Personal data refers to any information that identifies you as a specific individual. This page explains the what, how and why of the information we collect about you when you visit our website or use our services. It also explains the specific ways we use and disclose that information. We take your privacy extremely seriously and we never sell your data.
Who we areTownsWeb Archiving (TWA) limited is a professional digitisation, web design and digital collections management software provider; primarily servicing cultural heritage organisations (archives, museums, special collections libraries) in the UK, in a business to business context. TWA is the Data Controller for the personal information we hold to (i) operate our business including managing contracts with customers and partners, and (ii) market and sell to existing and potential customers and partners. Below “we” “us” and “TWA” refer to TownsWeb Archiving ltd.
What types of Information we Collect and How we Collect themIn order to provide our digitisation, web design and software services to you, we must process some personal information about you. We may collect:
- Contact details – including your name, organisation, organisation’s address, telephone numbers, job title and email addresses. These are collected when:
- You complete a form on this website
- You volunteer this information to one of our employees over the phone or at an industry event (i.e. handing your business card to us at a heritage exhibition)
- You call or email us with an enquiry about our products or services
- Marketing and communications data – including your preferences in receiving marketing from us and your communication preferences. This is collected when:
- You do any of the above AND provide your consent to receive marketing communications from us
- You electronically or verbally update your communications preferences
- Correspondence – including email content which potentially contains personal data. This may be collected automatically when you correspond with us via email.
- Technical data – internet protocol (IP) address, type of device, browser type and version, web pages visited
Our legal grounds for processing your dataThere are different legal grounds (or bases) on which we rely to use your personal information, namely:
- Where it is necessary to provide you with our Products and Services
- Where it is in our Legitimate Interests to do so
- Where you have provided Consent for us to use your data for a particular purpose
How we use your personal dataWe use your personal data, including any of the personal data listed in the “What types of Information we collect” section above, for the following purposes:
- Managing the project, product or service we are delivering for you and communicating updates (performance of our contract with you)
- Direct marketing; to send you relevant communications about related products or services that are likely to be of interest to you. We’ll send marketing to you by email, phone, social media and digital channels (depending on your preferences)
- For our records to comply with legal obligations, requirements and guidance
How long we store your dataIn line with ICO guidelines, we will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. If you have a question about explicit retention periods for particular types of personal data we hold, please contact us (contact details below).
Who we share your data withTWA uses trusted third parties to provide support services for certain aspects of our business. Specifically, these include secure data storage, facilitating secure online transactions, website visitor analytics and sending email marketing communications. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. TWA has ensured that all of the third party organisations we share your data with are GDPR compliant and have either signed a data processor agreement with us or issued a statement of compliance. We have never and will never sell your data.
How we Protect your InformationWe take our responsibilities around the safety and security of your data very seriously and are committed to ensuring this. As such we take steps to safeguard this, including:
- Employing secure HTTPS encryption across our website to protect your data when completing online forms
- Storing all information you provide to us on our secured servers within the European Economic Area
- Limiting access to your information to only employees who need to process it
- Storing your information behind a password protected system internally