The Old Mail recognises its responsibility to comply with the General Data Protection Regulations (GDPR) 2018 which regulates the use of personal data. This does not have to be sensitive data; it can be as little as a name, address and contact details. This applies whether records are held electronically or on paper.

General Data Protection Regulations (GDPR) 2018 requires all members of The Old Mail team dealing with personal data to ensure that:

❖ Data are processed fairly, lawfully and in a transparent manner.

This means that personal information will only be collected from individuals if we have been open and honest about why we want the personal information.

❖ Data are processed for specified purposes only.

This means that data are collected for specific, explicit and legitimate purposes only.

❖ Data are relevant to what it is needed for.

Data will be monitored so that too much or too little is not kept; only data that are needed will be held.

❖ Data are accurate and kept up to date and are not kept longer than is needed for the purposes set out in our Privacy Policy.

Personal data should be accurate, if it is not, it should be corrected. Data no longer needed will be shredded or securely disposed of.

❖ Data are processed in accordance with the rights of individuals.

Individuals must be informed, upon request, of all the personal information held about them.

❖ Data are kept securely.

There will be protection against unauthorised or unlawful processing and against accidental loss, destruction or damage.

Storing and accessing data

The Old Mail recognises its responsibility to be open with people when taking personal details from them. This means that we must be clear and honest about why we want a particular piece of personal information and how it will be used.

The Old Mail may hold personal information about individuals such as their names, addresses, telephone numbers and email addresses. These will be kept securely and are not available for public access. All data stored on any of The Old Mail computers are password protected. Once data are not needed any more, is out of date or served its purpose it will be shredded or securely deleted from the computers.

The Old Mail is aware that people have the right to access any personal information that is held about them. If a person requests to see any personal data that is being held about them, a Subject Access Request (SAR) must be submitted in writing (this can be done by letter or email).

The SAR response must detail:

❖ How and to what purpose personal data are processed.

❖ The period The Old Mail tends to process it for.

❖ Anyone else who has access to the personal data.

The response to a SAR must be sent within 30 days and should be free of charge. If a SAR includes personal data of other individuals, The Old Mail must not disclose the personal information of the other individual. That individual’s personal information may either be redacted, or the individual may be contacted to give permission for their information to be shared with the Subject.

Individuals have the right to have their data rectified if it is incorrect, the right to request erasure of the data, the right to request restriction of processing of the data and the right to object to data processing.

Confidentiality

The Old Mail and its personnel must be aware that when complaints or queries are made, they must remain confidential, unless the subject gives permission otherwise. When handling personal data, this must also remain confidential.

Privacy Policy

This privacy policy explains how The Old Mail website deals with personal information.

We collect Website Cookies

When someone visits The Old Mail website we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

The website does not collect any other personal information.