Privacy Policy (includes Cookie Policy)

Privacy Policy

Last updated: 8 June 2026

The Sheet Plant Association (SPA) is committed to protecting your personal information and being transparent about how we use it. This Privacy Policy explains what information we collect, how we use it, and the rights you have under UK data protection law.

SPA is the Data Controller of the personal data we collect. If you have any questions, please contact us using the details at the end of this policy.

What Information We Collect

We may collect and process the following personal data:

Members’ information – name, business contact details, membership records, event bookings.
Website visitors – IP address, browser type, and information collected via cookies (see our Cookie Policy).
Subscribers – name, email address, preferences for newsletters and updates.
Event delegates and sponsors – name, role, organisation, dietary/access requirements, payment details (processed securely).
Job applicants, employees and contractors – CVs, application forms, references, payroll details, and employment records.
Complaints and enquiries – correspondence and any supporting information you provide.

How We Use Your Information

We use your personal data for purposes including:

Administering SPA membership and providing member services.
Managing event bookings, sponsorships, and delegate participation.
Sending newsletters, updates and marketing communications (only if you’ve opted in or if we have a legitimate interest as part of your membership).
Responding to enquiries, complaints, or feedback.
Managing recruitment and employment.
Improving our website and services through analytics and feedback.

Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. SPA relies on the following bases:

Contract – to deliver services, membership, and event bookings.
Legal obligation – where required by law (e.g. financial records, employment law).
Legitimate interests – to communicate with members, improve services, and promote SPA events.
Consent – for marketing communications to non-members and where required by law.

Data Sharing

We only share your personal data when necessary:

With trusted third-party service providers (e.g. event venues, mailing platforms) who act under our instructions.
With regulators, law enforcement, or authorities when required by law.
Never for marketing by other organisations.

If data is transferred outside the UK/EEA, we ensure appropriate safeguards (such as adequacy decisions or standard contractual clauses) are in place.

How Long We Keep Your Information

We keep personal data only as long as necessary for the purpose collected:

Membership records – for the duration of membership plus 7 years for audit/tax.
Event delegate information – up to 3 years after the event.
Job applicant data – 12 months from application unless employed.
Complaint files – 4 years from closure.
Employee records – in line with statutory retention periods.

After these periods, data is securely deleted or anonymised.

Your Rights

You have rights under UK GDPR, including:

Access – to request a copy of your personal data.
Rectification – to correct inaccurate or incomplete data.
Erasure – to request deletion of your data where it’s no longer needed.
Restriction – to limit how we process your data.
Portability – to request your data in a usable format.
Object – to stop processing based on legitimate interests or direct marketing.

If you have any concerns about how the SPA handles your personal data, please contact us in the first instance using the details below. We will acknowledge your concern and aim to respond as quickly as possible.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO): https://ico.org.uk.

Cookies

Our website uses cookies to improve your browsing experience and to analyse traffic. You can manage or disable cookies through your browser settings. For more detail, see our Cookie Policy.

Links to Other Websites

This Privacy Policy does not cover external links. We encourage you to read the privacy policies of any websites you visit through our site.

Changes to This Policy

We keep our Privacy Policy under regular review. Updates will be posted on this page with a new “last updated” date.

Contact Us

If you have any questions, concerns or complaints about how the SPA handles your personal data, please contact us in the first instance:

Sheet Plant Association
PO Box 10442
Loughborough
LE12 8ZY

Email: office@sheetplantassociation.com

Tel: 07392 631867

We will acknowledge and investigate any data protection concerns as promptly as possible.

If you remain dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO). Further information is available at www.ico.org.uk.

Cookie Policy

Last updated: 8 June 2026

The Sheet Plant Association (SPA) uses cookies and similar technologies to improve your browsing experience, provide website functionality, and help us understand how our site is used.

This Cookie Policy explains what cookies are, how we use them, and how you can manage your preferences.

What Are Cookies?

Cookies are small text files placed on your computer or device when you visit a website. They are widely used to make websites work, improve efficiency, and provide information to the site owners.

There are different types of cookies:

Strictly necessary cookies – required for the website to function (e.g. login, bookings).
Performance cookies – help us understand how visitors use our site (e.g. Google Analytics).
Functionality cookies – remember your preferences and settings.
Targeting/advertising cookies – used to deliver relevant advertising (SPA does not use these on our website).

How We Use Cookies

The SPA may use cookies to:

Enable secure member login and access to restricted content.
Process bookings for events and conferences.
Remember your preferences (such as cookie consent choices).
Collect anonymous analytics about website traffic and usage (via Google Analytics or similar).

We do not use cookies to collect sensitive personal information, and we do not sell cookie data to third parties.

Third-Party Cookies

Some cookies may be set by third-party providers we work with, for example:

Google Analytics – to monitor traffic and improve site performance.
Embedded content (such as videos or social media feeds) – which may set their own cookies.

We encourage you to review the privacy/cookie policies of these providers.