Privacy Policy

This World Pencil website is maintained by World Pencil Ltd and World Pencil Trust

World Pencil Ltd and World Pencil Trust (collectively ‘World Pencil’, us) are committed to protecting and respecting your privacy. We want our services to be trusted, safe, productive and enjoyable for everyone.

In order to operate efficiently, World Pencil collects information about the people it works with, those who use its services and products and those who sign up to our communications. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed and stored by us.

These data may include personal data which are collected and used in order to improve World Pencil’s work. We collect different types of data to inform and improve our services and products, to advocate for change in the sectors and issues where we work, and to update users and audiences on activity and opportunities.

This Privacy Policy has been developed in line with the UK Data Protection Act 2018, ‘the Act’, which is the UK’s implementation of the EU General Data Protection Regulation 2018 (GDPR). World Pencil is committed to reviewing this policy annually.

This policy relates to our public services, including websites we maintain, collectively ‘our websites’, including those hosted at the following URLs:,, and

For the purpose of the Act, the data controller of World Pencil, its communications and websites, is World Pencil Ltd, registered in the UK, Company No. 09450422, registered address 30 Gay Street, Bath, BA1 2PA, UK.

Information we may collect

We collect information, including personal data, about:

People participating in our work activities
Subscribers and users of our websites
Our staff, associates, external advisors, clients and partners

The personal data we collect might include name, date of birth, email address, postal address, and telephone number, and we may also collect anonymised ‘Special Category Data’ such as Equal Opportunities monitoring data which includes information about protected characteristics, ethnic background and socio-economic background. In rare cases we may collect these Special Category Data personally, such as where we have a responsibility to support particular accessibility requirements.

How we collect information

We may collect and process the following data about you:

Information that you provide by filling in forms on our websites and our mailing list management platforms, including Mail Chimp. This includes information provided at the time of registering to use our websites, using contact forms, subscribing to our services or requesting further services. We may also ask you for information when you report a problem with our websites.
If you contact us, we may keep a record of that correspondence.
We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.
Details of your visits to our websites including, but not limited to, traffic data, location data, weblogs, operating system, browser usage and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access.

If you participate in an activity we organise, we may collect information about your participation. Any additional information we collect from you may come with its own data protection and privacy notices, which are in addition to those described in this Privacy Policy and may supersede it in those cases.

Why we collect this information

We collect information for the purposes set out in this policy. There are a number of lawful bases for our data processing, depending on the activity. These lawful bases include:

Your consent for the processing which is necessary for the performance of a service, such as the operation and usage of our websites;
Your consent for the processing which is necessary for the performance of a contract to which you are a party, such as purchase of goods or services (if you fail to provide this information we may be unable to perform the contract);
Your consent to processing which is necessary for compliance with our legal obligations;
Your consent to processing which is necessary for the purpose of the legitimate interest pursued by us or a third party, except where your rights as a data subject override our legitimate interest.

How we use your information

When using World Pencil’s platforms and services, including our websites, you authorize us to use your personal data for the purposes outlined in this Privacy Policy:

To ensure that content from our websites and our other communications channels is presented in the most effective manner for you and for your computer;
To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes;
To carry out our obligations arising from any contracts entered into between you and us;
To allow you to participate in interactive features of our service, when you choose to do so;
To notify you about changes to our service;
We may compare data about you from our other platforms, including other websites and data sources, where you have registered or provided your personal information on those platforms;
We reserve the right to disclose at our discretion, including commercially, any analysis of the responses of our website users that we may perform or undertake, subject to the conditions that no individual's responses shall be capable of being disclosed or discerned as a result of this disclosure and that website users’ copyrights shall not be breached, subject to the Terms and Conditions of usage of our websites.
We may, and reserve the right to, permit third-party advertisements on our websites, and to use analyses of your responses and submitted materials to inform the selection of such advertisements.

Third parties

World Pencil only works with third parties who are fully GDPR-compliant. Within the provisions of this Privacy Policy we may share personal data with the following third parties:

Survey Monkey

With the explicit consent of participants in our programmes, we may also share their personal data with organisations we are partnering with in order to deliver those programmes. We may share your personal information with third parties for marketing purposes in accordance with preferences you have expressed to us and where you have opted into such preferences. If you do not want us to share your personal data with any third party for marketing purposes, please let us know using the contact forms on our websites or, where appropriate, updating your preferences in the Account area of our websites.

World Pencil may need to provide your information to freelance contractors and suppliers who provide services on our behalf, to the extent necessary to enable you to receive those services.

If you make a payment or donation to us we will need to share your information with our payment processors. By paying via our payment processors you agree to accept their terms and conditions for the use of their services, including their privacy policies.

We strongly suggest that you read their privacy policies when using their service as we are not responsible for data you share with them. We may also need to disclose your information if required to do so by law or as expressly permitted under applicable data protection legislation.

Our websites may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have individual privacy and cookies policies and that we do not accept any responsibility or liability for these policies.

Please check these policies before you submit any personal data to these websites.

Privacy of submitted responses and materials

We will respect the privacy of responses and materials you submit to us as follows:

When responding to survey or other form a note concerning the privacy of those responses will be available on the same page as the question or first page in the case where a survey has several pages. Unless otherwise stated, responses to questions are private and not available to be viewed by other users.
When writing a post, creating a group, creating a question, creating a tool or otherwise submitting information, data and materials to us, we will endeavour that the privacy (or otherwise) of that information will be clearly indicated in the form with which you submit the information, including, by way of illustration only, by indicating then that information is submitted to the public or to a particular group.
For the purposes of administration and maintenance, including as may relate to safeguarding, child protection, online harms and the sharing of inappropriate material in our designation, we reserve the right to permit access to all users and participants' data to our designated staff and contracted third parties on a needs-basis.
As part of the useful functionality of our websites, at our discretion, other users may be able to see an analysis or aggregation of your responses to questions, and other submitted materials, where those analyses and aggregations will not permit an accurate interpretation of your individual responses as may be attributed to you.

IP addresses and cookies

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users' browsing actions and patterns, and does not identify any individual and we will not collect personal information in this way.

We may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer's hard drive. They help us to improve our websites and to deliver a better and more personalised service. They enable us:

To estimate our audience size and usage pattern.
To store information about your preferences, and so allow us to customise our websites according to your individual interests.
To speed up your searches.
To recognise you when you return to our websites.
Our websites use the following cookies:

Drupal cookies - to remember your interface preferences;
User login cookie - to remember your preferences when you log in, post content or opportunities and to remember you are logged in;
Google Analytics cookies - to collect data on the use of the platform to inform future developments to improve your experience;
Mailchimp cookies – mailing list opt-in offered cookie – to ensure that you don’t get offered the mailing list opt-in if you have already had it;
Sharethis cookies – to enable users to share the pages they are interested in, via their social media accounts.
You may refuse to accept cookies by rejecting the use of cookies when prompted on our websites. However, if you select this setting you may be unable to access certain parts of our websites. Unless you have adjusted your browser setting so that it will refuse cookies, our system will request your permission to use cookies and, subject to that permission, will issue cookies when you access our websites.

Where we store your personal data

The data that we collect from you from surveys, email correspondence, in-person activities, and partner/client commissioned consultancy services will be stored on our GDPR-compliant Microsoft, Google and other third-party servers hosted within the European Economic Area (‘EEA’) and United Kingdom (‘UK’).

Subject to the GDPR, the data that we collect from you related to usage of our websites may be transferred to, and stored at, a destination outside the EEA, for example, where users outside the EEA and its accepted territories access cloud-hosted mirrors of our services hosted in those areas of the world. It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff may be engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and only engage GDPR-compliant third-party services.

All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our websites; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Disclosure of your information

We may disclose your personal information to third parties:

In the event that we sell any business or assets, in which case we may disclose your personal data to the buyer of such business or assets, such disclosure to be subject to any relevant agreement we may have with you, relevant data protection legislation and our Data Protection Policy (we do not routinely sell our data assets but we may, for example, promote a service as part of a commercial contract we are undertaking to support a third party, subject to this Privacy Policy, our Data Protection Policy, relevant legislation and any other agreement we have with you or other affected people);
If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Your rights

You have the right to ask us to confirm whether World Pencil is processing information about you, and to request access to this information (‘right of access’).

You may ask us, or we may ask you, to rectify information you or we think is inaccurate, and you may also ask us to remove information which is inaccurate or complete information which is incomplete (‘right to rectification’).

If you inform us that your personal data are inaccurate, World Pencil may inform relevant third parties with whom we have shared your data so they may update their own records.

We want to ensure that your personal information is accurate and up-to-date.

If any of the information that you have provided us with changes, for example if you change your email address, name, payment details, or if you wish to cancel your registration, please contact us.

You have a right to obtain your personal data from us and reuse it for your own purposes, perhaps for another service, without hindering the usability of the data (‘right of portability’).

This right does not apply where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us.

You have a right to seek the erasure of your data (often referred to as the ‘right to be forgotten’). You may wish to exercise this right for any reason, for example where it is no longer necessary for us to continue holding or processing your personal data you may withdraw your consent.

You should note that we are entitled to and reserve the right to retain your data for statistical purposes. This right is not absolute, as we may need to continue processing this information, for example, to comply with our legal obligations, or for reasons of public interest.

You have a right to ask us to restrict our processing of your information (‘right to restriction’) if;

you contest its accuracy and we need to verify whether it is accurate;
the processing is unlawful and you ask us to restrict use of it instead of erasing it;
we no longer need the information for the purpose of processing, but you need it to establish or defend legal claims;
you have objected to processing of your information being necessary for the performance of a task carried out in the public interest, or for the purposes of our legitimate interests. The restriction would apply while we carry out a balancing act between your rights and our legitimate interests;
you exercise your right to restrict processing, we would still need to process your information for the purpose of exercising or defending legal claims, protecting the rights of another person or for public interest reasons.

You have a right to prevent us from processing your data for the purposes of marketing.

If you would like to exercise any of your rights above, please let us know using the contact details at the end of this Privacy Policy.

World Pencil will act in accordance with your instructions as soon as reasonably possible and there will be no charge.

You have a right to report any of your concerns about our use of your data to the UK Information Commissioner’s Office.


By using any of World Pencil’s platforms and our websites you acknowledge that you have read the terms of this Privacy Policy and that you consent to the collection of information from you and use of such information as described in the policy.

You can request access to the personal data we hold on you, or to have those data removed and deleted, or to remove your consent by contacting us via the contact forms on our websites, accessible at the bottom of each page. We will endeavour to honour all requests within one calendar month.

Changes to our data protection and 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. However, we advise that you check this Policy regularly to keep up-to-date with any necessary changes.

Questions, comments and requests regarding this privacy policy are welcomed and directed through our Contact page.