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Magma Poetry – Privacy Policy

Magma Poetry (‘Magma”) values the privacy of all those who have a relationship with us, whether customers and subscribers, contributors, competition entrants, subscribers to our free newsletter or staff or volunteers on the Magma team. We have never shared or sold email or address lists and will never do so. Our Privacy Policy is set out in this Privacy Notice and covers when and why we collect your personal information, how we use it, the limited conditions under which we may disclose it to others and how we keep it secure.

The lawful basis on which Magma holds personal data is to fulfil our contractual obligations to purchasers / subscribers and to contributors or competition entrants. Additionally, we hold e-mail addresses of free e-newsletter subscribers on the basis of consent.

For Magma print magazine subscribers and purchasers, we hold as a matter of course the following information: name, postal address and postcode, e-mail address (if supplied) and the magazine issues purchased or subscribed to. Phone numbers are held, only if offered, but are not sought and will only be used if urgently-required email contact is not possible. Print orders and PayPal orders are held securely.

Magma treats your personal data as confidential and does not share personal data within the organisation more widely than operational use strictly requires. For instance, contact details for those submitting work to Magma are not shared beyond the editors of the issue concerned and are not retained. Successful submitters of work (contributors) are entitled to receive a free copy of the magazine in which their work appears, so their contact details are shared with our in-house administrator and, if the copy is to be posted, shared with our printer/distributor in order to distribute the issue, to which they are entitled. The current distribution database of magazine subscribers and purchasers of magazine issues and pamphlets is shared only within the fulfilment team (Distribution Secretary, Administrator and Treasurer). Subscribers receive subscription renewal reminders only if they expressly consent to receive reminders.

Magma’s website and your data

We may process data about your use of our website (“usage data“). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our own webserver log files. This usage data may be processed for the purposes of analysing the use of the website. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services. See the paragraph below for information about how we anonymise usage data before it enters long-term storage.

Our webserver log files, which include your IP address, are retained on the webserver for up to two months for system security monitoring, and may be retained in our offsite backup systems for a further three months after deletion from the webserver. The long-term website usage statistics we calculate using these log files may be stored indefinitely, but they are stored in an irreversibly anonymised format (with IP address data removed).

How Magma uses cookies

A cookie is a small file that asks permission to be placed on a user’s computer hard drives. Once users agree, the file is added and the cookie helps analyse web traffic or lets users know when they visit a particular site. Cookies allow web applications to respond to users as individuals. The web application can tailor its operations to users’ needs, likes and dislikes by gathering and remembering information about their preferences.

Magma uses traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. Magma only uses this information for statistical analysis purposes, then the data is removed from the system.

Overall, cookies help Magma provide users with a better website, by enabling us to monitor which pages users find useful or not. A cookie in no way gives us access to a user’s computer or any information about users, other than the data users choose to share with us.
Users can choose to accept or decline cookies. Most web browsers automatically accept cookies, but users can modify their browser setting to decline cookies if they prefer. This may however prevent users from taking full advantage of the website.

Magma and Google Analytics

When someone visits we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out such things as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

Magma’s free e-newsletter and your personal data

Magma provides a free poetry newsletter, the Mix, which we send to those who have specifically signed up to receive it. We collect e-mail address only. The newsletter contains articles about poetry and the poetry scene and may include Magma-related information, including updates and marketing information about Magma events, publications, competitions, submission deadlines and survey invitations. Recipients unsubscribe from emails at any time using the Unsubscribe link included in the footer of every newsletter that we send. Magma does not add to the newsletter mailing list e-mail addresses collected for other purposes, eg subscription orders.

We use a third-party provider, MailChimp, to deliver our newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice, and MailChimp’s page about the GDPR.

Magma’s partners and your personal data

Magma works with the following partners to provide magazine subscriptions and shares personal data with them only in as far as they help to fulfil our subscriptions.

Our printer, Short Run Press Ltd, distributes subscription copies and pre-publication orders for each new issue once the magazine is printed. We share name and postal address, including postcode, to fulfil that purpose. Otherwise, orders are supplied in-house by the Magma Team. Our printer does not keep addresses within a formal archive system.

Our print magazine subscribers are entitled to access Magma’s digital archive, which is provided by Exact Editions Ltd, which also offers digital-only subscriptions. When confirming a subscription, Magma gives subscribers an alphanumerical digital access code and gives Exact Editions a list of valid codes but does not disclose personal data. Please also see Exact Editions’ Privacy Policy.

As stated in Magma’s free e-newsletter and your personal data, Magma uses MailChimp to distribute the e-newsletter.

Orders from Magma’s website are made through PayPal, whose Privacy Policy is available here.

Online ticketing for Magma events is through Eventbrite, whose Privacy Policy can be found here.

Any information Magma may share with grant funding bodies (eg Arts Council England) for the purposes of reporting on fulfilment of grant conditions (eg re audience development) is anonymised and never includes sensitive information, contact details or payment details.

How Magma keeps your personal information

Print orders and PayPal orders are held securely. Magma keeps sales documentation and correspondence securely to be able to respond to queries about orders and claims of non-receipt and no longer than is required to comply with any additional legal and accounting requirements. In line with government advice on financial records, Magma retains subscription records for six years.

Magma undertakes to delete email correspondence with contributors and their poems no later than one year after publication of the issue of the magazine. This includes poems, submitters’ email addresses and any other information that submitters choose to submit to Magma through Submittable. Submittable’s privacy policy is available here

Magma and access to your personal information

You are entitled to view, amend, or delete the personal information that we hold. Email your request to our Data Lead, Helen Nicholson at

Changes to this Privacy Notice

Magma reviewed its Privacy policies and procedures in 2018, in response to GDPR, which came into force in the UK on 24 May 2018 as The Data Protection Act 2018.

This Privacy Policy is updated in accordance with any changes to Magma’s data management practices, or changes to the range of services provided by Magma or relevant partners, and in line with future legislative requirements. Magma’s Data Lead will advise Magma’s Board of any relevant considerations. Any updated policy will be displayed on Magma’s website, at Privacy Policy.


Policy approved by the Magma Board on 9th September 2019.


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