QGBI Privacy Notice


Membership Privacy Notice of The Quilters’ Guild of the British Isles

The Quilters’ Guild is committed to protecting and respecting your privacy. This Notice explains when and why we collect personal information from our members, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

Any questions regarding this Membership Privacy Notice and our privacy practices should be sent by email to admin@quiltersguild.org.uk or by writing to The Quilters' Guild of The British Isles, St Anthony's Hall, Peasholme Green, York YO1 7PW.

If you are not a member or you have interacted with us about anything other than membership we must have permission to contact you.  Please see the appropriate Privacy Notice here .  Alternatively please contact us.

Who we are

The Quilters' Guild of the British Isles, hereafter known as QGBI, is the data controller.  QGBI are an educational charity run by its members and open to all quilters everywhere. We are registered in England and Wales as a charity, no. 1067361 and a company limited by guarantee, no. 0344731. The Guild is registered as a charity in Scotland no. SC043174. We also operate a subsidiary company, Festival of Quilts Ltd trading as QGBI Enterprises, a company limited by guarantee, no 03538705.

Our registered address is QGBI, St. Anthony’s Hall, Peasholme Green, York, YO1 7PW.

Our representative in relation to data protection is the Chief Executive. 

Legal Basis for the Processing of your Data

We may process your personal information for our legitimate business interests.  To maintain up to date records for administration purposes, to fulfil our membership contract, to provide the member benefits as described when you join and to gather statistical data. 

Failing to provide data as requested may reduce the level of benefits you receive. This includes for admin purposes, for meeting our membership contract to provide 4 x Quilter magazines per year, early bird booking access to Festival of Quilts, providing regional information, and providing specialist group information, including newsletters and any other information which would be of a legitimate interest to you as a member.  

In deciding how to process your information we considered carefully your individual privacy rights and believe that they are not severely impacted. You have the right to object to this processing if you wish.  To do so please contact admin@quiltersguild.org.uk

How we collect information from you

QGBI collects personal information when you join as a member, register with our website and make a donation. We may also collect information when you complete surveys, provide feedback and participate in competitions. Website usage information is collected using cookies. Please see the Website section below for further details about cookies.

We do not source personal data from publicly accessible sources.

The information that is collected

The personal information we collect about you is your membership start and renewal date, membership number, title, name, address, email address, telephone number, date of birth and the necessary information to process payment, as well as information collected about how you use our website. If you purchase membership using a credit or debit card, your card information is not held by us. It is collected by our third-party payment processors who specialise in the secure online capture and processing of credit/debit card transactions, as explained below.  If you pay by telephone, any information we collect about your bank account and credit/debit card is held securely, processed quickly and destroyed appropriately immediately afterwards.

If someone else pays by direct debit on your behalf we will keep their name, address, telephone number, email details and the necessary information to process payment.

How your information is used

We may use your information to:

  • carry out membership administration;
  • provide you with the membership services we deliver as part of your membership;
  • notify you about volunteer activities;
  • process a donation that you have made;
  • seek your views or comments on the work of The Guild;
  • notify you of changes to what we do;
  • send you communications which may be of interest to you as a member;
  • obtain references for some volunteer positions e.g. treasurer/regional treasurer and young quilter representatives;
  • obtain references from the DBS in relation to working with Young People.

Who has access to your information?

We will not sell or rent your information to third parties.

Our databases have limited access.  They can only be accessed by the authorised employees and they are password protected.

Paper information in regard to membership is stored in locked filing cabinets, accessed by authorised people.

Some information such as name, address and email may be shared with volunteers as necessary to provide the benefits of membership.  For example, those managing exhibitions and competitions or organising volunteer activity. Employees and volunteers are subject to The Guild’s policies and procedures in respect of privacy and confidentiality.

Third party data processors:

When we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.

Information we receive from you may be stored on systems that are owned by third parties.  The ones we use are Blue Logic (IT support services and server backup), iMIS (membership database), MailChimp (email management service), Shopify (online shop), Cybertill (stock management system), Eventbrite (event booking) and Xero (financial management system). 

We may also pass some of your personal information to our third party data processors, for the purposes of fulfilling our membership contract.  We provide membership number, name, address and email details to Upper Street Events, enabling them to provide you with the information you need to make early bird bookings for Festival of Quilts. We provide membership number, name and address to printers so that they can send you The Quilter magazine and a regional newsletter.

Information stored and accessed outside the EU:

Some of the data systems we use may store your data and provide access to people from outside the EU for maintenance purposes only.  If this is the case we have contracts in place to confirm that as part of the GDPR obligations, they have taken measures to ensure that any transfer of client data outside the United Kingdom and the European Economic Area complies with applicable data protection laws.

Retention Period

Data is stored no longer than is necessary for the purposes for which the personal data are processed. 

We retain your membership information for six months after the end of your membership and then your information is deleted from our membership database. 

We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems or in a locked store room for as long as is necessary to comply with the law. After the end of the period the information will be destroyed under controlled conditions.

Your choices

You can update your member details on our website at any time - http://www.quiltersguild.org.uk/members/edit_personal_information

Apart from information required to fulfil our membership contract with members, you have a choice about whether or not you wish to receive information from us and what information you wish to receive.

In order to access additional information which may be of interest to you, such as collection and exhibition information, e-newsletters and our online shop you must ‘opt in’ to receiving these services.  You can make choices about these additional services here. The related policy notice can be accessed here.

You can amend your choices at any time by updating your email preferences or by contacting The Quilters’ Guild office. 

Email:  admin@quiltersguild.org.uk

Telephone:   01904 613242

Write:   QGBI, St Anthony’s Hall, Peasholme Green, York YO1 7PW

Your Rights

You have the right to ask for a copy of the information we hold about you or to ask us to correct the information we have about you. For further information please email admin@quiltersguild.org.uk or write to us at: QGBI, St. Anthony’s Hall, Peasholme Green, York, YO1 7PW.

If you think your data is incorrect or has been misused please contact us.

If you are unhappy with our response you have the right to lodge a complaint with The Information Commissioners Office. 

Our Website

Use of 'cookies' - Like many other websites, the Quilters’ Guild website uses cookies. Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track how the website is used and does not identify you as an individual. For further information visit www.bbc.co.uk/webwise/guides/about-cookies.

It is possible to switch off cookies by setting your browser preferences. Turning cookies off may result in a loss of functionality when using our website.

Links to other websites - Our website contains links to other websites. This privacy notice only applies to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access those using links from our website.

Your website account - If you have registered for a Quilters’ Guild website account this will allow you to login to the Membership area of the Quilters’ Guild website which is also covered by this notice. It remains your responsibility to guard your password. You can delete your account at any time.

Children 13 or under

If you are aged 13 or under‚ we must have your parent or guardian's permission before we will register you as a Young Quilter member.  If we do this we will keep your parent or guardian’s permission and their name, address, email and telephone number.

The personal information that we keep about you is your membership number, start and renewal date, name, address, and where provided your email address and telephone number.  We will only use them to give you information about Young Quilter activities, projects, competitions and events that may be interesting to you.  It will also include sending the YQ newsletter by post. 

The information we have about you will change if you move to a new house and your information will be transferred to a different membership category when you reach 19 years’ of age. 

If you do not wish to receive information from The Quilters’ Guild of the British Isles, please let us know.  If you are 13 or under please ask your parent or guardian to contact us.

If you leave Young Quilters your personal information will be deleted from our records after six months. 

If you would like to know what information we have about you or tell us how it needs to be changed, please contact us. If you are under 13 please ask your parent or guardian to contact us: 

Email:   yqpl@quiltersguild.org.uk 

Telephone:   01904 613242

Write:   QGBI, St Anthony’s Hall, Peasholme Green, York, YO1 7PW


Privacy Notice of The Quilters’ Guild of the British Isles 

The Quilters’ Guild is committed to protecting and respecting your privacy. This Notice explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

Any questions regarding this Notice and our privacy practices should be sent by email to admin@quiltersguild.org.uk or by writing to The Quilters' Guild of The British Isles,

St Anthony's Hall, Peasholme Green, York, YO1 7PW.

If you are a member of The Quilters’ Guild of the British Isles there is an additional policy specifically pertaining to Membership.  The Membership Privacy Notice can be seen here.  Alternatively please contact us.

Who we are

The Quilters' Guild of the British Isles, hereafter known as QGBI, is the data controller.  QGBI are an educational charity run by its members and open to all quilters everywhere. We are registered in England and Wales as a charity, no. 1067361 and a company limited by guarantee, no. 0344731. The Guild is registered as a charity in Scotland no. SC043174. We also operate a subsidiary company, Festival of Quilts Ltd trading as QGBI Enterprises, a company limited by guarantee, no 03538705.

Our registered address is QGBI, St. Anthony’s Hall, Peasholme Green, York, YO1 7PW.

Our representative in relation to data protection is the Chief Executive. 

By opting in to our services you are consenting to the use of your information as described in our Privacy Notice as set out below.

You can opt out of any or all of these services at any time by changing your preferences or unsubscribing.

How we collect information from you

QGBI collects personal information when you register with our website, make a donation or place an order for products or services, including our newsletters. We may also collect information when you complete surveys, provide feedback and participate in competitions. Website usage information is collected using cookies. Please see the Website section below for further details about cookies.

We do not source personal data from publicly accessible sources.

The information that is collected

The personal information we collect about you is your name, address, email address, telephone number and the necessary information we need to process payments, as well as information collected about how you use our website.

If you purchase a service or pay for products from our online shop using a credit or debit card, your card information is not held by us. It is collected by our third-party payment processors who specialise in the secure online capture and processing of credit/debit card transactions, as explained below.  If you pay by telephone, any information we collect about your bank account and credit/debit card is held securely, processed quickly and destroyed appropriately immediately afterwards.

How your information is used

We may use your information to:

  • process shop orders that you have made and, if you have previously agreed, to email you about other products and services we think may be of interest to you;
  • deal with entries into a newsletter competition;
  • seek your views or comments on the work of The Guild;
  • notify you of changes to what we do;
  • send you communications which you have requested and that may be of interest to you;
  • notify you about volunteer activities;
  • process a donation that you have made;
  • book place/s at events. 

Who has access to your information?

We will not sell or rent your information to third parties.

Our databases have limited access.  They can only be accessed by the authorised employees and they are password protected.

Paper information in regard to payments is stored in locked filing cabinets, accessed by authorised people.

Information we receive from you may be stored on systems that are owned by third parties.  The ones we use are MailChimp (email management service), Shopify (online shop), Cybertill (stock management system), Eventbrite (event booking), and Xero (financial management system).  We use reputable providers and have contracts in place that require them to keep your information secure and not to use it for their own direct marketing purposes.

Information stored and accessed outside the EU:

Some of the data systems we use may store your data and provide access to people from outside the EU for maintenance purposes only.  If this is the case we have contracts in place to confirm that as part of the GDPR obligations, they have taken measures to ensure that any transfer of client data outside the United Kingdom and the European Economic Area complies with applicable data protection laws.

Retention Period

We will keep your information until you unsubscribe.  This may be voluntarily or in response to an email that we send to you if your account has been inactive for two years.  We will continue to keep it for a further twelve months to enable us to aggregate our data and to ensure that we can answer any outstanding queries you may raise after leaving the service.

We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary to comply with the law. After the end of the period the information will be destroyed under controlled conditions.

Your choices

You have a choice about whether or not you wish to receive information from us and what information you wish to receive.

You can amend your choices at any time by updating your email preferences or by contacting The Quilters’ Guild office.

Email:   admin@quiltersguild.org.uk

Telephone:   01904 613242

Write:   QGBI, St Anthony’s Hall, Peasholme Green, York YO1 7PW

Your Rights

You have the right to ask for a copy of the information we hold about you, to ask us to correct the information we have about you or ask us to delete the information we have about you. For further information please email admin@quiltersguild.org.uk

or write to us at: QGBI, St. Anthony’s Hall, Peasholme Green, York, YO1 7PW.

If you think your data is incorrect or has been misused please contact us.

If you are unhappy with our response you have the right to lodge a complaint with The Information Commissioners Office. 

Our Website

Use of 'cookies' - Like many other websites, the Quilters’ Guild website uses cookies. Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track how the website is used and does not identify you as an individual. For further information visit www.bbc.co.uk/webwise/guides/about-cookies.

It is possible to switch off cookies by setting your browser preferences. Turning cookies off may result in a loss of functionality when using our website.

Links to other websites - Our website contains links to other websites. This privacy notice only applies to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access those using links from our website.

Your website account - If you have registered for a Quilters’ Guild website account this will allow you to login to the Membership area of the Quilters’ Guild website which is also covered by this notice. It remains your responsibility to guard your password. You can delete your account at any time.


Changes to our Privacy Notice

We keep our privacy notices under regular review and we will place any updates on this web page.

This privacy notice was last updated on 5 June 2018.