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Privacy and data protection policy reviewed - March 2022

Policy statement

Plymouth Book Co-op will receive, use, and store information about a range of data subjects, including but not limited to members, suppliers, funding bodies and general enquiries. This policy sets out how we ensure that this information is processed lawfully and appropriately, in line with the requirements of the Data Protection Act 2018 and the General Data Protection Regulation (collectively referred to as the ‘Data Protection Requirements’).

We take our data protection duties seriously, because we respect your privacy. We will not sell or otherwise transfer your information to third parties for marketing purposes without your explicit consent.

About this policy

Plymouth Book Co-op is responsible for ensuring compliance with the Data Protection Requirements and with this policy. Any questions about the operation of this policy or any concerns that the policy has not been followed should be referred in the first instance to

What is personal data

Personal data means data (whether stored electronically or paper based) relating to a living individual who can be identified directly or indirectly from that data (or from that data and other information in our possession).

Processing is any activity that involves use of personal data. It includes obtaining, recording, holding or transferring data; organising, amending, retrieving, using, disclosing, erasing or destroying it.

Data Protection Principles

As your data controller, we will ensure that your personal data is:

  1. Processed fairly, lawfully and in a transparent manner.

  2. Collected for specified, explicit and legitimate purposes and any further processing iscompleted for a compatible purpose.

  3. Adequate, relevant and limited to what is necessary for the intended purposes.

  4. Accurate, and where necessary, kept up to date.

  5. Kept in a form which permits identification for no longer than necessary for the intendedpurposes.

  6. Processed in line with the individual’s rights and in a manner that ensures appropriatesecurity of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

  7. Not transferred to people or organisations situated in countries without adequate protection and without firstly having advised the individual.


Fair and Lawful Processing

The Data Protection Requirements are not intended to prevent the processing of personal data, but to ensure that it is done fairly and without adversely affecting the rights of the individual.

In accordance with the Data Protection Requirements, we will only process personal data where it is required for the following lawful purposes: where the processing is necessary for performing a contract with the individual, for compliance with a legal obligation, in the legitimate interests of the business, or where the individual has given their consent.

Correct Data

We will ensure that personal data we hold is accurate and kept up to date. We will check the accuracy of any personal data at the point of collection and at regular intervals afterwards. We will take all reasonable steps to amend or destroy inaccurate or out-of-date data.

Efficient processing

We will not keep personal data longer than is necessary for the purpose or purposes for which it was collected. We will take all reasonable steps to destroy, or erase from our systems, all data which is no longer required.

Processing in line with Data Subjects Rights

We will process all personal data in line with data subjects’ rights, in particular their rights to:

  1. Confirmation as to whether or not personal data concerning the individual is being processed.

  2. Request access to any data held about them.

  3. Request rectification, erasure or restriction on processing of their personal data.

  4. Lodge a complaint with a supervisory authority.

  5. Data portability.

  6. Object to processing, including for direct marketing.

  7. Not be subject to automated decision making including profiling in certain



Data Security


We take appropriate and adequate security measures against unlawful or unauthorised processing of personal data, and against the accidental or unlawful destruction, damage,
alteration, unauthorised disclosure of or access to personal data transmitted, stored or otherwise processed.

We have in place standard procedures and technologies to maintain the security of all personal data from collection to amending to destroying. Additionally, we use a secure connection when collecting financial information from you.


Changes to this Policy

Our Privacy Policy will be reviewed annually, or sooner as required.
The Privacy policy is fully supported by Plymouth Book Co-op board of directors


Policy Statement


This is Plymouth Book Co-op’s acceptable user policy. If you use our website, it means

that the policy applies to you and that you agree with it as part of our Website Terms.
We may change these terms, so we expect you to check this page from time to time as

the changes will be binding on you. There may also be changes elsewhere on our site.


What you must not do


You must not use the site to do any of the following:


  • Break any laws or regulations

  • Do anything fraudulent, or which has a fraudulent effect

  • Harm or attempt to harm minors

  • Do anything with materials that do not meet our content standards (these are listed below)

  • Do anything with unsolicited advertising material (known as spam)

  • Transmit any data or material that is harmful to other programs, software, or hardware (for example, viruses, Trojan horses, worms etc.)

  • Copy in any way or re-sell any part of our site (unless we allow it under our website terms)

  • Interfere with or damage any part of our site, equipment, network, software or storage arrangements.


Content Standards

Here are our content standards. They apply to all material with which you contribute to our site and to all interactive services.

You must follow these standards carefully, but please also follow the spirit of them.


Your contributions must be:

  • Accurate (if they are factual) Genuine (if they state opinions) Within the law.


Your contributions must not be:

  • Defamatory, obscene or offensive

  • Likely to deceive, harass, annoy, threaten, or invade someone else's privacy.


And they must not:


  • Promote material that is sexually explicit

  • Promote violence, or discrimination based on race, sex, religion, nationality, age, disability, or sexual orientation

  • Infringe anyone else's intellectual property

  • Be used to impersonate anyone, or misrepresent anyone's identity Encourage or assist anything that breaks the law.

Suspension and Termination

If we think you have breached this policy, we will take whatever steps we think are


These might include:

  • Stopping your use of the site temporarily or permanently

  • Removing material you have put on the site

  • Sending you a warning

  • Taking legal action

  • Telling the right authorities.

  • We exclude legal responsibility and cost for actions we take to deal with your breach of our policy.

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