacy Policy
    • We may update this Privacy Policy from time to time, and we will post the changes on this page. If the changes are significant, we will announce them through the newsletter and a link on the website.
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