SAWA Privacy Policy

Version: 2025-06-05

Screen Advertising World Association Ltd (“SAWA”, “we”, “us”, “our”) is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and protect information through our website, member services, committee workspaces, and online platforms (including Microsoft 365).

This policy applies to:

• Visitors to our website (www.sawa.com)
• SAWA members and representatives
• Guest Users accessing SAWA platforms (e.g., Microsoft 365, SharePoint)
• Anyone whose personal data we process in the course of our activities

We are a UK limited company and the data controller for the purposes of applicable privacy laws.

1. Who We Are

Screen Advertising World Association Ltd

2. What Data We Collect

We may collect and process the following categories of personal data:

• Identity data: Name, title, company, job role
• Contact details: Email address, phone number, mailing address
• Membership details: Company membership status, task force or committee participation
• Online identifiers: IP address, browser type, device type, location, referral URLs
• Technical data: Login logs, SharePoint access logs, document collaboration activity
• Correspondence: Emails, meeting records, contact forms, Microsoft Teams messages
• Cookie data: Usage patterns, preferences, analytics
• Subscription preferences and marketing consent status

We do not intentionally collect sensitive personal data (e.g., health, political beliefs).

3. How We Collect Your Data

We collect your data in the following ways:

• When you browse our website
• When your organisation joins SAWA and nominates you as a representative
• When you fill out a form, subscribe to updates, or contact us
• When you are invited as a Guest User to Microsoft 365 or SharePoint
• When you participate in SAWA committees, webinars, or communications
• Through cookies and analytics tools on our website

4. Why We Process Your Data

We process your personal data for these purposes:

5. Use of Microsoft 365 and Guest Users

If you are invited to access SAWA materials or folders via Microsoft 365 (including SharePoint, Teams, or mail-enabled groups), we will collect and use your name, email, organisation, and access activity.

Your data is only accessible to relevant SAWA staff and committee leads, and used solely for purposes of collaboration, communication, and committee work.

6. Disclosure to Third Parties

We may share your data with:

• Trusted service providers (e.g. Microsoft, web hosting, event platforms)
• SAWA staff, contractors, and consultants
• Committee chairs or working group leads (limited to relevant information)
• Legal or regulatory authorities if required by law

We do not sell or rent your personal data.

7. International Transfers

As a global association, we may transfer your data outside the UK or EU (e.g. to Australia, the US). Where we do so, we ensure appropriate safeguards are in place, such as standard contractual clauses or adequacy decisions.

8. How We Protect Your Data

We take data security seriously. Measures include:

• Microsoft 365 secure authentication and access controls
• Limited access to personal data by role
• Encryption, secure servers, and backups
• Staff and committee confidentiality requirements

However, no system is completely secure. If we experience a data breach affecting you, we will notify you as required by law.

9. Cookies

SAWA uses cookies on our website (www.sawa.com) to improve your browsing experience and to understand how visitors use our site. A cookie is a small text file that is placed on your device when you visit a website.

We use cookies for the following purposes:

• Essential cookies: to ensure the website functions properly.
• Performance and analytics cookies: to collect anonymous data on how visitors use the website, such as pages visited and links clicked, helping us improve the site.
• Preference cookies: to remember choices you make (such as language or region).

You can control and manage cookies through your browser settings. Most browsers allow you to refuse or delete cookies. However, please note that some parts of our site may not function correctly if you disable cookies.

By continuing to use our website, you agree to our use of cookies as described in this policy.

10. Your Rights

Depending on where you live, your rights may include:

• Access to your personal data
• Correction of inaccurate data
• Erasure (“right to be forgotten”)
• Objection to or restriction of processing
• Portability of your data
• Withdrawal of consent
• Lodging a complaint with a supervisory authority (e.g. the UK ICO)

To exercise any rights, please contact: dpo@sawa.com

11. Retention of Data

We retain personal data only as long as necessary for the purpose it was collected, or as required by law. For example:

• Membership-related data: up to 7 years after termination
• Guest User data: for the duration of your committee involvement
• Website contact data: up to 2 years

We review our data retention practices annually.

12. Third-Party Links

Our website may contain links to external sites. We are not responsible for their privacy practices. Please read their policies before submitting data.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Any significant changes will be posted here and noted in our communications. Please check back periodically.

14. Newsletters and Marketing Communications

We send newsletters, event invitations, and other communications to individuals who have subscribed or otherwise opted in. You can unsubscribe or update your preferences at any time using the link in the email or by contacting us at dpo@sawa.com.

We may use trusted third-party services to send these emails. These providers process your data solely for the purpose of delivering communications on our behalf and are required to protect your data.