This privacy notice refers to www.mptmagazine.com and www.modernpoetryintranslation.com.
Who we are
Modern Poetry in Translation is an international poetry magazine based in the UK, and a registered charity. We are an Arts Council England National Portfolio Organisation and receive regular funding through ACE. The rest of our income comes from magazine subscription sales, artistic partnerships, and individual donations.
Modern Poetry in Translation is a Charity Registered in England and Wales number 1118223. We are a limited company, registered at Companies House with number 05881603.
What information do we gather?
We collect only the data that we need to fulfil subscription orders, manage events, deliver related services such as workshops, and to keep in touch.
We collect personal information when you buy a subscription or a product from our online shop, when you submit a poem or translation to the magazine, enter information into our online check-out, sign up to our mailing list, update your newsletter preferences via Mailchimp, make a donation, or make contact with us.
If you have signed up to receive our newsletter we will keep a record of this; we also keep a record of contacts that unsubscribe to avoid sending unwanted communications.
We maintain a record of our customers transaction history, particularly in order to maintain our subscriber database. However, we never store any information that will allow us to place charges on your account without your knowledge or consent.
We keep a record of the newsletter and marketing emails we send you and track whether you receive, open them and click links inside the email. This is so we can make sure we are sending you the most relevant content. We may then track any subsequent actions online, such as subscribing to the magazine.
We receive and store certain details whenever you use the Modern Poetry in Translation website using ‘cookies’. This helps us understand how the site is being used, and enables us to make informed improvements. Cookies also mean that a website will remember you as a visitor, and cooks are also used to in making online transactions.
We may also obtain personal information about you from other sources, such as if a family member or friend purchases a subscription for you on your behalf: for example, we may need to contact you, or send the magazine to your mailing address. We may combine information you provide to us with information available from external sources in order to gain a better understanding of our audiences, visitors and supporters to improve our fundraising and marketing methods. These external sources include:
Third party organisations
If you book a ticket to an event via Eventbrite, submit work to us via Submittable, make a donation to us through Virgin only Giving, or subscribe via PayPal, or engage with Modern Poetry in Translation via another platform, then your information may be shared with us, as necessary – to process the subscription, or add you to the event attendance list, and so on.
When dealing with a third party organisation, you should be sure to check their Privacy Notice to understand fully how they process your data.
We use social media to share information and updates about our publications, events and news. We may communicate with you directly by replying to messages and queries on social media platforms. You may also see adverts from us on social media that are tailored to your interests. Depending on your settings or the privacy policies social media and messaging services like Facebook, you might give third parties (like Modern Poetry in Translation) permission to access information provided to those accounts or services.
Information in public domain
This may include information in public directories, your biography on your professional or personal website, or information that has been published in articles, newspapers or online.
How we keep your personal information secure
Your personal data will be held and processed on Modern Poetry in Translation’s systems, as well as systems managed by suppliers on behalf of Modern Poetry in Translation. We maintain a database of contact details, and a record of your interactions with Modern Poetry in Translation, such as responses to newsletters and emails, donations, newsletter preferences and subscription and submission records and attendance at events.
Access to customer information is strictly controlled. The database, CRM, WooCommerce e-commerce platform and CMS (all of which are used to collect or hold data) can only be accessed by people who need it to do their job. This data is only accessed by members of staff who have a specific and legitimate reason to use it.
We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and informed consent.
What we use your personal information for
We aim to be transparent when we gather your personal information, and not use your details for anything you wouldn’t reasonably expect.
If you subscribe to Modern Poetry in Translation, submit work to the magazine (or website) for publication, sign up for an event or give a donation we will collect your name, contact details and transaction details, where relevant. If you are a print magazine subscriber, we share you address with distributors for the purposes of posting the issue to you.
Where appropriate we may also ask for your age, sexuality, gender, ethnicity, or information relating to your health – you have the right to decline in your answers to these questions. We use this data to improve our services, to ensure we contact you in your preferred manner, and to understand how we can improve our communications or events. We also use this data for insight into the magazine’s general audience which helps ensure we are reaching a diverse set of readers, writers and translators.
You can update your newsletter preferences using the link in the footer of any newsletter from Modern Poetry in Translation.
You can update your magazine subscription preferences through the medium used to make payment (through PayPal, our website, or Inpress). You can also write to us on firstname.lastname@example.org for further assistance.
Consent and control of your data
With your consent, we will tell you about events, magazine and subscription news, and information about our site and publications (for example when we have a special magazine or digital focus or a new podcast). From time to time, we may include information in these communications from partner organisations or organisations who support us.
Every newsletter includes a link in the footer allowing you to unsubscribe or to modify your email preferences.
You can also contact us in person at email@example.com.
We do not sell personal details to third parties for any purpose. We will only share personal details for the purposes of marketing if you have given explicit consent for us to do this. There are occasional instances where your information has legitimate reasons to be shared: notably, if we run an event in partnership with another named organisation, then your details may need to be shared for the purposes of running the event. In such instances, we will not share more information than is absolutely required for this single purpose.
If you have opted out of marketing communications, we may still get in touch with you if there is a legitimate interest. For example we may email you to give you important information about your subscription and magazine publication dates.
We may share anonymised personal information with other organisations, particularly Arts Council England, who use this to analyse our work and audiences, and to understand the impact of the public investment in Modern Poetry in Translation.
Many events with Modern Poetry in Translation are presented in partnership with other companies, which have in the past included the British Council, Brighton Festival, Ledbury Festival, Southbank Centre and National Poetry Library, and more.
We will share booking information, including your name and contact details, but they can’t contact you unless you opt-in to receive communications from 3rd parties. We will not share sensitive information or your payment details.
If you would like us to stop sending your data to our partners, you can change your preferences in Mailchimp, accessing the option to update your preferences at the footer of any newsletter from Modern Poetry in Translation. You can also contact us directly at firstname.lastname@example.org.
To opt in or out of marketing or other communications from another company, please get in touch with them direct. They should always provide instructions for opting out in any marketing or other communications you receive. We will not otherwise share your personal information with third party organisations.
Sometimes we ask you to provide sensitive information, for example when you submit to the magazine via Submittable or participate in some activities, such as when you apply for a job. As with all the personal information we hold, sensitive information is held securely and restricted to those who need to use it. If this information is used for diversity reporting it is entirely anonymised and used for statistical purposes only.
You have the following rights related to your personal data:
• The right to request a copy of personal information held about you
• The right to request that inaccuracies be corrected
• The right to request us to stop processing your personal data
• The right to withdraw consent
• The right to lodge a complaint with the Information Commissioner’s Office or Fundraising Regulator
Please contact us if you have any questions about our privacy notice or information we hold about you:
• Email us at email@example.com
• Or write to us at: Data Protection, Modern Poetry in Translation, The Queens College Oxford, OX1 4AW, United Kingdom
Updates to this Privacy Notice
We may update this privacy notice to keep it current and accurate. This version was published on 23 May 2018.