A short summary of our privacy policy

Like any charitable organisation, English PEN keeps data on those we interact with. For example: We hold personal data on our members, mailing list subscribers, donors, event attendees, clients, suppliers and other individuals who work in the literary and human rights sector.


We only store private data given to us by the individual, or shared with us with their consent. We might also supplement that data with information from the public domain. For example: We store contact details entered onto a membership form.


We do not buy or acquire additional data from third parties. Nor do we share or sell personal data with third parties.


We store your data on third party database and mailing list services. Like most small businesses and charities, we use a specialist service to store and secure your data. This is far more secure than storing your data on our own servers. All such services are legally bound to respect the privacy of that data, and have the technical expertise to secure it. Our mailing list is hosted by MailChimp.


Your information ‘processing’ is limited to communications that publicise our activities. We do not profile, screen or cross reference the data we hold against other databases. We do not track individual users’ behaviour on our website or elsewhere. We do not use AI or algorithms to make decisions that affect you.


We do track user behaviour on our website. We use Google Analytics for this purpose and all data we get is anonymised.


You have a right to ask to see what information we hold for you. You have the right to ask for that data to be edited or deleted. You have the right to ask us to delete the data we hold on you. In some cases, we are legally required to retain some data permanently or for a period of time – for example, donation information.


You can unsubscribe from our mailing list at any time.


Privacy Policy

English PEN takes your privacy very seriously and we are committed to protecting your personal information. This policy explains how we collect and use the information you give us. It relates to the data we collect through forms on this website, on paper forms, over the telephone, or in person.


If you have any questions please contact us.


  1. Your consent
    1. By providing us with your personal information, including contact details and sensitive personal data such as your political opinions, or ethnicity, you consent to the collection and use of any information you provide in accordance with this privacy policy.
    2. We do not intend to collect personal details about children. If you are under 16, always check with a parent or guardian before giving personal information to anyone online.
  2. Who will be holding your personal information?
    1. English PEN will hold the information you provide. For more information on us please read the “About Us” section of our Website.
    2. We do not make public the personal details entered into our membership forms.
    3. Anyone who accesses our Website will be able to see any information you make publicly available via the comments section on our website. Other visitors to the Website are subject to the Website terms and conditions but we cannot guarantee that they will comply with them. Therefore, please do not disclose any personal information you are not happy to share (or any personal information about anyone else) when making contributions to the Website.
  3. What information do we collect?
    1. The personal information that we require to process memberships and donations may include, but is not limited to, the following information about you:
      • name;
      • email address;
      • address, postcode;
      • financial details (where you are donating to us);
      • phone number;
      • the country you are in;
      • date of birth;
    2. Through the course of our work (which involves human rights campaigning, literacy projects and events) we may also collect information on your interests (especially literary interests). We may also collect ‘sensitive’ information such as political opinions, ethnicity, and sexual orientation, which can help us to better deliver our campaign. To help us deliver our events and outreach projects, we might collect details about your access requirements, dietary requirements, and health.
    3. Information about the way you use our website, so that we can improve the effectiveness of our campaign (see our cookies policy for more information).
  4. How do we collect information?
    1. We will obtain personal information from you in a number of ways, for example when you:
      • enquire about our activities, the website or us;
      • donate to us;
      • sign up to receive updates on a campaign or our activities;
      • post comments or other content to the website;
      • contact us through the site or any other channel; or
      • sign a petition.
  5. How do we use this information?
    1. We will use your personal information in a number of ways including to:
      • help you participate in our activities and interact with this website;
      • provide you with any information you have requested;
      • provide or administer activities relating to our services or the services offered on the Website;
      • display any comments you make on the Website;
      • provide you with information relating to us or information that we think might be of interest to you including information about our events and activities;
      • process any donations that you make to us;
      • maintain our organisational records;
      • email you about the Website, for example about improvements, developments or changes to our terms and conditions or this privacy policy.
    2. When you sign a petition or make a comment when signing a petition, your first name, country and comment may appear on our activity stream (on our home page or petition page).
    3. We may also email you about opportunities, campaigns, information or activities that we think you might be interested in. If you do not want us to send you updates like this, you can use the unsubscribe link that accompanies every email. Alternatively you can contact us at English PEN, Free Word Centre, 60 Farringdon Road, London EC1R 3GA or via our contact form.
  6. Will we ever share your personal information with anyone else?
    1. We never trade or share our membership lists with other organisations. Where we want to tell you about the work of other organisations, we will contact you directly. We will not hand your personal information to third party organisations without your consent, except as set out in clause 6.3 to 6.5.
    2. If you add your name to a petition, upload any content or post any comments to our Website, that information may be available publicly on the Website.
    3. We may share with other organisations (including the targets of our campaigns) the fact that you have signed one of our online petitions or made a comment on our website. Where possible we will try to anonymise your information before sharing it in this way so that only your first name and your country are shared. Please help us to keep your personal details confidential by never sharing personal information (when signing online petitions/making comments) relating to you or anyone else on the Website, unless you are happy for this to be shared.
    4. We may use selected agents to process your information on our behalf, such as software providers to host the website. Such third parties will be authorised to see and use your information but only to fulfil their contractual obligations to us and will not be permitted to use it for any other purpose. We retain full responsibility for how your personal information may be used by such agents.
    5. In exceptional circumstances we may share your information when we are legally required to do so
  7. Your rights to your data 
    1. Under the General Data Protection regulations, you have a right to:
      • See what data we hold for you
      • Request we stop ‘processing’ that data
      • Request the data be edited
      • Request the data be removed
    2. You can make these requests via our contact form.
    3. When we receive such requests we will deal with it in a timely manner and in no more than two weeks.
    4. Where there is a request to edit or remove data, we will usually fulfil the request. However, there may be some circumstances where we are legally required to keep some data. For example:
      • If you have donated to us, we need to keep a record of the donation for accounting purposes
      • If we claimed Gift Aid on your donation, we need to retain your postal address for 5 years. Your address will also appear on our copy of the submission we made to HMRC, which we must retain.
      • If you were a member of English PEN, we need to retain a record of that fact, and for how long, for governance purposes.
      • If you have unsubscribed from our mailing list, we need to keep a record of that fact, which means keeping a record of your unsubscribed email address somewhere.
    5. Note that, even in the exceptional circumstances where we must retain information for our own records, we would not share that information with third parties unless required to do so by law. For example, we would never confirm or deny a third party enquiry as to whether you have donated to English PEN.
  8. Financial transactions
    1. If you make a donation to us your debit or credit card details will be used only for this transaction through our online payment systems.
    2. We keep a record of all financial transactions, whether made online or by cheque, for accounting purposes.
  9. How do we protect personal information? 
    1. We place great importance on the security of your personal information and we always try to take appropriate precautions to protect it. When we sign up for database services, it is our policy to ensure that their systems are secure.
    2. Despite all of our precautions however, no data transmission over the internet can be guaranteed to be 100% secure. So, whilst we strive to protect your personal information, we cannot guarantee the security of any information which you disclose to us and you must understand that you do so at your own risk.
  10. Changes to your details or this policy
    1. If your personal details change, please help us to keep your information up to date by notifying us at the email address at the beginning of this policy.
    2. We may revise or update this privacy policy from time to time to reflect changes in our activities or for other purposes. If we do so, we will post notice of the change on our website and you will be deemed to have accepted such changes. Please revisit this policy each time you consider giving personal information.

Cookies Policy

What are cookies?

A “cookie” is a small text file that is placed on a website user’s device/computer hard drive by a website. There are several types of cookie. This policy explains how we use cookies on this website at www.englishpen.org (the “Website”).


The type of cookies we use

The types of cookies we use on the Website are set out below:


  • Google Analytics

Google Analytics are used widely by websites to collect information about how website visitors use a site. We will use Google Analytics cookies to collect information about how users use the Website and to improve the Website.

Google Analytics collect information in an anonymous form and will not allow us to identify you or collect any personal information about you.

Google Analytics do not track your internet activity after leaving the Website.


  • Social media cookies

This Website contains buttons and content from social media sites such as Facebook, Twitter and YouTube, so that you can easily share content from our Website with your social media networks. If you use these features, these social media sites may use their own cookies. Information on how these are used can be found on their respective websites.


  • Website cookie acceptance

We will use a cookie to record if users have accepted the use of cookies on this Website.

This cookie will be stored on your device/computer if you have consented to our use of cookies by indicating your consent to the pop-up message on the Website.


  • Internet browsers

Internet browsers normally accept cookies by default. However, it is possible to set an internet browser to reject cookies.


Website cookie acceptance

We will use a cookie to record if users have accepted the use of cookies on this Website.


This cookie will be stored on your device/computer if you have consented to our use of cookies by indicating your consent to the pop-up message on the Website.


Internet browsers

Internet browsers normally accept cookies by default. However, it is possible to set an internet browser to reject cookies.


By using our Website you are consenting to our use of cookies unless you set your internet browser to reject cookies.


If you do not accept our use of cookies as set out in this policy, please set your internet browser to reject cookies.