Privacy and Cookies


Privacy Policy

Pin Drop Media Limited (“we/us/our”) is committed to protecting and respecting your privacy.

This policy, together with Cookie Policy and our terms of use and any other documents referred to in such, sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).

If you prefer not to receive certain types of communications including emails from us, we will respect your wishes.

  1. Definitions

Data controller– A controller determines the purposes and means of processing personal data.

Data processor– A processor is responsible for processing personal data on behalf of a controller.

Data subject – Natural person

Categories of data: Personal data and special categories of personal data

Personal data– The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example name, home address or private email address. Online identifiers include IP addresses and cookies.

Special categories personal data –The GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership,political opinions, religious or philosophical beliefs.

Processing – means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

Third party– means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.

  1. Who are we?

We are the data controller. This means we decide how your personal data is processed and for what purposes. For all data matters contact our Data Protection Officer at

  1. The purpose(s) of processing your personal data

We use your personal data for the following purposes:

  • To inform individuals of our news, awards events and/or other activities;
  • To maintain our own accounts and records; and
  • You may give us information about you by filling in forms on our site (our site) or by corresponding with us by phone, e-mail or otherwise. This may include information you provide when you register to use our site, subscribe to our service, subscribe to our newsletter or someone else registers your details to receive our newsletter, you place an order on our site, enter a competition, promotion or survey, use our audio and/or visual services, subscribe to membership services or someone else purchases membership for you, you give us your business card or contact details in connection with our services and activities, when book tickets and/or when you report a problem with our site.
  1. The categories of personal data concerned

With reference to the categories of personal data described in the definitions section, we process the following categories of your data:

  • Personal data may include your name, address, e-mail address and phone number, financial and credit card information, personal description and preferences.
  1. What is our legal basis for processing your personal data?

We use the data we collect to provide you with products and services we offer, and we also use data to communicate with you about our activities, special promotions, awards, news, events we organise etc. We use your information if we have legal grounds to do so which might be for any of the following reasons:

  • you gave us consent
  • it is necessary for our legitimate interests (meaning our interests in fulfilling our aims and objectives)
  • it is necessary for us to perform a contract with you (for example a membership contract), or to take steps at your request prior to entering into a contract with you, or if
  • we have legal or regulatory obligation to do so, or it is necessary for the establishment, exercise or defence of legal claims

If at any time you do not wish us to hold your information please refer to section 9 of this notice which outlines how you can contact us to change your preferences.

Your personal data may be used by (or on behalf of) us for any of the following purposes:

  • administration of your membership or the membership of an organisation you represent
  • supplying goods ordered from us to you
  • communicating with you by telephone, text, email and/or post (in accordance with, where applicable, your preferences) about our activities, promotions, awards and events and activities of carefully selected trustworthy organisations linked to us
  • contacting you about our activities which you have previously supported
  • administration of gifts, bequests, sponsorship, donations and legacies made by you or an organisation you represent
  • email communication about how we can work with and benefit your organisation for example through our events programme or short story award scheme
  • where consent has been given, we may provide your personal data to carefully selected organisations which we feel will be of interest to you
  • Administration of our aims and objectives, such as communications about our events programme, membership, awards, applications for funding, training and development opportunities; this may include sharing details with members of our board, advisory committees, external advisors and partner organisations, evaluation and promotion of our activities
  • To make payments in return of the supply of goods or services in line with the contract in place or invoice received

From time to time we use anonymised data about the use of our website and any mobile app in order to better understand and improve services we provide to you. In addition, your data may be processed by (or on behalf of) us in an anonymised form for research and marketing purposes.

From time to time we process data solely as a Data processor on behalf of our partners.

  1. Sharing your personal data

Your personal data will be treated as confidential, and will be shared with Pin Drop Media Limited employees, its affiliate companies and/or organisations and a number of trusted data processors in order to deliver our goods and services for example, IT, system administration and email marketing services, professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting and other professional services, HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdrom who require reporting of processing activities in certain circumstances.

We follow appropriate security procedures in the storage and disclosure of personal data so as to guard against loss, damage and unauthorised access by third parties. We also require those parties to whom we transfer personal data to comply with the same.  We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

  1. How long do we keep your personal data?

We will only hold your personal information for as long as is reasonably necessary for the purposes set out in this Privacy Notice and to fulfil our legal obligations. The retention periods may vary depending on the purpose.

  1. Providing us with your personal data

You are under no statutory or contractual requirement or obligation to provide us with your personal data. However, failure to do so will result in you no longer be informed of our news, award, events or activities etc., for as long as such activities are ongoing.

  1. Your rights and your personal data

We want you to be completely happy with the ways in which we hold and use your personal data.  Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

  • The right to request a copy of the personal data which we hold about you;
  • The right to request that we correct any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary to retain such data;
  • The right to withdraw your consent to the processing at any time, where consent was your lawful basis for processing the data;
  • The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means);
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics).

Please note that these rights are not absolute and there may, for example, be instances where we are not able to comply with your request.

  • Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.

  • Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

  • How to make a complaint

To exercise all relevant rights, queries or complaints please in the first instance contact our Data Protection Officer at

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Officeon 03031231113 or via email at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.




Cookie Policy

Information about our use of cookies.

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. By continuing to browse the site, you are agreeing to our use of cookies.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.

We use the following cookies:

  • Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
  • Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
  • Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
  • Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.

You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.