Privacy notice

Draft, not yet final. The items marked TODO must be filled in and the notice checked against the ICO's privacy notice guidance (ico.org.uk) before launch. This is not legal advice.

Last updated: TODO: date of the final version

1. Who we are

The Community Newsletter (including the Ayr & Prestwick Community Newsletter) is run by TODO: Peter's full legal name, trading as Community Newsletter, or the company name and number if incorporated, TODO: postal address.

Contact: hello@communitynewsletter.co.uk

ICO registration number: TODO: add once registered, or confirm with the ICO self-assessment tool that the data protection fee is not needed

2. What we collect

Newsletter sign-ups: your email address, the area you chose, the date, time and source of your sign-up, and the consent wording you saw (kept as a record of your consent).
Email engagement: opens and clicks, measured by our email platform.
Event submissions: your name, email address and the event details you send us.
"Tell me when it launches" and town suggestions: your email address and the town, so we can email you once when it launches.
Advertisers: business contact name, email, phone and billing details.
This website: we don't use cookies, analytics or tracking on this website. Our web host, Cloudflare, processes basic technical information (such as IP addresses) to deliver and protect the site.

3. Why we use it, and our lawful basis

Sending the newsletter (the monthly guide and the mid-month update): your consent (UK GDPR Article 6(1)(a) and PECR regulation 22).
Measuring opens and clicks to improve the newsletter and report totals to sponsors: legitimate interests. Sponsors only ever see totals, never individual readers.
Handling event submissions and launch requests: legitimate interests.
Advertiser bookings and payments: contract, plus legal obligation for accounting records.

4. Who we share it with

Our email platform: beehiiv (USA), which stores the subscriber list and sends the newsletter. TODO: state the international transfer safeguard beehiiv relies on, e.g. UK Addendum/IDTA or the UK-US data bridge, after checking its terms
Our website host: Cloudflare. TODO: confirm the transfer safeguard Cloudflare relies on
Email for hello@communitynewsletter.co.uk: TODO: name the email provider(s) that receive and store messages sent to this address
We never sell personal data, and we never share reader details with sponsors.

5. How long we keep it

Subscribers: until you unsubscribe. After that, we keep your email address on a suppression list only, so we don't email you again.
Inactive subscribers: removed after TODO: 12 months with no opens, following one re-confirmation email.
Event submissions: TODO: 12 months.
Advertiser and financial records: 6 years (HMRC).

6. Your rights

You have the right to access, correct or erase your data, to restrict or object to how we use it, to data portability, and to withdraw your consent at any time (every email has an unsubscribe link). To use any of these rights, email hello@communitynewsletter.co.uk. We reply within one month.

You can also complain to the Information Commissioner's Office (ICO): ico.org.uk, 0303 123 1113.

7. Children

The newsletter is for people aged 16 and over. We don't knowingly collect children's data.

8. Cookies

This website doesn't set any cookies. The sign-up page is hosted by beehiiv, which may use its own cookies. TODO: check and link to beehiiv's cookie notice

9. Sponsored content

Each issue includes clearly labelled messages from local sponsors. Sponsors never receive subscriber data.

10. Changes to this notice

We'll update the date at the top when this notice changes, and tell subscribers by email about any significant changes.