Privacy Policy

Effective Date: 1st November 2024

At Tendring Pen Pals, we are committed to protecting and respecting your privacy. This Privacy Policy outlines how we collect, use, and store your personal data when you visit our website (www.tendringpenpals.co.uk), interact with us, or participate in our programmes.

By using our website, you agree to the terms of this Privacy Policy. If you have any questions or concerns, please contact us at contact@tendringpenpals.co.uk.
________________________________________________________________________________________________________________________________________________

1. Information We Collect

We may collect the following types of personal data:

1.1 Information You Provide Directly

Contact details: Name, email address, phone number, age, and postal address (e.g., when submitting forms or registering).

Programme participation data: Information about your involvement in Tendring Pen Pals programmes or events.

Correspondence: Any letters, messages, or queries you send us.

1.2 Information We Collect Automatically

Website usage data: IP address, browser type, pages visited, and other analytical data to improve your user experience.

Cookies: Small text files stored on your device to enhance website functionality and track usage (see Section 6 for more on cookies).
________________________________________________________________________________________________________________________________________________

2. How We Use Your Information

We use your data for the following purposes:

• To respond to your queries or communications.

• To administer and manage your participation in our programmes.

• To process complaints and uphold our Community Guidelines.

• To improve our website functionality and user experience.

• To comply with legal and regulatory obligations.
________________________________________________________________________________________________________________________________________________

3. Sharing Your Information

We respect your privacy and will never sell your personal data. However, we may share your information in the following situations:

With service providers: For technical support, email delivery, or data storage.

Legal obligations: If required by law or to respond to legal processes (e.g., law enforcement or court orders).

Programme facilitation: Where necessary to connect participants in line with programme goals (e.g., pen pal correspondence).
________________________________________________________________________________________________________________________________________________

4. How We Protect Your Data

We implement appropriate technical and organisational measures to secure your personal data, including:

• Encryption of sensitive data during transmission.

• Secure servers and restricted access to authorised personnel only.

• Regular monitoring and updates to our security protocols.

While we take every precaution to protect your data, no system is entirely foolproof. If you suspect a data breach, please contact us immediately.
________________________________________________________________________________________________________________________________________________

5. Your Rights

You have the following rights under data protection laws:

Access: Request a copy of the personal data we hold about you.

Correction: Request correction of inaccurate or incomplete data.

Erasure: Request deletion of your data where no longer necessary.

Objection: Object to processing based on legitimate interests or direct marketing.

Data portability: Request transfer of your data to another provider in a machine-readable format.

To exercise your rights, please contact us at contact@tendringpenpals.co.uk.
________________________________________________________________________________________________________________________________________________

6. Cookies Policy

Our website uses cookies to enhance your experience and collect analytics data. You can manage cookie preferences through your browser settings. For more information, please see our Cookies Policy.
________________________________________________________________________________________________________________________________________________

7. Retention of Data

We retain personal data only for as long as necessary to fulfil the purposes outlined in this policy or to comply with legal obligations. When no longer required, data is securely deleted or anonymised.
________________________________________________________________________________________________________________________________________________

8. Third-Party Links

Our website may include links to third-party websites. We are not responsible for the privacy practices of these sites and encourage you to review their privacy policies.
________________________________________________________________________________________________________________________________________________

9. Updates to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Effective Date.” We encourage you to review this policy periodically.
________________________________________________________________________________________________________________________________________________

10. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact us:

Email: contact@tendringpenpals.co.uk
Address: Tendring Pen Pals, PO BOX 364, Woodbridge, IP12 9FY

“There are no strangers here; Only friends you haven’t yet met.”

William Butler Yeats an Irish poet who won the Nobel prize for Literature in 1923.